Terms & Conditions

Payments/Registration

To confirm the bookings, participants need to pay the full amount prior to the conference. All registration will be done through our/partners payment gate way. On successful registration, a confirmation email along with receipt and transaction details will be sent to the registered email Id. Onsite payment is provisional and we are not responsible for any accommodation in case of on spot payment.

Transaction Statement

We are taking Financial Assistance from Longdom Group & in your card statement the transaction will appear as Longdom Group SA.

Early Bird bookings/Registrations

To avail the early bird bookings/registrations, participants need to confirm their payment on or before the stipulated date mentioned in the registration page.

Registration Information

All information related to registration is available at the respective registration pages of the conferences. The registration prices are not constant at all the time and subjected to change depending on the slots available and currency evaluation. Hence, early bird bookings are recommended.

Cancellation, Registration Transfer, and Postponement

  • All cancellations and modification of registration should be informed at least one month prior to the conference.
  • If Hilaris Conferences cancels any Conference due to certain unavoidable circumstances, full paid amount will be refunded. The same registration amount can also be transferred to any other Hilaris Conferences within one year of registration
  • If due to any reason the Hilaris Conferences postpones the event, full amount will be refunded back and can also be adjusted with any other Hilaris Conferences within one year of registration.
  • All paid registrations are eligible for transfer from one person to another. In such cases the transfer query must be send to us by the registered person with details of the new person at least 20 days prior to the conference date
  • Registration amount can be transferred in between any events under Hilaris Conferences within one year of registration
  • Post event transfer of registrations should be intimated at least 14 days after the conference scheduled, after which it may not considered
  • The transferred registration prices are non-refundable
  • Hilaris Conferences reserves the rights of alternation of venue, program, time and cancellation of events. All such changes will be informed much prior to the events.

Refund Policy

If the registered participant is unable to attend the Hilaris Events, then the below refund policy will be applicable:

  • Before 60 days: 100% refund
  • Within 30-60 days: 70% refund
  • Within 30 days: No refund
  • e-poster: non-refundable
  • During refund, the gateway/transaction/service charges ($100) will be deducted from the registered amount.
  • The deductions of refund are due to the advanced payment made for the arrangements towards hotel booking, printing & shipping of materials.

Refund Policy

Accommodating hotels have their own cancellation policies and generally refunds are possible at least 30 days prior to the event. In case of accommodation cancellation, speakers are advised to contact us much prior to avoid such things. As per the cancellation policy some of the non-refundable amount may be deducted from the booking amount.

Cancellation, Registration Transfer, and Postponement

  • Due to security issues and increased measures and policies, the participants are requested to apply for Visa as early as possible.
  • Hilaris Conferences does not provide any guarantee of any Visa approval. It completely depends on the choice of the regulatory authorities.
  • If due to any reason the Hilaris Conferences postpones the event, full amount will be refunded back and can also be adjusted with any other Hilaris Conferences within one year of registration.
  • Hilaris conferences will not directly approach any consulates or embassies on behalf of the participants. We will only provide them the require information in case of verification or legal requirements
  • After successful registration only, we will provide a letter of invitation, which is only a supporting document for Visa application
  • We can provide the hotel accommodation letters only to those the participants who opted for accommodation during registration process
  • For letter of invitation, we need your Passport Information such as your Passport Number, Date of Birth, nationality, Full official name etc. Hence, participants need to submit their passport scan copy to us before issuing a letter of invitation. Please note that while handling such information we will maintain all the security measures.
  • While filling the Visa application, participants should apply for Business Visa and in application form the purpose of visit should be Business or Others (Attending Conference) whichever is applicable.

Transportation at Venue

  • In general, we are not providing any transport facilities from nearest airport to hotel or inside the conference city.
  • If, any shuttle services are available will be informed during registration process
  • All the transportation and parking fees will be from the participants end and you will not reimburse it.

Insurance

The registration fee does not include any kind of Insurance from our end

Professional Behaviour/ Responsibilities

  • It is expected that all the participants should dressed professionally during the conference.
  • Participants are responsible for their belongings and we are not responsible for any kind of theft/damage to their personal belongings. However, we tried our best to avoid such issues and ensure your safety.

Press/Media Access

  • No press or media are entitled to enter into the conference premises unauthorizedly
  • Before accessing the conference area or to quote any speaker/to publish anything related to Hilaris Conferences, they need to take prior approval in writing