Delegate Registration Refund Policy
Effective for all programmes and conferences operated by EduTourism for Unity. Please read this policy carefully before completing your registration.
Our Commitment to Delegates
EduTourism for Unity is committed to providing every participant with a transparent, fair, and respectful experience from the moment of registration through to the conclusion of each programme. We recognise that circumstances can change, and this policy has been designed with both organisational sustainability and delegate welfare in mind.
We encourage all delegates to read this policy carefully before completing their registration, and to contact our team at hello@edutourismforunity.org should they have any questions.
Registration Categories
Our programmes operate across four distinct registration categories, each governed by its own refund conditions:
Fully Funded Delegates — fee fully covered by EduTourism for Unity
Partially Funded Delegates — fee partially subsidised
Self-Funded Delegates — full or discounted registration fee paid by delegate
Financial Assistance Scholarships — financial aid to support travel
Category A — Fully Funded Delegates
Fully Funded delegates are selected through a competitive application process. As registration and programme costs are absorbed entirely by EduTourism for Unity, the following applies:
- Registration places under this category are non-refundable and non-transferable.
- In the event of withdrawal, EduTourism for Unity reserves the right to reallocate the place to a waitlisted applicant.
- Travel reimbursements (where applicable) will be processed via a dedicated reimbursement form issued after the event. Processing may take up to six (6) weeks from the date of submission.
- Delegates who withdraw without reasonable notice or fail to attend forfeit any future priority consideration in EduTourism for Unity programmes.
Category B — Partially Funded Delegates
Partially Funded delegates receive a fee subsidy from EduTourism for Unity. The subsidised portion of the fee is non-refundable under any circumstances. Regarding the portion paid by the delegate:
- Refunds on the self-paid portion may be issued as an EduTourism Credit Voucher (ECV) only — not as cash.
- The ECV will reflect the delegate's paid portion, subject to the cancellation schedule in Section 6.
- Cash refunds are not available for this category regardless of the notice period.
Category C — Self-Funded Delegates
5A. Full Registration Fee
Delegates who have paid the full (non-discounted) registration fee are eligible for EduTourism Credit Vouchers (ECV), in accordance with the cancellation schedule in Section 6. The option to receive a cash refund or ECV will be offered at the time of the cancellation request.
5B. Discounted Registration Fee
Delegates who have registered at a discounted rate are not eligible for cash refunds. However, they may request an EduTourism Credit Voucher (ECV) in accordance with the cancellation schedule in Section 6.
Cancellation & Credit Schedule
The following schedule governs the proportion of fees refunded as an EduTourism Credit Voucher (ECV), calculated from the date the written cancellation request is received by our team:
| Notice Period | Cancellation Fee | Credit Issued | Remarks |
|---|---|---|---|
| 90+ days before event | 0% | 100% as Credit Voucher | Full flexibility |
| 60 – 89 days | 15% | 85% as Credit Voucher | Moderate notice |
| 30 – 59 days | 35% | 65% as Credit Voucher | Late notice |
| 15 – 29 days | 60% | 40% as Credit Voucher | Very late notice |
| Under 15 days | 100% | No refund | No-show policy applies |
All cancellation requests must be submitted in writing to hello@edutourismforunity.org. The date of receipt of the written request determines which tier applies.
EduTourism Credit Voucher (ECV) — Terms & Conditions
12 months from the date of issuance
Applicable to any EduTourism for Unity programme or conference
Non-transferable — issued to the registered delegate only
ECVs carry no cash value and cannot be exchanged for money
Remaining balance retained for future use within the validity period
Unused ECVs expire after 12 months and cannot be reinstated
How to Submit a Cancellation or Refund Request
To initiate a cancellation or refund request, please email our team at hello@edutourismforunity.org or contact us via WhatsApp at +44 7928 575387, with the following details:
- Subject line: Refund Request — [Programme Name] — [Your Full Name]
- Your full legal name as registered
- Your registration or order reference number
- The programme name and scheduled dates
- Your reason for cancellation
- Any supporting documentation, where applicable
Our team will acknowledge your request within three (3) working days and confirm the applicable refund or credit terms based on this policy.
Visa Applications & Invitation Letters
Where a delegate has paid a fee solely to obtain an invitation letter for visa purposes, the following applies:
- Invitation letter fees are non-refundable and non-transferable, irrespective of the outcome of the visa application.
- EduTourism for Unity will issue the invitation letter as requested but cannot guarantee visa approval, as this falls entirely within the jurisdiction of the relevant consular or immigration authority.
- In the event of a visa refusal, delegates are encouraged to contact us to discuss options for deferral or credit towards a future programme.
Extraordinary & Force Majeure Circumstances
EduTourism for Unity recognises that extraordinary events including natural disasters, severe illness, civil unrest, governmental travel restrictions, or other force majeure circumstances may prevent a delegate from attending.
In such instances, refund requests will be assessed on a case-by-case basis at the sole discretion of EduTourism for Unity. Supporting evidence (e.g., a medical certificate, official government advisory, or airline cancellation notice) will be required. We are committed to treating every such case with fairness and compassion.
Programme Changes or Cancellations by EduTourism for Unity
In the unlikely event that EduTourism for Unity is required to cancel, postpone, or significantly alter a programme:
- Registered delegates will be notified promptly via their registered email address.
- Delegates will be offered the option of a full EduTourism Credit Voucher, a transfer to an equivalent future programme, or, where operationally feasible, a cash refund of the registration fee paid.
- EduTourism for Unity shall not be held liable for any travel, accommodation, or other ancillary costs incurred by delegates as a result of programme changes.
Policy Updates & Governing Version
EduTourism for Unity reserves the right to amend this Refund Policy at any time. Updated versions will be published on our official website and communicated to registered delegates via email. The version in effect at the time of registration governs the delegate's registration, unless the delegate is notified of material changes and offered the option to withdraw.
By completing your registration with EduTourism for Unity, you confirm that you have read, understood, and agreed to the terms of this Refund Policy.
Questions About Your Registration?
Our team is here to help. Reach out before or after registering and we'll guide you through the process.