Refund Policy

1. Scope

This Refund Policy applies to all conference registration fees paid to Nexus Academia through our online payment system. This policy covers payments made via PayPal and credit card (processed through 2Checkout).

2. Refund Eligibility

Refund eligibility is determined by when the refund request is received relative to the conference dates:

Request Timing	Refund Amount	Processing Time
More than 30 days before the conference	Full refund (100%) minus payment processing fees	10–15 business days
15–30 days before the conference	50% refund minus payment processing fees	10–15 business days
Less than 15 days before the conference	No refund	N/A
After the conference	No refund	N/A

Payment processing fees are non-refundable as they are charged by our payment providers (PayPal and 2Checkout) at the time of the original transaction. These fees typically range from 2.9% to 4.5% of the transaction amount.

3. How to Request a Refund

To request a refund, please follow these steps:

1. Send an email to registration@nexus-academia.org with the subject line: "Refund Request — [Your Submission ID]"
2. Include the following information in your email:
   • Your full name (as used during registration)
   • Your Submission ID
   • The conference name
   • Your payment receipt number
   • Reason for the refund request
3. You will receive an acknowledgment within 2 business days.
4. Approved refunds will be processed within 10–15 business days to the original payment method.

4. Conference Cancellation by Nexus Academia

If Nexus Academia cancels a conference, all registered participants will be offered:

• A full refund (100%) of the registration fee, including payment processing fees absorbed by Nexus Academia; or
• The option to transfer registration to the next edition of the same conference or another Nexus Academia conference of equal or lesser value.

Nexus Academia is not responsible for travel, accommodation, or other expenses incurred by participants in the event of conference cancellation.

5. Conference Rescheduling

If a conference is rescheduled to different dates:

• Existing registrations will be automatically transferred to the new dates.
• Registrants who cannot attend the rescheduled dates may request a full refund within 14 days of the rescheduling announcement.

6. Visa-Related Refunds

If your visa application to attend the conference is denied:

• You may request a full refund (minus processing fees) regardless of timing.
• You must provide official documentation of the visa denial from the relevant embassy or consulate.
• The request must be submitted before the conference start date.

7. Substitution

If you are unable to attend but have a colleague who can attend in your place:

• Registration transfers to another individual from the same institution are permitted at no additional charge.
• Transfer requests must be submitted at least 7 days before the conference.
• Contact registration@nexus-academia.org with both parties' details.

8. Duplicate Payments

If you are charged twice for the same registration, please contact us immediately. Duplicate payments will be refunded in full within 5–7 business days upon verification.

9. Disputes

If you believe a refund decision was made in error, you may appeal by emailing legal@nexus-academia.org. Appeals will be reviewed within 10 business days.

We encourage registrants to contact us before initiating a chargeback with their bank or payment provider. We are committed to resolving issues fairly and promptly.

10. Contact

For all refund-related inquiries:

• Email: registration@nexus-academia.org
• Subject line: "Refund Request — [Your Submission ID]"
• Response time: Within 2 business days