SMC Conferences and Courses Cancellation
Policy, including Terms and Conditions of Service
All Santa Maria College (SMC) cancellations and refunds requests must be made in writing as indicated below. Requests must be sent to the SMC Events Office. Requests may be mailed
or emailed at email@example.com . Telephone requests will not be honoured.
1.1. Please note that people registering as students are required to provide evidence of student status at the
time of registration for the conference/event from the respective colleges or universities or schools must be submitted by the delegates.
1.2. If the evidence of student status is not submitted with 20 days of registration, then the student registration
will be cancelled and no refunds will be due.
1.3. If further costs are incurred in the preparing and sending of visa documents to the delegates and Embassies,
then the delegate will be required to pay these additional costs.
1.4. Registration for the conference is not transferable from one person to another.
1.5. All candidates are required to pay the correct registration fee. Incorrect registration fee will not be
2.1. To receive a full refund, SMC must receive written requests no later than 35 days prior to the first day of the
conference or event.
2.2. All refunds are processed less the administration charges.
3.1.Less than 35 days’ notice
Requests for refunds received by SMC within 35 days, but not within the final 15 days, prior to the conference or event will be eligible for a 50% refund, less administration and other fees concerned
in the process.
3.2. Again, please see the rules
on points 1.1 and 1.2 for those who registered as students, as evidence of student status at the time of registration for the conference/event from the respective colleges or universities or
schools must be submitted by the delegates.
3.3. If the evidence of student
status is not submitted with 20 days of registration, then the student registration will be cancelled and no refunds will be due.
3.4. If further costs are
incurred I the preparing and sending of visa documents to the delegates and Embassies, then the delegate will be required to pay these additional costs.
- None Eligibility for
- .1. No refunds–Within 15
4.1.1. Requests for
refunds within 15 days prior to the start of the conference will not be eligible for a refund.
refunds–After Publication of your abstract in the conference Book of Proceedings for those who
submitted their abstract/paper for publication.
4.2.1.Requests for refunds after the
publication of a registered delegates abstract in the Official Conference Book of Proceedings will not be eligible for a refund, as it constitutes a breach of contract.
- Instances When Refunds Cannot be Paid
The following rules
- 1. If a person provides false information about their status, for example, if a
person wrongly claimed that he/she is a student when he/she has finished their courses, their registration will be cancelled and he/she will not be entitled to any refund in any
- 2. All the people registering for the conference as students must provide
evidence from their College or University or School; stating that they are students, and providing information about when their sources star and when it will finish. This information must be
provided before the end of the conference due to the fact that we need to provide correct ad accurate information on certificates issues and to officials like Embassies and accrediting bodies for our
- 3. Refunds will not be paid after the Association has processed and sent off
visa documents on behalves of a person to Embassies. Any requests for refunds after contacts have be made to Embassies with various agents, and documents delivered to Embassies on behalf of the
delegate will not be paid.
- 4. Refunds will not be paid when a person suddenly withdraws from attending the
conference after visa documents have been delivered to the Embassy.
- .5. If there is an emergency, in case the delegate is unwell, valid evidence
must be submitted to the Events Committee for their consideration. Merely saying any excuse/reason without any documentary evidence that will be verified will not be accepted
- .6. If a person claims that they cannot locate the events venue/location, or
they cannot contact the event’s Organisers at the specified venue, no refunds will be made due to the fact that the Organisers had already incurred costs in preparing materials and delegates’ packs
and in organising the event.
- 7. If a person requests for refund after the completion of the event, then no
refund will be made.
- 8. If the person requests for refund through their financial institution after
the event have ended to allege that - items were not received, then no refund will be paid.
- .9. If the person falsely and incorrectly obtained refund from PayPal or their
Financial Institution or Bank by stating the reason in point 5.8, then we will take all necessary actions and legal proceedings to recover the money with costs and interests.
- .10. If a person claims that they are a student to falsely get registration
certificate and receipt from SMC and pass the registration for a professional to use in false pretense to enter the conference and to obtain visas to enter the United Kingdom (UK) or any other
country, then this amounts to fraud and immigration issues and these will be reported to the relevant country authorities
- Special Note on Refunds
Please note that no refunds will be processed or paid until after the date of the event in order to allow time for reports of the events to be received by the Committee and
- 2. This
is important to check attendances and make sure that the correct evidence like student status, any evidence of circumstance and accounting process are verified and complete.
