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Visa Information

Please note that we are not able to arrange visas for participants. We advise all participants to check with the nearest host country embassy whether or not a visa is needed. If you are likely to need a visa, we recommend that you make your application as soon as possible. To help you, once you have registered and paid to attend, we can issue a letter which confirms that you have registered and paid to participate in the conference. If you need a letter, please complete the visa information form. This will provide the information needed to create your letter, but please check the information carefully before submitting the form. Any changes needed after the letter has been issued will be subject to a £25 administration charge.

We recognise that some participants are only able to apply for funds to attend the conference once their paper has been accepted. In order to assist you in this, you are invited to submit your paper as soon as possible after the abstract has been accepted and do not need to wait for the published paper submission date. Please tell us in your accompanying email that you are submitting early because you need a visa. We will then endeavour to complete the review process within 3 weeks of receiving your submission and hope that this will then give you sufficient time to obtain funding, register and pay to attend and apply for the visa.

In the event that your visa application is refused, the following refund options will apply:

  1. Cancellations from authors made after a failed visa application will be refunded the registration fees paid in excess of GBP200, which covers the costs associated with processing the paper. In this event, the paper will still be published in the conference proceedings and delegates will receive an electronic copy of the proceedings. If you have registered for an earlybird student rate, you will not be entitled to a refund
  2. Cancellations from non-authors made after a failed visa application will be refunded the registration fees paid less an administration charge of GBP50 per participant registered.

Notification must be received by us in writing (email or fax) not later than 10 (ten) working days before the conference starts* for refunds to be eligible. Cancellations received after this cut-off time will not be eligible for refund. * Saturday and Sunday do not count as working days.

Refunds will be made in the following ways:

  1. For payments received by credit or debit cards, the same credit/debit card will be refunded.
  2. For all other payments, a bank transfer will be made to the payee nominated account.

Please note: For payments received from outside the UK by bank transfer, the refund will be made by bank transfer and all bank charges will be for the registrants account.

The policy as stated on this page is valid from June 2011.