Events Refund and Cancellation Policy

These policies apply to all EICF events, memberships, publications and goods, and form an integral part of the contractual conditions accepted when purchasing any EICF service.

EICF Refund and Cancellation Policy

Issue 1 , Effective Oct 7, 2026

1 Events – Refund and Cancellation Policy

1.1 Cancelling a delegate registration. A cancellation must be sent in writing to julieboyce@eicf.org, identifying the booking and the customer. The date EICF receives it decides the cancellation charge, which is a percentage of the registration fee and is due whether or not the fee has been paid.

Registration	Notice received before the Event Start Date	Cancellation charge
Early-booking rate	At any time	100% (non-refundable)
Standard rate	At least 8 weeks	0% (full refund)
Standard rate	At least 6 weeks but less than 8 weeks	50% (50% refund)
Standard rate	Less than 6 weeks, or no-show	100% (no refund)

A registration can instead be transferred to a replacement participant, in writing at least 25 Working Days before the Event Start Date. EICF may charge any price difference and an administration fee of 25 €. Resale of tickets is prohibited.

1.2 Cancelling an exhibition booth or sponsorship. Unless the booth agreement says otherwise:

Notice received before the Event Start Date	Cancellation charge (% of booth or package price)
More than 26 weeks	25%
At least 14 weeks and up to 26 weeks	50%
Less than 14 weeks	100%

Notice received exactly 26 weeks or exactly 14 weeks before the Event Start Date falls in the middle band. The charge is due whether or not the price has been paid.

1.3 Cancelling a training course.

Notice received before the course start date	Cancellation charge (% of course fee)
At least 8 weeks	0%
At least 6 weeks but less than 8 weeks	50%
Less than 6 weeks, or no-show	100%

1.4 Visits and other optional activities. These follow the conditions disclosed at booking. If none were disclosed, the delegate table in 1.1 applies.

1.5 Refund method. EICF refunds to the original payment method. If the original card is no longer valid, the refund is made by bank transfer. Transaction costs disclosed before purchase may be deducted.

1.6 Refund timing. EICF pays an agreed refund within 30 days. The time it then takes to appear in the account depends on the bank and country.

1.7 Cancellation or change by EICF. EICF may make reasonable changes to an Event. If EICF materially changes the dates, city or format, the customer may cancel within 14 days of the notice and receive a refund of what it paid for the affected services. If EICF cancels or postpones an Event because of force majeure or another reason that is not its own fault, the customer may choose (a) a transfer to the rescheduled or another Event, or a credit note valid for 24 months, or (b) a refund of the amounts paid for services not supplied, less the costs EICF has already incurred or committed and cannot recover, which EICF will document on request. If EICF cancels an Event because of its own fault, it refunds the fees paid for services not supplied. A course may be postponed or cancelled if fewer than 10 participants are registered 6 weeks before the start, and the fee is then refunded in full or transferred to another date.

1.8 External costs. EICF does not refund travel, flight, hotel, visa or other costs that the participant incurred independently. Participants should use flexible bookings and suitable insurance.

2 Membership – Refund and Cancellation Policy

2.1 Refusal or cancellation by EICF. An application confers no membership until EICF approves it. If EICF refuses an application, it refunds the related payment. If EICF terminates a membership or renewal on its own initiative for reasons other than the member’s breach, non-payment or expulsion under the statutes, it refunds the subscription for the unexpired period under the membership rules.

2.2 New membership. A new member may cancel within 30 days of registration and receive a refund less an administration charge of €30. After that period, voluntary cancellation gives no right to a refund.

2.3 Renewals. Renewal subscriptions are not refundable on voluntary cancellation. Notice of non-renewal must reach EICF by 31 December before the renewal year.

2.4 Additional conditions. Refund requests must come from the registrant or the original cardholder, and refunds are made to the original payment method. These provisions apply within the limits of EICF’s statutes and of mandatory law, including any right of a member to resign.

3 Publications and goods – Refund and Return Policy

3.1 Publications and digital content. These are licensed for the buyer’s own use. Opened audio or video recordings, software and other digital content cannot be returned unless they are faulty.

3.2 Goods from the EICF store. A customer who no longer wants Goods that have been dispatched or delivered may return them within 10 days of receipt, if the packaging is unopened and EICF can resell them as new without additional work. The customer pays the return shipping and the refund is made to the original payment method.

3.3 Wrong, faulty or damaged Goods. These must be notified in writing within 7 days of delivery. Damage apparent on delivery should also be noted on the delivery note. EICF arranges collection and, where available at the customer’s choice, replaces the Goods or refunds the price paid on receipt of the returned Goods in their original condition with all packaging and documents.

3.4 Orders cancelled by EICF. EICF may cancel an order before payment is processed and the Goods are dispatched, and then refunds any payment received.

4 Consumers

A consumer, meaning a natural person acting outside a trade, business or profession, keeps the statutory rights of withdrawal, conformity and remedy that apply. Nothing in this policy reduces them, and statutory refunds are made within the legal period without unlawful deductions.