Updated: August 18, 2025

Center for International Policy and Sustainability (CIPS)

CIPS delivers international programs, conferences, and dialogues designed to empower youth and advance inclusive, sustainable policy. This policy explains when and how refunds or Credit Event Vouchers (CEVs) apply to registrations made through our platforms.

1) Definitions

• Application Fee: A one-time, non-refundable fee required for certain scholarship or funded categories.
• Registration Fee / Program Fee: The fee to confirm participation (varies by category).
• Self-Sponsored & Summit Pass Categories where delegates cover their own registration and related costs.
• Credit Event Voucher (CEV): A digital credit issued by CIPS that can be applied to future CIPS-organized events under the terms in Section 6.

2) Policy Scope

This policy applies to registrations for CIPS-organized events made directly with CIPS or via our official registration partners. It does not cover services purchased from third parties (e.g., airlines, hotels, visa centers).

3) General Principles

• Application Fees are Non-Refundable. For fully/partially funded categories, application fees are mandatory, non-refundable, and not subject to dispute.
• Agreement at Checkout. All applicants confirm they have read and accepted this policy before completing registration.
• No Cash Refunds for Change-of-Mind. Where eligible, CIPS provides CEVs rather than cash refunds, except where CIPS cancels an event (see Section 9).

4) Category-Specific Rules

1. A) Fully Funded / Partially Funded Applicants

• Application and any specified registration fees are non-refundable and non-transferable.
• Travel reimbursements (if offered) follow Section 10.

1. B) Self-Sponsored & Summit Pass

• Registrations are non-transferable between individuals unless CIPS approves a substitution (see Section 8).
• When eligibility criteria are met (Section 5), refunds are provided only as CEVs (Section 6).
• If an Invitation Letter is requested, its fee (and applicable taxes/processing charges) is non-refundable and deducted before any CEV is calculated.

5) Eligibility for a Credit Event Voucher (CEV)

A registrant in Self-Sponsored & Summit Pass categories may request a CEV according to the timelines below. Timing is measured from the first official day of the event:

• 45+ days before the event:
  Eligible for a CEV equal to the amount paid, minus any Invitation Letter fees, taxes, and non-refundable payment processing charges.
• 30–44 days before the event:
  Eligible for a CEV for 50% of the amount paid, minus any Invitation Letter fees, taxes, and payment processing charges. The remaining 50% is a cancellation fee.
• 15–29 days before the event:
  Eligible for a CEV for 25% of the amount paid, minus any Invitation Letter fees, taxes, and payment processing charges. The remaining 75% is a cancellation fee.
• 0–14 days before the event (including no-show):
  Not eligible for a CEV. 100% of the paid amount is retained as a cancellation fee.

Important:

• Requests must be submitted by email (see Section 12) before the relevant deadline above.
• If you requested an Invitation Letter, its fee (and applicable taxes/processing charges) is always non-refundable and deducted first.

6) Credit Event Voucher (CEV) – Terms of Use

• Validity: 12 months from the date of issuance.
• Who Can Use: Only the original registrant; CEVs are non-transferable.
• Redeem Once: Each CEV is single-use. If the chosen event costs less than the CEV value, the unused balance remains on the same CEV until expiry.
• No Cash Value: CEVs cannot be redeemed for cash or exchanged for non-CIPS services.
• Where You Can Use: CIPS-organized events only.
• Combining Vouchers: To keep processing secure and simple, only one CEV may be applied per new registration.
• Lost/Shared Codes: Treat CEVs like tickets—CIPS is not responsible for loss or misuse once issued.

7) Visa & Invitation Letters

• Invitation Letter Fees are Non-Refundable. Payment is for processing and documentation only, not for visa issuance.
• Travel Risk: All visa, appointment scheduling, and travel arrangements are the participant’s responsibility.

8) Substitutions (Limited)

• In exceptional cases, CIPS may approve a one-time name substitution for Self-Funded/Forum Admission registrations 45+ days before the event start.
• Substitutions are not guaranteed, may incur an administrative fee, and require written approval.
• Within 30 days of the event, substitutions are not permitted.

9) If CIPS Changes, Postpones, or Cancels an Event

• Change of Venue/Speakers/Format: Not grounds for refunds; your registration remains valid.
• Postponement: Your registration automatically transfers to the new dates. If you cannot attend, you may request a CEV for 100% of the amount paid.
• Full Cancellation (no reschedule within 90 days): You may choose a full cash refund (excluding third-party bank/FX charges CIPS cannot recover) or a CEV for 100% of the amount paid.

10) Travel Reimbursements for Fully Funded Delegates (If Applicable)

• Where explicitly offered, reimbursable travel expenses are processed after the event upon receipt of a completed reimbursement form, bank details, and required proofs (tickets, boarding passes, receipts).
• Processing time: 4–8 weeks after complete documentation is received.
• Reimbursements are made only to the delegate named in the award letter and in the original payment currency, unless otherwise specified.

11) Force Majeure & Safety

CIPS is not liable for delays, disruptions, or cancellations arising from events beyond our control (e.g., natural disasters, pandemics, labor actions, regulatory changes, geopolitical incidents). Institutional visits listed in programs are subject to availability/approval and may change without notice.

12) How to Request a CEV (or a Refund Where Eligible)

Email: contact@thecips.org

Subject line: Refund/CEV Request – [Event Name]
Include:

• Full Name and Email used to register
• Order/Invoice Number
• Event Name and Dates
• Category (Self-Funded / Forum Admission / Funded)
• Reason for Request + any supporting documents (e.g., visa refusal letter)

Processing timeline: We aim to acknowledge requests within 3–5 business days and finalize outcomes within 10 business days (complex cases may take longer). Approved CEVs are issued electronically.

13) Chargebacks & Disputes

Registering for a CIPS event signifies your agreement to this policy. Unauthorized chargebacks may be contested by CIPS, and we reserve the right to recover any fees or losses incurred.

14) Currency, Taxes & Fees

All prices are shown in the currency stated at checkout. Bank charges, exchange fees, and taxes are the responsibility of the participant and are non-refundable.

15) Third-Party Costs

CIPS is not responsible for any third-party costs (e.g., travel, accommodation, visas) regardless of the reason for cancellation or change.

16) Policy Updates

CIPS may amend this policy at any time. The current version will be posted on www.thecips.org and applies from its effective date.

17) Acceptance

By submitting an application or completing a registration, you acknowledge that you have read, understood, and agreed to this CIPS Refund & Cancellation Policy.