Cancellation Policy

 

Deadline: Friday 23 June 2023

Cancellations must be notified in writing (e-mail is sufficient) to the Congress Secretariat. Cancellations for in-person registrations made by 23 June 2023 will result in a full refund less $150 to cover administration costs. There will be no refunds for Virtual registrations. As an alternative to cancellation, your registration may be transferred to another person by 18 August 2023 without incurring any cost penalty. The Congress Secretariat must be advised in writing of any alterations or transfers. The Organising Committee reserves final decision on a case-by-case basis for granting a cancellation in extenuating circumstances.

Registration Alterations

Delegates can pay the difference to upgrade from a virtual registration to the equivalent in-person registration at any time without incurring any cost penalty. Delegates must note that some social functions may reach their capacity limits and tickets are only guaranteed on a first come first served basis. Delegates that transfer their in-person registration to a virtual registration before 23 June 2023 will receive a refund of the difference between the in-person and virtual registration cost. From 23 June 2023 no refunds will be provided for a transfer of registration. There will be no cancellation allowance for failure to secure a visa to Australia. It is recommended that travel insurance be secured personally upon registration. The Congress Secretariat must be advised in writing of any alterations or transfers.

Congress Postponement

In the event of a postponement all registrations will automatically be transferred to the new Congress dates. All components of your registration including accommodation bookings, Welcome Reception RSVP and other social function tickets will also be transferred. If you are unable to attend on the new dates, you may contact the Congress Secretariat to request a transfer of your registration to a colleague at no cost, or request a cancellation and refund which will incur a $150 administration fee up until the Registration Cancellation Deadline.

Congress Cancellation

In the event of the cancellation of the Congress, all registrations and associated components of attendance will be cancelled and amounts refunded in full.

In the event of the Congress becoming completely virtual the delegate will receive a refund of the difference between the in-person and virtual cost.

Australian State Borders Closed

In the event that the state borders are re-closed between Monday 21 August – Wednesday 30 August 2023, from your departing city to Melbourne and you are therefore unable to attend the Congress in-person, your registration will be transferred to a virtual registration and the difference will be refunded, inclusive of any social function tickets. For any accommodation bookings the Congress Secretariat will contact the hotel and put in a request for cancellation, however the cancellation fee will be at the discretion of each individual hotel.

International Borders Closed

We ask all international delegates to carefully monitor the Australian travel restrictions and exemptions: https://covid19.homeaffairs.gov.au/travel-restrictions

In the event that international borders open for international travel and delegates register during this time, and then borders are re-closed between Monday 21 August – Wednesday 30 August 2023, from your departing Country and Melbourne and you are no longer able to attend the Congress in-person, your registration will be transferred to a virtual registration and the difference will be refunded, inclusive of any social function tickets.

Disclaimer

In registering for this Congress relevant details (name/country) will be incorporated into a delegate list for the benefit of all delegates, and also may be made available (if necessary) to parties directly related to the Congress including venues, accommodation providers, sponsors, key suppliers and future Congress. However, to ensure your privacy, your email address will not be shared outside of IUCr and the Congress Secretariat, ICMSA.