- 1. Authors who have their papers
included in the Official Conference Book of Proceedings are not eligible for a refund.
- 2. Authors may receive a refund if they
withdraw their papers before the paper is included in electronic or hard-copy of the Book of Proceedings. This is usually 27 days to the start of the event.
- 3. If an Author withdrew or
successfully claimed back his or her conference fee from nay finance company after his or her abstract has been published in the official Conference Book of Proceedings, the Conference
Organisers/Collaborators reserve the right to treat the Delegate’s abstract(s) publication as an open access publication and send an invoice to the delegate for payment. This request for
payment will be pursued until payment is received because the publication cannot be revised as the abstract has been printed and published by the Publishers to available in the public domain. The
bands that we charge for Open Access Publications are guided by the Publishers. It is treated as a journal article publication, which can be stated below:
- 5. PROCESSING CHARGES FOR BOOK OF PROCEEDINGS AND JOURNAL ARTICLES AND ABSTRACTS ARE STATED IN THE TABLE BELOW:
Euro ( €)
All prices are excluding VAT.
- 6. ARTICLE PROCESSING
CHARGE (APC) BY PUBLISHING OPTION
7.6.1. The prices do not include Value-Added Tax
(VAT). Residents of European Union countries need to add VAT based on their specific country rate. Institutions and companies, outside of Croatia, registered as VAT taxable entities in their own EU
member state, will not pay VAT by providing IAES with their VAT registration number. This is made possible by the EU reverse charge method, and the UK and international methods.
- Emergency illness or Death of
Registrant or Immediate Family Member
Refunds may be granted if an attendee is unable to attend the Conference due to a family death, illness or other extraordinary circumstance (at the discretion of the Organising
- 2. In
such circumstance, the Events Office must be contacted by letter or email. Approved refunds would be made less administration and other fees concerned in the process.
- 1. Registrants may send a substitute in
their place in lieu of requesting a refund, if the attendee submits an abstract or paper with co-authors and the substitute is one of the authors of the paper or abstract.
- 2. The Events/Conference Office must be
notified of this at least 30 days prior to the start of the event or conference in order to allow time to complete the process.
- 3. If a delegate who is supposed to be
presenting the paper cannot attend, he/she may send another co-author to present the work in their place. In this instance, the Events Office must be notified of this at least 20 days prior to
the start of the event or conference.
- Visa Letters and
Visa letters and invites cannot be produced until payment for course, conference or event registration fee has been made.
- 2. In
the event that a visa cannot be obtained by a registered delegate seeking the visa in his/her name, a refund may be given subject to various factors.
Notification of this in writing must be given to the Events Office at least 30 days prior to the start of the Conference or Event.
Visa refusal letters with the name and address of the registered must also be sent to the Events Office before any refund will be processed. Again refund would be made less administration and
other fees concerned in the process.
- Transfer of Registration to
another SMC Conference, Course or Event
- 1. If
a registered delegate(s) cannot attend an event due to visa refusal or illness, bereavement and other circumstances, the candidate can apply to have his/registration transferred to another conference
or event . This would allow time for the delegate to resolve the issues and obtain the visas required to attend the event in case of visa refusal with genuine queries or other
- Transfer of Registration to
another IAES Conference, Course or Event and Moving of Events' Dates and/or venue
by the Organisers.
- 1. If
a registered delegate(s) cannot attend an event due to visa refusal, visa delays or illness, bereavement and other circumstances, the candidate(s) can request to have his/her (their) registration
transferred to another conference.
- 2. The
Organisers reserves the right to move the event to the next available one due to the unforeseen circumstance(s). This would allow time for the delegate to resolve the issues and obtain the
visas required to attend the event in case of visa refusal with genuine queries or other factors, or the Organisers to move the event to another date ad or venue, as the case may
- Cancellations and Rescheduling
of Events due to Unforeseen Circumstances by the Organisers.
The following terms and
- 1. If an event is rescheduled or moved to other dates or venue due to
unforeseen circumstances by Organisers or in the event of the case where an event needs to be moved for whatever reasons, registered delegates can be moved to the next event as registered delegates
or be allowed to attend another event in due course without paying another registration fee.
- 2. No refund of delegates registration fees apply due to the fact that the
event is moved or cancelled as a result of unforeseen circumstances, like flight cancellations by airliners, which can affect the attendance of organisers and many delegates or groups, venue
cancellation by the venue owners due to unforeseen circumstances or incidents or natural disasters etc.
