IAHCP/IJM Exhibition Cancellation Policy and Terms and Conditions of Service.


International Association of Health Care Professionals (IAHCP)  - International Journal of Medicine (IJM) Exhibitions Cancellation Policy, and Terms and Conditions of Service.


IAHCP IJM Exhibitions and Special Summits and Meetings Cancellation Policy, and Terms and Conditions of Service.


  1. General

All the International Association of Health Care Professionals (IAHCP)  - International Journal of Medicine (IJM) cancellations and refunds requests must be made in writing as indicated below. Requests must be sent to the IAHCP and IJM Conference Services Office. Requests may be mailed or emailed (contact information below). Please note that telephone requests will not be honoured.



  1. Full Refunds–More than 30 days’ notice

To receive a full refund, IAHCP/IJM must receive written requests no later than 30 days prior to the first day of the conference or event. If further costs are incurred in the preparing and sending of visa documents to the Exhibitors and Embassies, then the exhibitor will be required to pay these additional costs.


50% Refunds–Less than 30 days’ notice Requests for refunds received by IAHCP/IJM within 30 days, but not within the final 14 days, prior to the conference or event will be eligible for a 50% refund, less administration and other fees concerned in the process.  

  1. None Eligibility for Refunds 
  • No refunds–Within 14 days


Requests for refunds within 14 days prior to the start of the conference or exhibition will not be eligible for a refund.


  • No refunds–After Publication of the sponsorship and exhibition details in the event book of proceedings.


Again, requests for refunds after the publication of a registered delegates abstract in the Official Conference Book of Proceedings and the statement made therein that the exhibitor has been registered for the event with registration certificate being issued to the exhibitor, will not be eligible for a refund, as it constitutes a breach of contract.



  1. Instances When Refunds Cannot be Paid 

The following rules apply:

  • If an exhibitor provides false information about their status, for example, if they wrongly claimed what they are not or given false information about their products and services etc., their registration will be cancelled and he/she will not be entitled to any refund in any way. 
  • All the people registering as exhibitors in the events and conferences must provide evidence of their status, photos and identities as required.  This information must be provided before the end of the conference due to the fact that we need to provide correct and accurate information on certificates issued and to officials like Embassies and accrediting bodies for our events.
  • Refunds will not be paid after the Association has processed and sent off visa documents on behalves of a person to Embassies.  Any requests for refunds after contacts have be made to Embassies with various agents, and documents delivered to Embassies on behalf of the delegate will not be paid.
  • Refunds will not be paid when a person or organisation suddenly withdraws from exhibiting at the conference after visa documents have been delivered to the Embassy. 
  • Refunds will not be paid when a person or organisation suddenly withdraws from exhibiting at the conference for whatever reason. 
  • If there is an emergency, in case the exhibitor is unwell, valid evidence must be submitted to the Events Committee for their consideration.  Merely saying any excuse/reason without any documentary evidence that will be verified will not be accepted
  •   If an exhibitor or their representative claims that they cannot locate the events venue/location, or they cannot contact the event’s Organisers at the specified venue, no refunds will be made due to the fact that the Organisers had already incurred costs in preparing materials and delegates packs and in organising the event, including securing the exhibition space etc.
  • No refund will be made to the exhibitor if delegates who registered for the conference or event did not attend, as the IAHCP and the Joint Conference collaborating Organisations cannot control people’s movement or individual decisions not to attend any arranged event or meeting.
  • No refund will be made to any exhibitor when the anticipated number of people registered to attend an event could not attend due to change of circumstances, including situations beyond their control like visa issues, travel matters, illnesses or other circumstances.
  • No refunds cannot be paid when the venue owners change the venue uses and conditions. 


  1. Special Note on Refunds Requests

Please note that no refunds will be processed or paid until after the date of the event, which is up to 90 days in order to allow time for reports of the events to be received by the Committee and verified.  This is important to check attendances and make sure that the correct evidence like exhibitor status, any evidence of circumstance and accounting process are verified and complete.



  1. Emergency illness or Death of Exhibitor or Immediate Family Member

Refunds may be granted if an Exhibitor is unable to attend the Conference due to a family death, illness or other extraordinary circumstance (at the discretion of the Organising Committee). In such circumstance, the Events Office must be contacted by letter or email.  Approved refunds would be made less administration and other fees concerned in the process.



  1. Substitution Policy
  • Registered Exhibitors may send a substitute in their place in lieu of requesting a refund. The Events Office must be notified of this at least 10 days prior to the start of the event, meeting or conference.


  • If an Exhibitor who is supposed to be presenting their products cannot attend, he/she may send another colleague to present the products or services in their place.  Again, the Events Office must be notified of this at least 10 days prior to the start of the event or conference.


  1.  Visa Letters and refunds

Visa letters and invites cannot be produced until payment for exhibition registration has been made. In the event that a visa cannot be obtained, a refund may be given subject to various factors. Notification of this must be given to the Events Office at least 10 days prior to the start of the Conference or Event. Visa refusal letters must also be sent to the Events Office before any refund will be processed.  Again refund would be made less administration and other fees concerned in the process.


  1. Transfer of Registration to another IJM Conference, Course or Event

If a registered Exhibitor cannot attend an event due to visa refusal or illness, bereavement and other circumstances, the candidate can apply to have his/her registration transferred to another conference.  This would allow time for the Exhibitor to resolve the issues and obtain the visas required to attend the event in case of visa refusal with genuine queries or other factors.


