This Cancellation & Refund Policy outlines the terms regarding cancellations and refunds for events, quizzes, and awards programs organized by ESHGA. Please read this policy carefully before registering for any paid event.

1. General Refund Policy

ESHGA operates with a strict no-refund policy for event registrations, including but not limited to:

• Quiz and competition entry fees
• Awards program nomination and participation fees
• Workshop and webinar registrations
• Conference and event tickets

2. Reasons for Non-Refundable Policy

Event fees are non-refundable for the following reasons:

• Administrative Costs: Significant resources are allocated to event planning, platform maintenance, and participant coordination from the moment of registration.
• Judging and Evaluation: Professional judging panels are engaged and compensated for their time and expertise in evaluating participants.
• Prize Funds: A substantial portion of event fees is allocated to prize funds that recognize and motivate HSE professionals.
• Operational Commitments: Venue, technology, and service provider commitments are made based on registered participant numbers.
• Fairness to All Participants: A consistent policy ensures fairness to all participants who plan their participation accordingly.

3. Event Cancellation by ESHGA

In the unlikely event that ESHGA must cancel an event:

• Participants will be notified immediately via email and platform notifications
• Registered participants will receive a full refund of their registration fee
• Refunds will be processed within 15 business days of the cancellation announcement
• Alternatively, participants may choose to transfer their registration to a rescheduled event or a different ESHGA event of equal value

ESHGA is not responsible for any additional expenses incurred by participants (travel, accommodation, etc.) in relation to a cancelled event.

4. Event Postponement or Rescheduling

If an event is postponed or rescheduled:

• Registered participants will be automatically transferred to the new event date
• If the new date is not suitable, participants may request a credit for a future ESHGA event of equal value
• Refunds will not be issued for postponed or rescheduled events

5. Participant Cancellation

If you are unable to attend an event for which you have registered:

• Registration fees are non-refundable
• You may transfer your registration to another person, subject to ESHGA approval and a transfer fee (if applicable)
• Transfer requests must be submitted at least 72 hours before the event start time
• Event materials may be made available to registered participants who cannot attend, at ESHGA's discretion

6. No-Show Policy

Participants who do not attend a registered event ("no-shows"):

• Forfeit their registration fee entirely
• Will not receive any refund or credit
• May have their registration prioritized differently for future high-demand events

7. Exceptional Circumstances

ESHGA may, at its sole discretion, consider refunds or credits in exceptional circumstances such as:

• Medical emergencies with supporting documentation
• Bereavement of immediate family member
• Technical issues preventing participation that are directly attributable to ESHGA platform failures

Requests for exceptional consideration must be submitted in writing to support@eshga.com within 7 days of the event, accompanied by supporting documentation.

8. Refund Processing

If a refund is approved under the terms of this policy:

• Refunds will be issued to the original payment method used for registration
• Processing times may vary depending on your financial institution (typically 7-15 business days)
• Any transaction fees incurred during the original payment may not be refunded
• Currency conversion differences may apply for international transactions

9. Acknowledgment of Policy

By registering for any ESHGA event, quiz, or awards program, you acknowledge that:

• You have read, understood, and agree to this Cancellation & Refund Policy
• You accept that event fees are non-refundable except as explicitly stated in this policy
• You understand that ESHGA events involve substantial planning and costs that commence immediately upon registration
• You agree to plan your participation accordingly and accept responsibility for your registration decisions

10. Policy Updates

ESHGA reserves the right to update this Cancellation & Refund Policy at any time. The most current version will always be posted on this page with an updated "Last Updated" date.