- 3. Please note that the SMC does not refund or pay for people's flights/travel
costs, hotel/accommodation or any other personal demand for payments due to the fact that the Association is a not for profit healthcare membership organisation with charitable intent, with the main
objective of promoting excellence in patient care and education. Hence the Association gives equal opportunities to all healthcare professionals internationally in order to attend the
- 4. In cases of special conferences, these events are specially organised and
the numbers of participants are strictly limited due to the nature of interactions required for the accredited and approved CME and CPD points, no refunds will be paid if the event is cancelled or
moved due to unforeseen circumstances. Delegates will be offered the opportunities to transfer their registrations to other events whenever they are able to attend.
- 5. No refunds will be paid in cases where the delegates pack, which includes
the book of proceedings and certificates of attendance have already been printed and sent to delegates
- .6. Any other unforeseen circumstances beyond the SMC and/or the collaborating
Associations and Academies control.
- Refund time
- 1. The
Events Team will refund fees 60 to 90 days after the event in order to allow time for all reports and returns regarding the event to be made.
Please note that sometimes it may take longer to process refunds if there are complicated issues to resolve before refunds are made.
- 3. It
is also very important to note that refunds can only be made via the same payment method that it was originally received from for correct accounting purposes.
- 1. For
accommodation cancellation policies, please refer to the individual hotel policies noted on their Websites.
- 2. Any
amendments to original hotel bookings must be forwarded via email to the Conference office.
Verbal changes or cancellations cannot be accepted nor will the hotels accept any changes direct.
- General Special
- 1. Please note that all refunds are
also subject to administration charge/fee of £30, plus the deducted percentages due for refund.
- 2. Refunds will only be processed and
made about 60 to 90 days after the event in question in order to take care of the annual returns and reports required as stated above.
- 3. Refunds may take longer to complete
if there are issues and matters arising to be resolved.
- 4. It is also extremely important to
note that we are a not for profit Organisation that is required by the law to produce current accounting. Our main aim is to promote excellence in patient care and education through medical
practice education and research.
- 5. We therefore do not deal with
buying and selling of goods for profit and we do not deliver goods, as it is outside the scope of our membership organisation. Therefore any attempt to abuse our objective will not be tolerated
in any way.
- Special Notice About COVID-19
- 1. Please note that there may be a
possibility that face to face events event can be held online via ZOOM depending on the situation with the COVID - 19 infection rate or governmental rules/restrictions in the UK and other countries
and above all, as agreed by the Joint Events Committee of the conference or course in question at the time of the conference. In which case, updated information will be published on this
- 2. In line with point 17.1 above, all
notifications with regards to the conference or course will be sent via Email message and if the Email has attachments, these will also be attached to the message.
- 3. Provided that the message is not
returned, the message and attached information will be deemed as delivered.
- 4. Notification/invitation links to
the conference/meeting or event, including instructions on how to join the meeting will be sent to all delegates. This will be confirmed that the delegates have received the items for the
conference or event.
- 5. Certificates of attendance can only
be given to delegates who joined the event and participated in the proceedings as required, including the CME or CPD certificates as well.
- 6. Please note that due to the
anti-epidemic measures, and restrictions and preventive measures stipulated, including requirements for social distancing, the Conference Managers and administrative may be required to be working
away from the offices or working from home as required, so visitors are not received at our offices during this time.
- 7. Our Conference Administrators can
be contacted via Email at firstname.lastname@example.org or email@example.com
- Special Notice Sending of items
and documents about Conferences and Events.
- 1. All conference or course/event
materials/items are sent within the UK via the Post Office/Royal Mail by First Class Post, and it is deemed as delivered after two working days of posting it.
- 2. Proof of Delivery/Posting issued by
the UK Post Office/Royal Mail is the proof of delivery.
- 3. All conference or course/event
materials/items are sent overseas outside the UK via the Post Office/Royal Mail by Air Mail Post, and it is deemed as delivered after 10 days of posting it.
- 4. Again, Proof of Delivery/Posting
issued by the UK Post Office/Royal Mail is the proof of delivery.
- 5. f a delegate did not attend the event
with the materials sent to him/her, he/she will be given the materials, as the hosts of our events always have spare materials on site or during an Online event.
Approved by the Events
Committee Members on 15 May 2020 and signed on their behalves by:
Chair of SMC Events
You can contact us