Terms & Conditions

Transportation

Please note that all transportation and parking arrangements are the sole responsibility of the registrant. The Organizing Committee does not provide or reimburse any travel or parking expenses.

Insurance

Episirus Scientifica does not provide any form of insurance coverage. The registration fee does not include insurance for travel, health, accident, or any other personal incidents. Participants are advised to arrange their own insurance as deemed necessary.

Responsibility

Delegates, speakers, and attendees are responsible for the security of their personal belongings at the conference venue. The Organizers shall not be held liable for any loss, theft, or damage to personal items under any circumstances.

Press / Media

Press and media access is subject to prior approval by the Episirus Scientifica (criticalcongress.episirus.org) Organizing Committee. Media representatives must obtain written permission before quoting or referencing any speakers, delegates, or attendees.

Episirus Scientifica is an independent, self-funded organization dedicated to promoting medical research and scientific exchange.

Requesting an Invitation Letter

For security purposes, invitation letters will be issued only to individuals who have successfully registered for the conference listed on our official website (criticalcongress.episirus.org).

After completing registration, please contact us at criticalcare@episirus.org to request your personalized invitation letter.

Please note that the organization follows a standard invitation letter format, and no alternative formats will be provided.

Cancellation Policy

If Episirus Scientifica cancels the conference or event for any reason*, a full refund of the registration fee will be issued. Alternatively, the registrant may choose to transfer the registration to another Episirus Scientifica conference scheduled within one year of the cancellation date.

*In the event of cancellation due to force majeure (including natural disasters, epidemics/pandemics, or political restrictions resulting from government decisions), no refunds will be issued.

Refund Policy

Due to advance commitments for venue, logistics, printing, and hotel arrangements, the following refund conditions apply:

1. Registration fees for virtual participation, e-posters, and video presentations are non-refundable.
2. Cancellations made within 30 days of registration are eligible for a full refund (minus processing fees), except for the categories mentioned in point 1. This does not apply to registrations made after June 30, 2026.
3. Participants cancelling their registration before June 30, 2026 may receive a full refund (minus processing fees).
4. No refunds will be processed after June 30, 2026, unless the conference is postponed or cancelled by the organizers.

Hybrid / Virtual Participation Policy

If the Organizing Committee determines that an in-person conference cannot proceed, the event may be converted into a fully virtual conference. In such cases:

1. Participants will receive a refund of the difference between the physical and virtual participation fees.
2. Participants who choose not to request a refund will be eligible for a 50% discount on registration for future conferences in 2026-2027.
3. Registration fees for virtual participation, e-posters, and video presentations remain non-refundable.
4. No refunds will be provided after June 30, 2026.

Accommodation Cancellation Policy

Participants who opt for accommodation through Episirus Scientifica will receive bookings as per the arrangements made by the Organizing Committee.

Most hotels enforce a 30–60 day cancellation policy. If you wish to cancel your booking, please email criticalcare@episirus.org at the earliest.

If the hotel declines to issue a refund under its policy, Episirus Scientifica will not be held responsible or liable to refund the accommodation charges.

Transfer of Registration

Paid registrations may be transferred to another individual from the same organization. The registered participant must email criticalcare@episirus.org with the replacement participant’s full name, title, email, and phone number.

• Transfers are not permitted within 15 days of the conference.
• Registrations may be transferred to a future conference by notifying us at least 30 days prior to the event.
• The refund policy does not apply to transferred registrations.

Postponement Policy

If the conference is postponed and the registrant is unable to attend on the rescheduled dates, a full refund of the registration fee will be issued. Alternatively, the participant may apply the amount toward another Episirus Scientifica event within one year.

*In cases of postponement due to force majeure (e.g., natural disasters, epidemics/pandemics, or government restrictions), refunds will not be issued if the participant chooses to cancel.

Visa Information

Participants are strongly advised to apply for their visas as early as possible due to extended processing times.

Episirus Scientifica does not correspond with embassies or intervene in visa application processes on behalf of participants.

Important: Visa denials or delays are considered personal circumstances and do not qualify for registration refunds under our policy.

Authorization Policy

By registering for the conference, participants grant Episirus Scientifica: 2025WCAC the right to photograph, film, or record their participation. This includes the right to use names, images, voices, and comments in publications, promotional materials, or other media worldwide, without compensation.

Recording, photography, or videotaping during conference sessions by attendees is strictly prohibited.

For related inquiries, please contact criticalcare@episirus.org.