Terms and Conditions & Cancellation Policy
These terms and conditions govern your participation in our conferences. By registering, you agree to be bound by these terms. In these terms and conditions, TRG Conferences LLC will be referred to as "TRG."
Registration and Payment
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Online Registration: Registration is completed exclusively through our conference website. You can pay by credit or debit card using the secure online payment system provided on the website.
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Invoice Payments: If an invoice is issued, it will contain a secure, dedicated payment link. Payment must be made using this link. You can send the physical check(No e-checks) to us after confirming with the conference coordinators.
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Payment Methods: We do not accept onsite payments, cash payments, or direct credit card information via email, phone, or any other insecure method. All payments must be processed through the secure links provided on the website or the official invoice.
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Invoice Reference: Please reference your invoice number for all payments. You will receive payment confirmation shortly after your registration is complete.
Visa Information
- Application Process: We recommend that all international participants apply for their visa as early as possible.
- Embassy Contact: TRG cannot contact embassies or consulates on your behalf.
- Abstract Acceptance: An Abstract Acceptance Letter will be provided only after the conference review committee has approved your abstract.
- Your Responsibility: It is your sole responsibility to manage your visa requirements and application timeline. Please contact the nearest embassy or consulate to determine the appropriate timing for your application.
Cancellation Policies
- Cancellation Requests: All requests for registration cancellations or changes must be submitted in writing to the conference manager with whom the registrant is in contact and also must mark this email: [email protected].
- Transfer of Registration: In unavoidable circumstances, clients may transfer their registration fee to a substitute speaker or delegate, or to the next annual conference organized by us, at no additional cost. This transfer must be requested in writing by the registered client to [email protected].
In-Person Refund Policy
If a registrant is unable to attend and cannot transfer their participation, the following refund schedule applies as per the registration prices. Any bank charges incurred will be the registrant's responsibility. Please note that all refunds will incur a penalty consisting of a 7% Payment Gateway fee plus a $50 administrative fee.
Cancellation Timeline Refund Eligibility
- Before 90 days of the conference : Eligible for a full refund
- Within 90-60 days of the conference : Eligible for a 50% refund
- Within 60-30 days of the conference : Eligible for a 40% refund
- Within 30 days of the conference : Not eligible for a refund
Visa Refusal: In the case of a visa refusal, the paid amount can be transferred to another conference or refunded according to the In-Person Refund Policy mentioned above.
- Virtual Participants: No refunds will be issued for any virtual participation or presentation registrations. If an additional amount was collected for a certification, only that amount (after a deduction of $100 for procurement expenses) will be refunded. This refund will only be processed if our organization is unable to procure the certification credits, not if the registrant is no longer interested.
- Refund Processing: Approved refunds will be processed and issued within 30-60 working days from the time of your request for approval.
- Force Majeure: TRG shall not be liable for any failure or delay in performing its obligations when such failure or delay is caused by circumstances beyond our reasonable control, including but not limited to, acts of God, war, terrorism, natural disasters, national emergencies, federal policies, visa policies or pandemics. In such cases, TRG will provide registered attendees with the opportunity to transfer their registration fee to a future or related event.
- Last-Minute Changes: TRG reserves the right to make last-minute changes to the conference schedule or program without prior notice.
- Accommodation: Your hotel has its own cancellation policy, which generally applies to cancellations made less than 60 days before your arrival.
- General Policies
- Insurance: The registration fee does not include any form of insurance, including but not limited to travel, health, or liability insurance.
- Press and Media: All press and media must obtain permission from TRG prior to the event. They may not quote or approach speakers or attendees without our prior written approval.
- Transportation: All transportation and parking costs are the responsibility of the attendee.
- Personal Property: You are solely responsible for your belongings at the venue. TRG, its organizers, agents, and employees will not be held responsible or liable for any lost, stolen, or damaged items.
- Media Release: By registering for the conference, you grant TRG the irrevocable, perpetual right to photograph, record, and use your name, likeness, image, voice, and comments in publications, advertising materials, or in any other form of media, without compensation.
- Legal Disclaimer
- Limitation of Liability: The total liability of TRG to you for any and all claims arising out of or in connection with the conference shall not exceed the total registration fees paid by you for this event.
- Governing Law and Jurisdiction: These Terms and Conditions shall be governed by and construed in accordance with the laws of the State of Texas. Any legal action or proceeding must be brought exclusively in the state or federal courts located in Tarrant County, Texas.
- Severability: If any term is held to be invalid, illegal, or unenforceable, it shall not affect any other term or provision of these Terms and Conditions.
- Affiliation: TRG is an independent organization specializing in academic conferences. We are not affiliated, associated with, or endorsed by any other organizations.
TRG Conferences LLC
1903 Central Drive, Suite 400,
Bedford, TX 76021
Email: [email protected]
Phone: +1- 407.881.1718
Last Updated: June 1, 2025