  1.  Transfer of Registration to another IAHCP/IJM Conference, Course or Event and Moving of Events' Dates and/or venue by the Organisers

If a registered Exhibitor(s) cannot attend an event due to visa refusal, visa delays or illness, bereavement and other circumstances, the candidate(s) can request to have his/her (their) registration transferred to another conference or event.  The Organisers reserves the right to move the event to the next available one due to the unforeseen circumstance(s).  This would allow time for the Exhibitor to resolve the issues and obtain the visas required to attend the event in case of visa refusal with genuine queries or other factors, or the Organisers to move the event to another date ad or venue, as the case may be. 



  1. Cancellations and Rescheduling of Events due to Unforeseen Circumstances

The following terms and conditions apply:

  • If an event is rescheduled or moved to other dates or venue due to unforeseen circumstances by Organisers or in the event of the case where an event needs to be moved for whatever reasons, registered Exhibitors can be moved to the next event as registered Exhibitor or be allowed to attend another event in due course without paying another exhibition registration fee.
  • No refund of Exhibitor registration fees apply due to the fact that the event is moved or cancelled as a result of unforeseen circumstances, like flight cancellations by airliners, which can affect the attendance of organisers and many Exhibitors or groups, venue cancellation by the venue owners due to unforeseen circumstances or incidents or natural disasters etc., or non-attendance of delegates due to visa problems, illnesses, bereavement and other compelling factors.
  • Please note that the IAHCP/IJM does not refund or pay for people's flights/travel costs, hotel/accommodation or any other personal demand for payments or expenses due to the fact that the Association is a not for profit healthcare membership organisation with charitable intent, with the main objective of promoting excellence in patient care and education.  Hence the Association gives equal opportunities to all healthcare products manufacturers, distributors and services providers internationally in order to attend the Association's events.
  • In cases of special conferences, exhibitions etc., these events are specially organised and the numbers of participants are strictly limited due to the nature of interactions required for the accredited and approved CME and CPD points, no refunds will be paid if the event is cancelled or moved due to unforeseen circumstances.  Exhibitor will be offered the opportunities to transfer their registrations to other events whenever they are able to attend.
  • No refunds will be paid in cases where the delegates pack, which includes the book of proceedings and certificates of attendance have already  been printed and sent to delegates
  • Any other unforeseen circumstances beyond the Associations control.



  1. Refund time scale

The Events Team will refund fees 60 to 90 days after the event in order to allow time for all reports and returns regarding the event to be made.   Please note that sometimes it may take longer to process refunds if there are complicated issues to resolve before refunds are made.  It is also very important to note that refunds can only be made via the same payment method that it was originally received from for correct accounting purposes.


  1. Accommodation

For accommodation cancellation policies, please refer to the individual hotel policies noted on their Websites. Any amendments to original hotel bookings must be forwarded via email to the Conference office. Verbal changes or cancellations cannot be accepted nor will the hotels accept any changes direct.


  1. Special Notices
  • Please note that all refunds are also subject to administration charge/fee of £25, plus the deducted percentages due for refund.  Refunds will only be processed and made about 60 to 90 days after the event in question in order to take care of the annual returns and reports required as stated above.  Once again refunds may take longer to complete if there are issues and matters arising to be resolved. 


  • It is also extremely important to note that we are a not for profit Organisation with charitable intents that is required by the law to produce current accounting.  Our main aim is to promote excellence in patient care and education through medical practice, education, innovations and research.  We therefore do not deal with buying and selling of goods for profit and we do not deliver goods, as it is outside the scope of our membership organisation.  Therefore any attempt to abuse our objective will not be tolerated in any way.   
  • Please note that demand for information about delegates by the exhibitor will not be allowed due to security and data protection acts.
  • Exhibitors are not allowed to seek information about the vent or delegates form venue owners and their staff members, as their view and opinions and believes do not represent those of the IAHCP or their collaborators.  Such information and claims obtained through these means are classified as misrepresentations and misinformation and are not at all acceptable in any way.
  •  No rudeness, insults or abuse, including unfounded allegations and insinuations from any exhibitor or group of people from the exhibitor will be tolerated in any way.
  • No unregistered or unapproved exhibitor  or person claiming to be working for the exhibitor or their behalves is allowed to attend the event or speak on behalf of the exhibitor or their company.
  • It is extremely important to note that Events and Conference Team members at various events venue are not the owners of the organisation and are simply volunteers and highly qualified and respected people who devotes some of their free time in working in promoting excellence patient care and education by facilitating and chairing events.  Hence no abuse, rudeness, insults are false allegations about them will be tolerated, as such behaviours are not at all accepted in any way whatsoever.  Any exhibitor or group of exhibitors who insults or abuse or carry out any threatening behaviours will be excluded by the Events Team members at the venue.  In addition, no refunds will eb made to the exhibitor in this case.
  • Please note that due to the fact that our members are located all over the world as an international healthcare organisation, staff members can undertake the administration of any event in any part of the world for the various local Events/Conference team members.
  • During the conference/event period, the event group phone may be directed to the be answered directly by the local conference team who are availability in the regions and can deal with questions to the best of their knowledge or pass on the queries to the appropriate personnel for processing as required. It is also important to note that staff members do not work over the weekends and holiday during events.  So their phone are usually re-directed when unanswered to the conference/event team during the event period.
  • Please also note that it is a mandatory requirement that exhibitors read their Emails or check their contact details or address all the time for any notifications sent to them about the event and respond promptly as required in order to avoid any confusion and problems.  The IAHCP and their collaborating Organisation cannot be held responsible if the exhibitor refuses or failed to check their messages and respond to them promptly as required.



 Approved by the Events Committee Members on 26 August 2014 and Signed on their behalves by:


Dr Anna Kennedy

Chair of the Events Committee



To request a refund contact:


The Manager

International Association of Health Care Professionals 
IAHCP Conferences and Events Services
City Road, 
London EC1V 2NS

England, United Kingdom



IJM UK Contact

International Journal of Medicine (IJM):

Email:  info@ijmjournal.org.uk


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