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:

Registration fees for virtual participation, e-posters, and video presentations are non-refundable.
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.
Participants cancelling their registration before June 30, 2026 may receive a full refund (minus processing fees).
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:

Participants will receive a refund of the difference between the physical and virtual participation fees.
Participants who choose not to request a refund will be eligible for a 50% discount on registration for future conferences in 2026-2027.
Registration fees for virtual participation, e-posters, and video presentations remain non-refundable.
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

Visa Application / Entry to Japan

The following items are required for entry into Japan for participants of 2026WCAC. Please carefully review the conditions below before submitting your request.

Kindly note that 2026WCAC does not support visa applications that include both conference participation and private sightseeing. If this applies to you, please arrange a tourist visa independently.

Eligibility for Visa Support

Applicants must meet all of the following conditions:

You have submitted an abstract.
Your paper has been accepted.
You have completed the online registration.
Your registration fee has been paid.

* If any of the above conditions are not met, visa support cannot be provided.

Documents Provided by 2026WCAC

The following documents will be issued to eligible applicants:

Invitation Letter
Letter of Guarantee
Letter of Reason for Invitation
Schedule of Stay
Certificate of Employment of the Inviter

Important Notes

Citizens of certain countries/regions require a short-term visa to enter Japan. Please check the official website of the Ministry of Foreign Affairs of Japan:
https://www.mofa.go.jp/j_info/visit/visa/index.html
https://www.mofa.go.jp/j_info/visit/visa/short/novisa.html
Since visa processing may take time, please contact the Japanese Embassy or Consulate in your region as early as possible.
Preparation of visa documents by 2026WCAC does not guarantee entry into Japan. Visa issuance is subject to the decision of the embassy/consulate.
2026WCAC is not responsible for any cancellation fees related to travel arrangements.
Please confirm whether a transit visa is required if you travel via another country.

Authorization Policy

By registering for the conference, participants grant Episirus Scientifica: 2026WCAC 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.