Policies and Procedures

The following policies apply to all delegates, speakers, sponsors, exhibitors, and attendees of the Women’s Health & Nursing World Summit. By registering for or attending the conference, you agree to the terms set out below. If you have any questions about these policies, please contact our registration team at info@w2summit.com.

Registration & Payment Policy

- All registrations must be completed through the official Registration page and are confirmed only once payment has been received in full.
- Registration fees vary by category (Speaker, Delegate, Poster Presentation, Student/Accompanying Person, Virtual, Article Publication) and by fee tier (Discounted, Standard, Late), as shown on the Registration page at the time of booking.
- Accepted payment methods and currency (USD) are displayed at checkout. Bank transfer details are available on request.
- An official invoice and payment confirmation will be issued to the email address provided at registration.
- Group and institutional registrations, if applicable, must be arranged in advance with the registration team.

Cancellation and Name Change Policy

We understand that plans can change, and we strive to provide a fair cancellation policy. Please review the following guidelines for cancellations and refunds.

Full Refund: Cancellation before 90 days of the conference start date will receive a full refund, less a $100 administrative fee.

Partial Refund: Cancellation between 89 and 45 days prior to the conference start date will receive a 60% refund.

Below 45 Days: Cancellations received below 45 days prior to the conference start date will receive a 50% refund.

Notification: All cancellation requests must be submitted in writing to the conference registration team at info@w2summit.com.

Refund Processing: Refunds will be made within 20 days of receipt of the cancellation notification.

Note: In refund transactions, payment gateway transaction fees are to be borne by the payee.

Name Change Policy

- Substitution: If you are unable to attend, you may transfer your registration to a colleague or another individual at no additional cost.
- Notification: All name change requests must be submitted in writing to the conference registration team at info@w2summit.com, including the original attendee's details and the new attendee's information.
- Deadline: Name changes must be requested no later than 10 days before the conference start date.
- Confirmation: Once the name change request is processed, a confirmation email will be sent to the new attendee with all necessary details.

Our cancellation and name change policies are designed to ensure a smooth and fair process for all participants. If you have any questions or need further assistance, please do not hesitate to contact our registration team.

Liability and Responsibility Policy

- The organizer is not responsible for any loss or damage resulting from substitution, alteration, postponement, or cancellation of an event due to causes beyond its control, including but not limited to, force majeure, natural disasters, sabotage, accidents, trade or industrial disputes, terrorism, or hostilities.
- Event Cancellation or Postponement: The organizer reserves the right to cancel or postpone the conference in the event of natural disasters, calamities, terrorism activities, or conflict of interest with other conferences. In such cases, the organizer will not accept refund requests related to cancelled flights, natural disasters, calamities, or terrorism activities. However, registered delegates and attendees will be given the opportunity to transfer their registration fees and accommodation charges to any future or related conference.
- Liability for Personal Injuries and Property Damage: The organizer will not accept any liability for personal injuries or loss or damage to property belonging to delegates, either during or as a result of the conference.

Code of Conduct

- We are committed to providing a safe, respectful, and harassment-free environment for all participants, regardless of gender, gender identity, sexual orientation, disability, physical appearance, race, ethnicity, religion, or nationality.
- Harassment, discriminatory jokes and language, intimidation, or disruptive behaviour of any kind will not be tolerated at the conference venue, associated social events, or in related online communications.
- Participants asked to stop any harassing behaviour are expected to comply immediately. The organizer reserves the right to remove any individual from the conference, without refund, for violating this policy.
- Concerns can be reported at any time to the conference registration team at info@w2summit.com.

Abstract Submission & Presentation Policy

- All abstracts must be original work and submitted through the official Abstract page by the published deadline.
- Each submission is reviewed by our scientific committee; acceptance decisions and the presentation format (oral or poster) will be communicated by email.
- At least one author of an accepted abstract must complete registration by the author registration deadline for the abstract to be included in the final program.
- Presenters are responsible for ensuring their presentation content does not infringe any third party's intellectual property or confidentiality obligations.
- The organizer reserves the right to withdraw an abstract from the program if the presenting author does not register or does not attend without prior notice.

Visa Invitation Letter Policy

- An official invitation letter for visa purposes will be issued only after registration and full payment have been confirmed.
- Requests for an invitation letter should be sent to info@w2summit.com well in advance of the conference to allow sufficient time for visa processing.
- If a visa application is refused, the standard Cancellation and Refund Policy above will apply; the organizer is not responsible for visa delays or refusals by any embassy or consulate.

Photography, Recording & Media Policy

- Photographs and video/audio recordings may be taken during the conference for use in post-event reports, marketing materials, and on the conference website and social media channels.
- By attending, participants consent to such use unless they notify the organizer in writing in advance.
- Recording of sessions by attendees using personal devices is not permitted without the prior written consent of the organizer and the presenting author.

Intellectual Property Policy

- All conference materials, including the program, abstracts, presentation slides, and proceedings, remain the intellectual property of their respective authors or the organizer, as applicable.
- Reproduction, distribution, or commercial use of any conference content without prior written permission from the author and the organizer is prohibited.

Privacy & Data Protection

- Personal information collected during registration, abstract submission, or brochure/contact form requests is used solely to process your request and communicate essential conference updates.
- We do not sell personal data to third parties. Limited information may be shared with trusted service providers (e.g. payment gateways, venue, or accommodation partners) strictly to fulfil your registration or booking.
- You may request access to, correction of, or deletion of your personal data at any time by contacting info@w2summit.com.

Amendments to These Policies

We reserve the right to update or modify these policies and procedures at any time. Material changes affecting registered attendees will be communicated by email. The version published on this page at any given time is the version in effect.

We appreciate your understanding and look forward to welcoming you to the Women’s Health & Nursing World Summit.