Cancellation and Refund Policy

This Cancellation and Refund Policy sets out the rules on refunds of registration and participation fees for ITECX congresses and events organised by the ITECX International Congress Organising Committee (the “Organiser”). It applies to all fee categories listed on the Registration and Fees page (early and regular registration, student, listener, online and on-site presentation, second paper and international participation fees) and forms an integral part of the Participation Conditions.

1. Core Principle: No Refunds

Registration and participation fees, once paid, are not refunded under any circumstances or in any form, regardless of the payment date or the timing of or reason for a cancellation. This rule covers full and partial refunds, refunds of fee differences and any repayment in cash or to a bank account. Cancellation notices sent to the secretariat are recorded, but are never treated as refund requests.

2. Situations in Which No Refund Is Made

The following situations are examples only; no refund is made in any case, including but not limited to:

• the participant cancelling their registration at any time (even during the early registration period) or not attending the congress;
• the paper being rejected after peer review, withdrawn by the author, or not presented;
• visa refusal, health problems, travel restrictions, or work- or institution-related reasons;
• an online presentation not taking place because of problems with the participant’s own internet connection or equipment;
• cancellation of a registration, removal of a paper from the programme or publication, or removal of a participant from the congress because of a breach of the Participation Conditions, ethical principles or code of conduct;
• the congress being postponed, moved fully or partly online, having its programme changed, or being cancelled;
• natural disasters, epidemics, war, decisions of public authorities and similar force majeure events;
• a change to a lower fee category or presentation type.

3. Consider Carefully Before Paying

Because fees are non-refundable, participants must carefully consider the congress dates, participation conditions, presentation type and their travel and visa situation before paying. Authors are advised to pay only after they have been notified that their paper has been accepted. Payments made before an acceptance decision is announced are also subject to this policy.

4. Transfer of Registration

Although no refunds are made, a registration may be transferred to another person free of charge, provided that a written request reaches the secretariat no later than 7 days before the congress begins. The new participant must be from the same institution and, for registrations with a paper, must be one of the authors of that paper. If the new participant falls into a higher fee category, the difference must be paid; if they fall into a lower category, the difference is not refunded. After the transfer, documents are issued in the new participant’s name.

5. Changes Made by the Organiser

• Postponement: If the congress is postponed, existing registrations remain valid for the new dates; no refund is made.
• Moving online: If the congress is moved fully or partly online, registrations remain valid and the affected presentations take place online; the fee difference between presentation types is not refunded.
• Cancellation and force majeure: No refund is made even if the congress is cancelled. At its sole discretion, the Organiser may allow the fee paid to be used for a future ITECX congress or event; this option does not constitute a cash refund.
• In all cases, the Organiser is not responsible for expenses paid to third parties, such as travel, accommodation and visa costs.

6. Overpayments and Duplicate Payments

If more than one payment is made for the same registration, or if more than the announced amount is paid, the excess is not refunded; at the participant’s written request it is credited to another registration of the same person or to a future ITECX event. The request must be sent with the payment receipt to info@itecx.international within 30 days of the payment date.

7. Acceptance

Every participant who completes the registration form and makes a payment is deemed to have read and understood this policy and to have accepted that fees paid are not refunded under any circumstances. In the event of any discrepancy between the Turkish, English and Russian versions of this policy, the Turkish version prevails.

8. Contact

For questions about registration transfers and payments, you can contact the congress secretariat through the following channels:

• Organiser: ITECX International Congress Organising Committee
• Address: Via S. Martino della Battaglia, 44, 00185 Rome RM, Italy
• E-mail: info@itecx.international
• Phone: +90 (312) 000 00 00
• Contact form: Contact page

Last updated: 15 September 2026