❌ Cancellation Policy (Conference)

If the INSTR 2026 conference is cancelled or postponed due to unforeseen circumstances, the organizers will communicate this promptly to all registered participants.

In the event of cancellation by the organizers, registered participants will receive a full refund (minus a fixed €30 transaction fee) of the registration fee. No other costs (e.g. travel, accommodation) will be reimbursed. If the conference is postponed and the participant cannot attend on the new dates, they may request a refund or transfer their registration as outlined below.

💸 Registration Cancellation Policy

All cancellation requests must be submitted in writing to the INSTR 2026 Organizing Committee at instr2026@sciencesconf.org.

All refunds will be processed after the conference. The €30 transaction fee applies to all cancellations. Telephone cancellations will not be accepted.

🔁 Transfer of Registration

Fully paid registrations may be transferred to another person from the same institution if the original registrant is unable to attend. The request must be made in writing by the original registrant to instr2026@sciencesconf.org and must be received at least 14 days before the start of the conference.

Please provide the full name, affiliation, email address, and contact number of the substitute participant. All registration details will be transferred unless otherwise specified. Transferred registrations are not eligible for a refund.

🖥️ Late & Onsite Registration

Onsite (in-person) registration will not be possible. However, participants will still be able to register during the conference dates using the online registration platform, subject to availability and technical access.

🛂 Visa & Invitation Letters

Invitation letters for visa applications will be issued only after full registration and payment have been completed. Please contact instr2026@sciencesconf.org to request a personalized invitation letter.

The organizing committee will not contact embassies or consulates on behalf of participants. We recommend applying for your visa well in advance.

Important: Inability to obtain a visa is not considered a valid reason for refund under the cancellation policy.

📸 Press and Media

Press attendance must be approved in advance by the INSTR 2026 Organizing Committee. No recording, photography, or publication of speaker content is allowed without prior written consent from the individual involved.

🔐 Responsibility

Participants are solely responsible for the safety of their personal belongings at the venue. The conference organizers will not be liable for any loss, theft, or damage of personal property under any circumstances.

🛡️ Insurance

Registration fees do not include any form of personal, travel, health, or liability insurance. Participants are advised to arrange appropriate coverage at their own cost before attending the conference.

🚕 Transportation

Participants are responsible for arranging their own travel and transportation to and from the conference venue, including any applicable parking fees. The organizing committee does not cover these costs.

This cancellation and registration policy was last updated on October 29, 2025.