Please note that we are unable to arrange visas for participants. We strongly advise all attendees to check with the nearest host country embassy regarding visa requirements. If a visa is necessary, we recommend applying as early as possible.

Once you have registered and paid for the conference, we can provide an official letter confirming your registration and payment to assist with your visa application.

If you require a letter, please complete the visa information form, ensuring that all details are correct before submission. Any changes requested after the letter has been issued will incur a $50 administration fee.

We understand that some participants may need to secure funding to attend the conference only after their paper is accepted. To accommodate this, you are welcome to submit your paper as soon as your abstract is accepted. You do not need to wait for the final paper submission deadline. Please include a note in your submission email stating that an early review is requested due to visa requirements. We will aim to complete the review process within two weeks of receiving your paper, allowing you time to secure funding, register, and apply for your visa.

In the event of a visa refusal, the following refund options will apply:

• • • Authors: Cancellations due to a failed visa application will receive a refund of the registration fees paid, minus USD 250 to cover the costs associated with processing the paper. Your paper will still be published in the conference proceedings, and you will receive an electronic copy of the proceedings. Please note, early bird student registrations are not eligible for a refund in this instance.
    • Non-authors: Cancellations due to a failed visa application will be refunded the registration fees paid, less a USD75 administration fee per registered participant.

For refunds to be eligible, we must receive notification of your visa denial in writing (via email) at least 10 working days prior to the start of the conference. Cancellations received after this deadline will not be eligible for a refund. Please note, Saturday and Sunday are not considered working days.

Refunds will be processed as follows:

• • • For payments made via credit or debit card, the refund will be issued to the same card.
    • For all other payments, refunds will be made via bank transfer to the nominated account holder.

Important: For payments made via bank transfer from outside the USA, all associated bank charges will be borne by the registered participant.

This policy is effective from October 2024.