We understand that circumstances may change and participants may be unable to attend the conference. Please carefully review our refund and cancellation policy before completing your registration.

1. Refunds Before Invitation Letter Issuance

   • Cancellation requests received before issuance of an official invitation letter:

   • Before August 20, 2025, will be eligible for a 100% refund of the registration fee, minus a CAD 150 administrative processing fee.

   • August 21 – October 15, 2025 (Regular Registration Period) will be eligible for 50% refund of the registration fee (minus administrative fee).

   • After October 15, 2025, No refund will be issued.

2. After Invitation Letter Issuance

   • Once an official invitation letter has been issued, no refunds will be granted, regardless of visa approval or denial.

   • The invitation letter is considered a formal document that may be used for visa application purposes, and as such, the registration fee becomes non-refundable at this stage.

3. Participant Substitution

   • If you are unable to attend, you may nominate a substitute delegate from the same institution/organization to attend in your place, at no additional charge.

   • Substitution requests must be submitted in writing at least two weeks prior to the conference start date.

4. No-Shows

   • Registered participants who do not attend the conference (without prior written notice) will not be eligible for any refund or credit.

5. Visa Responsibility

   • Please note that the decision to grant a visa rests solely with the relevant embassy or consulate. The conference organizers are not responsible for visa approval or denial.