Full Refund : A full refund is applicable only if a written cancellation request is submitted at least 15 days before the scheduled conference date. All required documentation must be completed no later than 10 days prior to the event.
Partial Refund : Cancellations made between 7 to 10 days before the event may be eligible for a partial refund, subject to deduction of applicable administrative charges.
No Refund : Cancellation requests made within 7 days of the conference are not eligible for a refund. However, the registrant will receive conference credit valid for 12 months from the original event date.
Late Registration : Registrations made within 7 days of the event are non-refundable. However, they may be transferred to another upcoming National Conference event.
Change in Event Format : As the conference is conducted in a hybrid format, the organizer reserves the right to conduct the event either in-person or virtually. No refunds will be issued due to changes in the format.
Transfer of Registration : If a participant is unable to attend, the registration may be transferred to a colleague from the same institution. The request must be submitted via email to info@nationalconference.in at least 7 days before the event and must include relevant documentation. Once transferred, the registration is non-refundable.
Virtual Registration : Registrations for virtual participation are non-refundable. However, participants may receive credit toward a future National Conference event.
Invitation Letter Clause : Cancellations are allowed only if the official invitation letter has not been issued. Once the invitation letter is issued, the registration becomes non-refundable.
Visa Denial : Refunds are not applicable in cases where participants are unable to attend due to visa denial or delays.
2. Communication & Registration Compliance
Mandatory Post-Registration Contact: After completing the registration process, it is the responsibility of the registrant to contact the National Conference team for updates, scheduling, and further instructions. Failure to do so will invalidate the registration, and no refund will be issued.
Unacknowledged Communication: If the registrant fails to respond to communications from National Conference for more than 15 days post-registration, the registration will be considered invalid, and no refunds will apply.
Submission of Registration Form: Registrants must submit the required registration form within 7 days of registration. Failure to do so will result in the cancellation of the registration, with no refund eligibility.
3. Participation & Registration Guidelines
Mandatory Registration: Only individuals who complete registration within the official timelines are permitted to participate in National Conference events.
Event Modifications : National Conference reserves the right to modify the event schedule, venue, or format. Notice will be given via email. The organization is not liable for any financial loss due to such changes.
Author Substitution : If the primary author cannot attend, a co-author may present instead. Refunds will not be issued in such cases.
Discounted Registrations : Any registration under a concession category is strictly non-refundable.
Communication Responsibilities : Registrants must actively communicate with National Conference post-registration. Failure to respond to official communications or to submit registration documentation within 7 days will invalidate the registration.
Late Registration Clause : Participants who register after the official deadlines may be limited to virtual participation, subject to conference capacity. These participants may attend one additional National Conference event in their registered category.
4. Paper Submission & Publication Policies
Institutional Notification : Authors must ensure their institution, department head, or supervisor is informed about their submission.
Review Process : All submissions will undergo peer review by at least two qualified reviewers (internal or external).
Publication Eligibility : Only papers linked to fully completed registrations will be included in the conference proceedings.
Authorship Clarification : The submitting author is regarded as the primary author. National Conference does not investigate or verify disputes related to authorship. Proven misconduct will lead to permanent withdrawal of the paper, with no option for resubmission.
Rejection & Withdrawal : Suspended or withdrawn submissions will not be reconsidered, republished, or redistributed.
5. Travel & Accommodation
Participant Responsibility : Attendees are responsible for their own travel and accommodation arrangements. National Conference does not provide support in this area.
Financial Liability : National Conference is not responsible for any costs incurred due to changes in conference dates, location, or format.
Fee Exclusions : Registration fees do not cover travel, lodging, or personal expenses.
6. Visa & Invitation Letter Guidelines
Self-Managed Travel : Participants are responsible for organizing their visa, travel, and lodging arrangements.
No Embassy Communication : National Conference will not communicate with consulates or embassies on behalf of participants.
Visa Support : While the invitation letter may assist in obtaining a visa, National Conference offers no guarantees of visa approval and bears no responsibility for visa denial or delays.
Document Misuse : Unauthorized changes to the invitation letter or misuse of the document will result in its invalidation, and the registrant may face disqualification from participation and potential legal action.
Agreement : Acceptance of the invitation letter implies agreement to abide by international travel laws and ethical guidelines for participation.
7. Registration Transfers
Eligibility : Registration transfers are permitted to colleagues from the same organization if the original participant cannot attend.
Transfer Process : Requests must be made in writing to info@nationalconference.in with appropriate documentation at least 14 days before the conference.
Refund Ineligibility : Transferred registrations are non-refundable.
Invitation Letter Clause : If the invitation letter has been issued, the transfer process must be completed within 7 days of issuance or no later than 20 days before the event.
Conference Changes : If there are changes to the event, the registrant must notify the organizing team at least 25 days before the revised date.
8. General Legal & Ethical Statements
Organizational Independence : National Conference operates as an independent academic body and is not affiliated with any government, university, or corporate institution unless explicitly stated.
Participation Rights : National Conference retains the right to deny participation, withdraw submissions, or terminate affiliations if any breach of terms or misconduct is identified.
Legal Jurisdiction : All legal matters, including disputes and claims arising from participation or registration with National Conference, will fall under the jurisdiction of the courts in Chennai, India.
