Refund & Cancellation Policy

Overview & Authority

TRAUMA 2026 is organized by Indian Society for Trauma & Acute Care (ISTAC®) in association with Institute of Medical Sciences, Banaras Hindu University (B.H.U.), Varanasi. This refund and cancellation policy is formulated in compliance with Reserve Bank of India (RBI) guidelines and applicable Indian consumer protection laws. This policy applies to all conference registrations, workshop registrations, and related fees.

A. Eligibility for Refund/Cancellation

Eligible Cases for Refund:

• Valid cancellation request submitted within the prescribed timeframe (before September 30, 2026)
• Duplicate or erroneous registration by the participant
• Payment made but registration not confirmed due to technical error on our platform
• Partial or complete cancellation of conference/workshop by organizing authority due to force majeure
• Overcharging or billing errors
• Medical emergency or documented hardship (case-by-case review)

Non-Eligible Cases (No Refund):

• Cancellation request made after September 30, 2026 (late cancellation)
• Participant does not attend the conference without prior cancellation notification
• Fraudulent or duplicate registrations with multiple email addresses
• Participant changes mind due to personal preference without valid reason
• Invalid or incomplete registration details provided by participant
• Non-refundable workshop seats already consumed (50% or more)

B. Refund & Cancellation Timeframe

Note: Timeframe is calculated from the date the cancellation request is approved, not the date of submission. Requests are processed in the order they are received.

C. Refund & Cancellation Process

Step 1: Submit Cancellation Request

• Email Address: traumacon.2026@gmail.com
• Email Subject Line: "Cancellation Request - [Your Full Name] - [Registration ID]"
• Required Information:
  • • Full name as registered
  • • Registered email address
  • • Conference registration ID
  • • Reason for cancellation
  • • Contact phone number

Step 2: Documentation & Verification

• Our team will verify your registration details against our database
• Confirmation of receipt will be sent to your registered email
• Verification period: 2-3 business days
• In case of special circumstances, supporting documentation may be requested (e.g., medical certificates, emergencies)

Step 3: Eligibility Assessment & Approval

• Organizing Committee will assess eligibility based on this policy
• Approval or rejection will be communicated via email
• Approval timeline: 2-3 business days from verification completion

Step 4: Refund Processing & Payment

• Once approved, refund is initiated to the original payment method
• Processing time: 7-10 business days
• Confirmation email with transaction reference will be sent

D. Refund Method & Payment Gateway

Original Payment Method:

• Credit/Debit Card: Refund credited to the card account. Processing time 7-10 business days (may vary by bank)
• UPI: Refund processed to the registered UPI account within 5-7 business days
• Bank Transfer: Refund to the registered bank account within 5-7 business days
• Digital Wallets (PhonePe, etc.): Refund to wallet account within 3-5 business days

Payment Gateway Information:

• All payments are processed through RBI-regulated payment gateways (Razorpay, PhonePe)
• Refunds are processed using the same secure payment channels
• PCI-DSS compliance maintained for card payment security
• We do NOT store credit card information on our servers

E. Refund Fees & Charges

Refundable Portion (from Registration Fee):

• Conference Registration Fee: Fully refundable as per timeframe
• Workshop Fees: Refundable if cancellation done before 50% content delivery

Non-Refundable Charges (Deducted from Refund):

GST Treatment for Refunds:

• GST is calculated as per the original invoice date
• On refund, GST is deducted proportionally based on cancellation period
• GST credit reversal follows GST law provisions
• Refund invoice will be issued with GST reversal details

F. Exceptions & Force Majeure

Force Majeure Events (Full Refund):

• Natural disasters (earthquake, flood, cyclone, etc.)
• Government restrictions/lockdown/emergency regulations
• Health emergency/pandemic affecting conference execution
• Venue unavailability due to unforeseen circumstances
• In such cases: 100% refund without any deductions

Special Circumstances (Case-by-Case Review):

• Medical emergencies with medical certificates
• Serious family hardship or bereavement
• Job loss or significant financial hardship (with documentation)
• Process: Submit written appeal with supporting documents to Organizing Committee
• Decision timeline: 7 business days from submission