Registration Refunds

This article explains how refunds are organized in EasyChair registration.

To understand how we handle refunds it is important to have in mind two rules:

1. The refund policy is entirely up to the organizers and we do not interfere in it.
2. EasyChair has a registration agreement with the conference organizers but not with attendees, which means that attendees cannot request us to refund their payments.

As a result, the refund process is done in three steps:

1. A registrant who wants her or his payment to be (partially or fully) refunded requests the refund from the organizers via EasyChair
2. Organizer’s registration managers can approve or decline the refund request. They can also choose to approve a partial refund, for example, if they have refund fees or late cancellation fees.
3. If the refund is approved, EasyChair makes the refund for the approved amount.

We have refund fees, but we do not charge these fees from the registrants (see rule 2). They are charged from the organizers and included in the registration balance.

For legal reasons, we require that the conference has an official policy, clearly displayed on the conference Web pages, that registration payments become non-refundable 60 days before the conference or earlier. Note that the organizers can still ask to make a refund after this cut-off date, which we will approve, provided that the conference balance allows for it.