Terms and Conditions

Terms and Conditions


  • The Organizers will not be responsible for any stolen or missing items belonging to Delegates, Speakers or Attendees
  • Transportation and parking is the responsibility of the registrant.
  • Payments should be completed within 14 days from invoice date.
  • In order to keep secure your slot at the conference full payment must be received prior to the event.

Payment Methods

  • Online Registration: Credit/ Debit Card payments may be made through the secure online payment through the respective conference website.
  • Offline Registration: To register offline the participant/ applicant contact respective conference manager. The conference manager will advise the process of offline registration procedure. Please quote your invoice number as a reference. Only fully completed registration forms will be accepted. An invoice will be sent after the receipt of your registration, a confirmation of payment will be sent upon receipt of payment in full. If the full payment has not been received before the deadline indicated, the registration will remain valid, however the due fee will be increased according to the payment period. Credit card details can only be accepted through our secure online system, by email, by telephone or by fax at our contact details.


Registration fees do not include insurance of any kind.

Requesting an Invitation Letter

For security purposes, letter of invitation will be sent only to those individuals who had registered for the conference. Once your registration is complete, please contact respective conference manager/ director to request a personalized letter of invitation.

Cancellation, Postponement and Transfer of Registration

Cancellation Policy

If Herald Meetings cancels any event for any reason, you will receive a credit for 100% of the registration fee paid. You may use this credit for another Herald Meetings event which is scheduled within one year from the date of cancellation. Regarding refunds, all bank charges will be for the registrants account. All cancellations or modifications of registration must be made in writing to conference manager.


If Herald Meetings postpones any event for any reason and you are unable or not willing to attend on rescheduled dates, you will receive a credit for 100% of the registration fee paid. You may use this credit for another Herald meetings event which is scheduled within one year from the date of postponement.

Transfer of Registration

All fully paid registrations are transferable to other persons or to other conferences from the same organization, if registered person is unable to attend the event. However, Registration cannot be transferred if it is intimated within 30 days of respective conference. The transferred registrations will not be eligible for Refund.

Visa Information

Keeping in view of increased security measures, we would like to request all the participants to apply for Visa as soon as possible. Herald Meetings will not directly contact embassies and consulates on behalf of visa applicants. All delegates or invitees should apply for Business Visa only.

Important note for failed visa applications

Visa issues cannot come under the consideration of cancellation policy of Herald Meetings including the inability to obtain a visa.

Refund Policy

If the registrant is unable to attend and is not in a position to transfer his/ her participation to another person or event then the following refund arrangements apply, keeping in view of advance payments towards Venue, Printing, Shipping, Hotels and other overheads, we had to keep Refund Policy as follows

  • Before 90 days of the conference: Eligible for Full Refund less $100 Service Fee.
  • Within 45-90 days of Conference: Eligible for 50% of payment Refund.
  • Within 45 days of Conference: Not eligible for Refund.
  • E-Poster Payments will not be refunded.
  • In case of VISA refusal, the paid amount can be transferred to other conference or other person as per your choice.

Note: For any kind of natural calamities and environmental disasters, refund is not applicable.

Accommodation Cancellation Policy

Accommodation Providers (Hotels) have their own cancellation policies and they generally apply when cancellations are made less than 30 days prior to arrival. Please contact us as soon as possible, if you wish to cancel or amend your accommodation. Herald Meetings will advise the cancellation policy of your accommodation provider, prior to cancelling or amending your booking to ensure you are fully aware of any non-refundable deposits.

Press/ Media

Press permission must be obtained from Herald Meetings prior to the event. The press will not quote speakers or delegates unless they have obtained their approval in writing. The Herald Meetings is an objective third-party nonprofit organization and is not associated with any commercial meeting company.

Data Protection

The protection of your information and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us. Herald Meetings will collect and store all personal data for the preparation and execution of the respective Conferences.

Note: Photography and Videography will not be allowed unless or until you get permission from the particular session Speaker/ Chair.

Authorization Policy

By registering for the conference you grant permission to Herald Meetings to photograph, film or record and use your name, likeness, image, voice and comments to publish, reproduce, exhibit, distribute, broadcast, edit and/ or digitize the resulting images and materials in publications, advertising materials, or in any other form worldwide without compensation. Taking photographs and/or videotaping during any session is prohibited.