Registration & Cancellation Policy
This policy establishes the general registration, cancellation, transfer, and refund framework for UF-AALR conferences and academic events. Event-specific terms may also apply and will be communicated on the relevant event website, registration form, or official announcement.
Registration
Participants are responsible for providing accurate and complete registration information and completing any applicable payment within the stated deadline. Registration is considered confirmed only after the required registration process and payment, where applicable, have been successfully completed.
Registration Fees
Registration fees and inclusions may vary by event/Conference, participation category, attendance mode, and registration period. Participants should review the applicable fee and inclusions before completing payment.
Cancellation by Participant
Participants wishing to cancel their registration must notify UF-AALR in writing at least 14 working days before the scheduled start date of the event. Cancellation requests received after this period will not be eligible for a refund.
Where a refund is approved, any applicable administrative, banking, payment-processing, or other non-recoverable charges may be deducted from the refundable amount.
Participants are responsible for their own travel, accommodation, visa, insurance, transportation, and other personal arrangements. UF-AALR will not be responsible for, or reimburse, any losses or expenses arising from the cancellation or modification of such independently arranged services.
Event-specific cancellation and refund conditions may apply where expressly stated for the relevant event.
Registration Transfer
Where permitted, a confirmed registration may be transferred to another eligible participant upon written request and approval by UF-AALR. Transfers may be subject to applicable event requirements and administrative conditions.
Non-Attendance
Failure to attend an event after confirmed registration does not normally qualify for a refund. Where available, participants may request a change from physical to online participation, subject to the conditions of the relevant event.
Cancellation or Changes by UF-AALR
UF-AALR reserves the right, where reasonably necessary, to “cancel, postpone, reschedule, relocate, modify the programme, substitute speakers, or change an event between physical, virtual, or hybrid delivery” due to insufficient participation, venue unavailability, operational requirements, safety considerations, government or institutional requirements, force majeure, or other circumstances affecting the reasonable delivery of the event.
Where reasonably practicable, UF-AALR will notify registered participants of a material cancellation, postponement, relocation, or change in delivery format “at least 14 calendar days before the scheduled event date”. Where circumstances arise within that period or are beyond UF-AALR’s reasonable control, earlier notice may not be possible, and participants will be informed as soon as reasonably practicable.
If UF-AALR cancels an event and does not provide a reasonably comparable alternative arrangement, the “registration fee paid for the affected event may, as applicable, be refunded, credited, or transferred to another UF-AALR event”, subject to applicable law and the specific circumstances communicated to registered participants. If an event is postponed, rescheduled, relocated, or changed from physical/hybrid participation to virtual delivery, UF-AALR may transfer the participant’s registration to the revised event, provide virtual participation, offer a credit toward a future UF-AALR event, or provide another appropriate arrangement, subject to the applicable event terms and law. A change in delivery format, including conversion from an in-person or hybrid event to a virtual event, does not automatically constitute cancellation of the event.
Participants are solely responsible for arranging and paying for their own “airfare, accommodation, visas, insurance, local transportation, meals, and other travel or personal expenses”, except where expressly included in the registration package.
To the fullest extent permitted by applicable law, UF-AALR will not be responsible for independently incurred travel or accommodation costs, cancellation or amendment charges, visa expenses, transportation costs, loss of earnings, or other indirect or consequential expenses arising from the cancellation, postponement, rescheduling, relocation, or modification of an event. Participants are therefore strongly advised not to make non-refundable travel or accommodation arrangements and to obtain appropriate travel insurance where necessary.
Nothing in this policy excludes or limits any right or remedy that cannot lawfully be excluded or limited under applicable law.
Official Payments & Fraud Prevention
All conference payments must be made only through the official payment account, payment gateway, or payment instructions provided by UF-AALR or its officially authorized conference partner. Payments made to unauthorized individuals, personal accounts, unofficial links, fraudulent websites, or any account not officially designated by UF-AALR will not be recognized as valid conference payments. UF-AALR will not be responsible for the recovery or reimbursement of such payments, subject to applicable law.
Participants are strongly advised to verify payment details through official UF-AALR channels before making any payment.
Travel & Accommodation
Participants are responsible for their own travel, visa, accommodation, insurance, and related arrangements, unless expressly included in the event package. UF-AALR is not responsible for losses arising from independently booked travel or accommodation. Participants are encouraged to use flexible or refundable arrangements where possible.
Force Majeure
UF-AALR will not be responsible for failure or delay caused by circumstances reasonably beyond its control, including natural disasters, public-health emergencies, government restrictions, civil disruption, transportation interruption, or other force majeure events. Appropriate alternative arrangements will be considered where reasonably practicable.
Photography, Video & Event Recording
UF-AALR may photograph, film, or record its conferences and academic events for documentation, reporting, educational, archival, and promotional purposes. Participants who have specific privacy concerns should notify UF-AALR or the event organizers in advance where reasonably practicable. Any use of personal information or event media remains subject to the applicable UF-AALR Privacy Policy and law.
Misuse of Conference Acceptance & Official Documents
UF-AALR conference acceptance letters, invitation letters, registration confirmations, certificates, and other official documents are issued solely for legitimate academic, professional, and administrative purposes. Such documents must not be altered, falsified, transferred, sold, misrepresented, or used for fraudulent, immigration-related deception, human trafficking, unauthorized representation, or any other unlawful purpose.
An acceptance or invitation letter does not constitute a visa, immigration approval, sponsorship, employment offer, or guarantee of entry into any country. All immigration and entry decisions remain solely with the relevant governmental authorities.
Where UF-AALR identifies or reasonably suspects misuse, fraud, falsification, or unlawful activity, it may withdraw the acceptance or invitation, cancel the registration, invalidate associated documents, refuse participation, and report or refer the matter to relevant institutions or competent authorities, subject to applicable law.
UF-AALR will not be responsible for consequences arising from the unauthorized, fraudulent, or unlawful use of its conference documents or identity.
Conference-Specific Terms
Individual conferences may establish specific registration categories, refund deadlines, cancellation charges, transfer conditions, and participation requirements. Where such terms are published, they apply to the relevant event within this general UF-AALR framework.
Contact
Registration, cancellation, or transfer requests should be submitted through the relevant conference contact channel or to: contactuf.aalr@gmail.com.