SMC Conferences and Courses Cancellation Policy
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 (contact information below). Telephone requests will not
- Full Refunds–More than 30 days’
To receive a full refund, SMC must receive written
requests no later than 30 days prior to the first day of the conference or event. Please see the rules below 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. 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. 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.
Refunds–Less than 30 days’ notice Requests for refunds received by IAES within 30 days, but not
within the final 14 days, prior to the conference or event will be eligible for a 50% refund, less administration and other fees concerned in the process. Again, please see the rules below 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. 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. 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
refunds–Within 14 days
Requests for refunds within 14 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.
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
The following rules apply:
- 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 way.
- 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
- 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
- Refunds will not be paid when a person suddenly withdraws from attending the conference
after visa documents have been delivered to the Embassy.
- 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
- 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.
- 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 verified. 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.
- Authors who have their papers included in the
Official Conference Book of Proceedings are not eligible for a refund. 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 25 days to the start of the event.
- 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:
PROCESSING CHARGES FOR BOOK OF PROCEEDINGS AND JOURNAL ARTICLES AND ABSTRACTS ARE STATED IN THE TABLE BELOW:
Euro ( €)
All prices are excluding VAT.
- ARTICLE PROCESSING CHARGE (APC) BY
- 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.
- 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 Committee). 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.
- Registrants may send a substitute in their place in
lieu of requesting a refund. The Events Office must be notified of this at least 10 days prior to the start of the event or conference.
- 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. Again, the Events Office must be notified of this at least 10 days prior to the start of the event or
- Visa Letters and
Visa letters and invites cannot be produced until
payment for registration has been made. In the event that a visa cannot be obtained, a refund may be given subject to various factors. Notification of this must be given to the Events Office at least
10 days prior to the start of the Conference or Event. Visa refusal letters 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
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. This would allow time for the delegate
to resolve the issues and obtain the visas required to attend the vent in case of visa refusal with genuine queries or other factors.
- Transfer of Registration
to another IAES Conference, Course or Event and Moving of Events' Dates and/or venue by the
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. 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
The following terms and conditions apply:
- 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.
- 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.
- 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 Association's events.
- 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.
- 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
- Any other unforeseen circumstances beyond the Associations control.
- Refund time
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. 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
For accommodation cancellation policies, please
refer to the individual hotel policies noted on their Websites. 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.
- Please note that all refunds are also subject to
administration charge/fee of £25, plus the deducted percentages due for refund. 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. Once again refunds may take longer to complete if there are issues and matters arising to be resolved.
- 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. 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.
Approved by the Events Committee
Members on 13 August 2015 and Signed on their behalves by:
Dr Peter Fenton
Chair of SMC Events
To request a refund