Returns & Refunds Policy

(EU Digital Content & Virtual Event Compliance)

1. Purpose and Legal Framework

This Returns and Refunds Policy governs all registrations, abstract submissions, and related services provided in connection with this virtual scientific conference. It is drafted in accordance with applicable European Union consumer protection principles relating to digital content and digital services, including Directive (EU) 2019/770.

By completing registration and submitting payment, participants expressly acknowledge and agree to the terms set out in this policy.

2. Nature of the Service

The conference is delivered exclusively as a digital service, providing immediate or scheduled access to:

• A virtual conference platform

• Abstract submission and review systems

• Digital scientific content and online participation tools

As such, the service is deemed to commence upon the provision of access credentials or activation of the submission system.

3. Waiver of Right of Withdrawal

In accordance with EU consumer law applicable to digital services, participants acknowledge that by registering for the event and accessing the platform, they expressly waive their statutory right of withdrawal once the performance of the digital service has begun.

Consequently, registration fees are non-refundable after access to the virtual platform, abstract submission system, or conference materials has been granted.

4. Abstract Submission and Review

Participants registered under the Active Participation Package are entitled to submit abstracts for scientific evaluation. All submissions undergo a formal peer-review process conducted by the Scientific Committee, based on academic merit, relevance, and compliance with submission guidelines.

Decisions regarding abstract acceptance or rejection are final and non-negotiable.

5. Downgrade Following Abstract Rejection

In the event that an abstract is not accepted, the participant’s registration will be automatically downgraded from Active Participation to Passive Participation. This downgrade allows continued access to the virtual conference as a non-presenting attendee.

The downgrade does not constitute a cancellation of the service, but rather a modification of participation status within the same digital event.

6. Partial Refund Following Downgrade

Following an abstract rejection and corresponding downgrade, the participant shall be entitled only to the price difference between the Active and Passive participation packages.

From this price difference, a fixed amount of six (6) euros shall be retained by the organizers to cover unavoidable administrative, technical, platform, website maintenance, and payment processing costs already incurred in connection with the abstract submission and review process.

No further refunds shall be issued under any circumstances.

7. Refund Method and Timing

Any eligible partial refund will be processed using the same payment method originally used for registration. Refunds will be issued within a reasonable timeframe following the final abstract decision and confirmation of the registration downgrade.

No additional transaction or handling fees will be charged beyond the retained amount specified above.

8. Exclusions and Limitations

Refunds will not be granted for reasons including, but not limited to:

• Voluntary withdrawal of an abstract

• Failure to attend the virtual event

• Scheduling conflicts or time-zone differences

• Technical issues attributable to the participant

• Failure to comply with submission deadlines or guidelines

9. Organizer’s Rights

The conference organizers reserve the right to amend or update this policy where required by legal, technical, or operational considerations. Any changes will be published on the official conference website and will take effect upon publication.

10. Contact Information

For questions regarding this policy, abstract review outcomes, or registration status, participants may contact the organizing committee at:

info@icsiconference.com