13^th Int'l Working Conference on Stored Product Protection

This Cancellation & Refund Policy governs all registration fees, exhibition stall bookings, and sponsorship transactions processed for the 13th International Working Conference on Stored Product Protection (IWCSPP 2027), taking place from 01 – 05 March 2027 at the HITEX Exhibition Centre, Hyderabad, India via iwcsppbookings.in.

1. General Cancellation Guidelines

All cancellation requests must be submitted in writing via email directly to the Organizing Secretariat at secretariat@iwcspp2027.org from the delegate’s registered email address, specifying the Registration Code (e.g., IWCSPP-XXXXXX) and the registered delegate’s full name. Verbal or telephonic cancellations are not accepted.

2. Refund Eligibility & Cutoff Timeline

Refunds are calculated based on the date of receipt of the formal written cancellation request:

3. International Visa Refusal Clause

If an international registered delegate is unable to attend the conference because their Indian Conference Visa application was rejected by the consular authorities of the Government of India:

• The delegate must notify the Secretariat at least 15 days prior to the conference start date (on or before 14 February 2027).
• The request must be accompanied by official documentary proof of visa refusal (consular refusal letter or stamped passport copy) and proof that the visa application was lodged in reasonable time (at least 6 weeks prior to the event).
• Eligible applicants will receive a full refund of the pass fee minus a flat $35 USD administrative and gateway transaction processing charge.

4. Delegate Substitution / Pass Transfer

If a registered attendee cannot travel, pass substitution is permitted without financial penalty:

• Requests to substitute another colleague from the same institution/organization must be submitted by email before 15 February 2027.
• The substitute delegate must belong to the same registration tier (or pay the fee difference if upgrading from Student to Academic/Industry).
• Badges and QR access credentials will be updated in the name of the new delegate.

5. Refund Method & Processing Timelines

• Source Account Settlement: Approved refunds are credited strictly through Cashfree Payment Gateway back to the original source account (credit card, debit card, or banking account) used during checkout. Cash, cheque, or third-party bank refunds will not be issued.
• Currency Conversion: Refunds are processed in US Dollars (USD). The conference organizers are not liable for currency conversion rate fluctuations, foreign exchange fees, or international wire charges imposed by the recipient’s issuing bank.
• Processing Time: Once approved, the gateway transaction will be initiated within 7 business days. Depending on your financial institution or card issuer, the credited funds typically reflect in your account statement within 14 to 21 business days.

6. Event Postponement or Force Majeure

If the 13th IWCSPP 2027 is postponed, relocated, or transitioned into a virtual format due to circumstances beyond the organizers’ control (such as natural disasters, governmental public health directives, war, or severe international transit restrictions):

• All confirmed passes will remain fully valid and automatically rollover to the rescheduled dates.
• If a delegate cannot attend on the revised dates, they will be given the option to receive a credit voucher for future symposia or apply for a refund subject to documented unrecoverable venue and vendor costs.

7. Contact for Cancellation & Refund Requests

Please direct all refund requests and documentation to:

Finance & Registration Desk – 13th IWCSPP 2027
HITEX Exhibition Centre, HITEC City, Hyderabad – 500084, Telangana, India
Email: secretariat@iwcspp2027.org / admin@iwcsppbookings.in
Phone: +91 40 2459 1234