Terms and Conditions
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.
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.
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.
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.
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.
Deadline: Monday 17 July 2023
No accommodation payments will be refunded on or after 17 July 2023.
Participants who confirm an accommodation booking with a credit card or full pre-payment and who wish to cancel on or after 17 July 2023 are liable for the full cost of their accommodation nights cancelled. To cancel your reservation, please contact the Congress Secretariat at firstname.lastname@example.org. Name changes to a reservation can be made at no charge.
Delegates who confirm attendance by paying a minimum of the first night and do not advise of cancellation before 17 July 2023 the ‘no show’ rate, as penalised by the hotel will be charged to you and your payment will not be refunded. This charge is calculated as the room rate per night multiplied by the dates booked and secured. Please ensure that accommodation dates are correct at time of booking and before 17 July 2023 if any changes are required.
Change of booking
Any change in booking must be made in writing to the Congress Secretariat and NOT directly to the hotel before 17 July 2023. Any changes received after 17 July 2023 will be at the hotels discretion and based on availability.
As check in at most hotels is not until 1400, it is possible that your room may not be ready for immediate occupation on your early arrival. Whilst hotels will do everything possible to accommodate early arrivals, if you wish to be guaranteed immediate occupation you can pay an extra day’s tariff for the night before you are due to arrive. If you wish to take this precaution, please advise the Congress Secretariat so we can notify the hotel that your room is required early.
Please indicate if you will arrive at your hotel after 1800. Failure to do so might result in your room being released.