01
Post-Registration Follow-Up:
After completing registration, it is the registrant's responsibility to promptly follow up with the ASPHER team for any updates, scheduling details, and additional instructions. Failure to make this contact may lead to the invalidation of the registration, with no refund eligibility.
Failure to Acknowledge Communication:
If a registrant does not respond to ASPHER’s communication within 15 days after registering, their registration will be considered void, and no refund will be processed.
Required Submission:
The registration form must be submitted within 7 days after completing registration. Non-compliance will result in registration cancellation, with no possibility for a refund.
02
Full Refund Policy:
A full refund is available if a written cancellation request is submitted at least 70 days prior to the event date. The necessary documentation must be completed by the 60-day mark.
Partial Refund Option:
Cancellations made between 60 and 30 days before the event may qualify for a partial refund after deducting administrative costs.
Non-refundable Policy:
Cancellations within 30 days of the event will not be refunded. However, registrants will receive a credit for the conference, valid for up to 12 months from the original event.
Late Registration:
Registrations made within 30 days of the event are non-refundable, but participants can transfer their registration to a future ASPHER conference.
Format Modifications:
As the conference is hybrid, ASPHER reserves the right to conduct the event either in-person or virtually. Refunds will not be provided in the case of changes to the event format.
Transfer of Registration:
If an attendee cannot participate, they can transfer their registration to a colleague from the same institution, provided the transfer request is made via email at least 14 days in advance and includes all required documentation. After transfer, the registration becomes non-refundable.
Virtual Registration:
If an attendee cannot participate, they can transfer their registration to a colleague from the same institution, provided the transfer request is made via email at least 14 days in advance and includes all required documentation. After transfer, the registration becomes non-refundable.
Invitation Letter Restriction:
Cancellations are only allowed if the official invitation letter has not been issued. Once issued, the registration becomes non-refundable.
Visa Issues:
No refunds will be issued if a participant is unable to attend due to visa denial or delays.
03
Mandatory Registration:
Only individuals who have completed their registration within the specified deadlines are eligible to participate in ASPHER events.
Event Changes:
ASPHER holds the right to alter the event schedule, venue, or format. Participants will be informed of these changes via email, but ASPHER is not liable for any financial loss that may arise.
Author Substitution:
If the primary author cannot attend, a co-author may take over the presentation. No refunds will be provided in such cases.
Concessionary Registrations:
Registrations under a discount or concession category are non-refundable.
Post-Registration Communication:
Registrants must actively engage with ASPHER for any post-registration instructions. Failure to respond within 15 days or to submit required documents within 7 days may result in the invalidation of the registration.
Late Registrations:
Registrations made after the deadline may only allow virtual participation, depending on capacity. These registrants may attend one additional ASPHER event under their registration category.
04
Institutional Notification:
Authors must inform their institution, department head, or supervisor about their paper submission.
Peer Review:
All submitted papers will undergo a review process by at least two qualified reviewers (either internal or external).
Publication Conditions:
Only those papers that are linked to a fully completed registration will be included in the conference proceedings.
Primary Author Responsibility:
The submitting author is considered the primary author. ASPHER will not address any disputes related to authorship. Any proven misconduct will lead to permanent removal from the proceedings.
Submission Withdrawal:
Withdrawn or suspended papers will not be reconsidered or republished.
05
Participant's Responsibility:
Participants must independently arrange their travel and accommodation. ASPHER does not assist with these aspects.
Financial Responsibility:
ASPHER is not accountable for any expenses resulting from changes to the conference's schedule, location, or format.
Exclusions:
Registration fees do not cover travel, lodging, or any other personal expenses.
06
Self-Managed Travel:
Participants are responsible for their visa, travel, and accommodation arrangements.
Embassy Communication:
ASPHER will not engage with embassies or consulates on behalf of participants.
Visa Assistance:
The invitation letter may assist with the visa application, but ASPHER makes no guarantees of visa approval and holds no responsibility for any visa denial or delay.
Misuse of Invitation Letter:
Unauthorized changes to the invitation letter or any misuse of the document will result in its invalidation, and legal action may follow.
Agreement:
Accepting the invitation letter means agreeing to abide by international travel regulations and ethical guidelines for participation.
07
Transfer Eligibility:
Participants may transfer their registration to a colleague from the same institution if they are unable to attend.
Transfer Requirements:
Transfer requests must be submitted in writing to info@aspher.org with the required documentation at least 14 days before the event.
No Refund on Transfers:
Transfers are not eligible for refunds under any circumstances.
Invitation Letter Clause:
If the invitation letter has already been issued, the transfer must be completed within 7 days of issuance or no later than 20 days before the event.
Event Changes:
If the event changes, the registrant must notify ASPHER at least 25 days before the new event date.
08
Organizational Status:
ASPHER is an independent academic entity and is not affiliated with any government, university, or corporation unless specifically stated.
Right to Refuse Participation:
ASPHER reserves the right to deny participation, withdraw submissions, or sever affiliations if any terms are violated or misconduct is detected.
Legal Jurisdiction:
Any legal disputes or claims arising from participation or registration with ASPHER will be subject to the jurisdiction of the courts in Chennai, India.
