Refund Policy
REFUND POLICY
At GYN, we are committed to delivering an exceptional experience for all conference delegates. We recognize that unforeseen circumstances may arise, making a refund request necessary.
This Refund Policy outlines the terms, conditions, and procedures applicable to conference registrations purchased through our online platform.
Refund Eligibility:
All approved refunds will be issued exclusively as GYN Credit Vouchers (GCVs).
These vouchers may be redeemed only for registration fees related to future GYN conferences and events and are non-transferable unless otherwise stated.
Refund eligibility and applicable conditions vary according to the registration category, as detailed below:
Scholarship Category Application Fees
- Registration Fees: All scholarship registration fees are mandatory and non-refundable.
- By completing the payment, applicants acknowledge that these fees cannot be disputed under any circumstances.
- To ensure full transparency, all applicants for fully or partially funded programs must review and sign the Declaration of Terms and Conditions during checkout.
Self-Funded & Forum Access Category
Please note that participation slots in the Self-Funded and Forum Admission categories are nontransferable and cannot be assigned to another individual.
Delegates who have paid the full registration fee for these categories may be eligible for a refund, in the form of a GYN Credit Voucher (GYNCV), provided specific conditions are met.
GYN Credit Voucher (GYNCV) Eligibility & Conditions
To qualify for a Credit Voucher (CV), delegates must meet the following criteria and adhere to the cancellation timeline:
General Requirements
Payment Method: The conference fee must be paid in full via a single transaction. Installment payments are not eligible for credit vouchers.
Submission: All requests for credit vouchers must be submitted formally via email.
Cancellation & Refund Schedule
The amount of credit issued depends on how far in advance the request is received before the first day of the event:
| Notice Period | Cancellation Fee | CVV Issued |
| 45+ Days Prior | 0 | Full Remaining Balance |
| 30 Days Prior | 50% | 50% of the Remaining Balance |
| 15 Days Prior | 75% | 25% of the Remaining Balance |
| Less than 15 Days | 100% | No Voucher Issued |
Refund Process
To request a refund or credit voucher, please email contact@thegyn.org with the subject line: “Refund Request – [Conference Name]”
Include the following information:
- Full Name
- Order Number
- Reason for Refund Request
- Supporting Documentation (if applicable)
Travel Reimbursement Policy for Fully Funded Delegates
- Timing: Reimbursements of airfare are issued only after the conclusion of the event.
- Requirements: Delegates must provide accurate bank information and necessary details
- Processing Time: Payments will be processed within 4 weeks of the event conclusion.
Unforeseen Events
While registration fees are generally non-refundable, GYN acknowledges that emergencies like natural disasters or political unrest may occur. In such instances, we will review refund requests individually to determine if an exception can be made.
Thank you for your understanding and cooperation.
