Cancellation & Refund Policy

1. Overview

VDO Technologies provides registration and payment technology for conferences, workshops, CMEs, webinars, association programs, memberships, sponsorships and exhibitor registrations. Refund eligibility may depend on the policy approved by the respective conference organizer, association, institution or event committee.

2. Event-Specific Refund Rules

Each event may have its own refund rules, cancellation deadlines, administrative charges, transfer rules and no-refund periods. Users should review the specific event website, brochure, registration page or official communication before making payment.

If an event-specific refund policy is published, that event-specific policy will take priority over this general policy.

3. Refunds May Be Considered For

Refunds may be considered where duplicate payment has been made, payment has been deducted but registration has not been confirmed, a user has been incorrectly charged, the event organizer has approved cancellation within the permitted timeline, or the event has been cancelled and the organizer has approved refund processing.

4. Non-Refundable Cases

Refunds may not be available for no-shows, missed attendance, incorrect information submitted by the user, failure to meet eligibility criteria, cancellation requests after the published deadline, completed services, digital access already provided, certificates already issued, or where the event organizer has declared a non-refundable category.

5. Payment Gateway and Administrative Charges

Payment gateway charges, bank charges, currency conversion charges, international transaction charges, taxes, administrative fees or service charges may be deducted from the refund amount where applicable or where permitted by the event policy.

6. Refund Processing Timeline

Once approved by the organizer or authorized event team, refunds are generally initiated within 7 to 15 working days. Actual credit to the user's account may depend on the bank, card network, payment gateway, wallet provider or international payment channel involved.

7. Refund Mode

Approved refunds are usually processed to the original payment method used for the transaction. In some cases, refunds may be processed through bank transfer or another approved method after collecting required verification details.

8. Event Postponement, Transfer or Substitution

If an event is postponed, the organizer may allow the registration to be carried forward to the revised date. The organizer may also allow transfer of registration to another eligible delegate, depending on event rules.

9. International Delegate Payments

Refunds for international delegate payments may take additional time due to bank processing, foreign exchange conversion, payment gateway checks and compliance requirements. Currency fluctuations, intermediary bank charges and card issuer charges may not be under VDO Technologies' control.

10. How to Request a Refund

To request a refund, users should email the event secretariat or VDO Technologies with the registered name, email address, mobile number, event name, registration ID or invoice number, payment reference and reason for cancellation or refund request.

11. Contact

For refund-related support, please contact VDO Technologies using the contact details given below.