Pollution and Diseases Conference 2026
War, Soil, and Freshwater Systems
Prague, Czech Republic | 15–17 October 2026

Effective date: 29 July 2026

1. Scope of this Policy

This Cancellation, Transfer and Refund Policy applies to registration fees paid for online or on-site participation in the Pollution and Diseases Conference 2026, “War, Soil, and Freshwater Systems”, taking place in Prague from 15 to 17 October 2026.

The conference is organised by:

New Euro Vision: exhibitions, marketing, research s.r.o.
Company ID No.: 19260440
Registered office: Lidická 700/19, 602 00 Brno, Czech Republic
Email: gro.sesaesid-noitullop%406202ecnerefnoc

In this Policy, New Euro Vision: exhibitions, marketing, research s.r.o. is referred to as the “Organizer”.

By completing registration and payment after this Policy has been made available, the person or organisation making the payment confirms that they have read and accepted its terms.

This Policy applies to conference registration fees only. Separate publication, editorial, accommodation, travel, insurance, courier, visa or other services governed by a separate written agreement are not covered by this Policy.

For registrations completed before the effective date stated above, this Policy shall apply only to the extent that it is more favourable to the registrant or has subsequently been accepted by the registrant. It shall not be applied retroactively in a manner that reduces rights previously granted in writing.

2. Registration Confirmation

Registration is considered confirmed only after the applicable registration fee has been received by the Organizer.

Submission of a registration form, abstract or payment instruction does not by itself constitute confirmed registration.

For payments made by bank transfer, registration is confirmed when the payment is credited to the Organizer’s account. Participants are responsible for allowing sufficient time for international bank transfers to be completed.

3. Cancellation by a Participant

A participant or the person or institution that paid the registration fee may cancel a registration by sending a written request to:

gro.sesaesid-noitullop%406202ecnerefnoc

The date on which the cancellation request is received by the Organizer determines the applicable refund amount. All deadlines are based on the local time in Prague, Czech Republic.

The following cancellation conditions apply:

Cancellation received on or before 31 August 2026: 100% of the registration fee will be refunded.
Cancellation received between 1 September and 30 September 2026: 50% of the registration fee will be refunded.
Cancellation received on or after 1 October 2026: no refund will normally be provided.

Where a voluntary refund is issued, non-recoverable charges imposed by banks or payment service providers may be deducted from the refunded amount. Any such deduction will be limited to the actual third-party cost and will be identified to the payer. The Organizer does not charge an additional internal refund administration fee.

No refund is available for failure to attend the conference, failure to join online sessions, late arrival, early departure or failure to use the conference materials and recordings made available to the participant.

Illness, changes in professional responsibilities, cancelled travel arrangements and other personal circumstances are normally subject to the same cancellation schedule. However, the Organizer may consider documented exceptional circumstances individually and may offer a more favourable refund, credit or transfer where this is reasonable.

4. Change from On-Site to Online Participation

An on-site participant who is no longer able to travel to Prague may request a change to online participation.

Where such a request is received:

on or before 31 August 2026, the full difference between the on-site fee paid and the published online participation fee will be refunded;
between 1 September and 30 September 2026, 50% of that difference will be refunded;
on or after 1 October 2026, the registration may still be changed to online participation, but no refund of the fee difference will normally be provided.

A change from online to on-site participation is subject to venue capacity and confirmation by the Organizer. The participant must pay any applicable difference between the online and on-site registration fees before the change is confirmed.

A change of participation format does not automatically alter the status, authorship or presentation format of an accepted contribution.

5. Visa Refusal

Obtaining a visa and complying with all applicable entry requirements remain the responsibility of the participant. An invitation letter issued by the Organizer confirms conference registration and the purpose of travel but does not guarantee that a visa will be issued.

An on-site participant whose visa application has been formally refused may request special consideration under this section.

The request must:

be submitted within seven calendar days after receipt of the official visa decision and before the beginning of the conference;
include a copy of the official written refusal issued by the competent embassy, consulate or visa authority; and
demonstrate that the visa application was submitted without undue delay after registration and sufficiently early to allow normal processing.

Where the documented visa refusal is received by the Organizer on or before 30 September 2026, the participant may choose between:

cancellation of the registration and a full refund of the registration fee, subject only to any non-recoverable third-party payment charges; or
conversion to online participation and a refund of the full difference between the on-site fee paid and the published online participation fee.

Where the documented visa refusal is received between 1 October and 14 October 2026, the registration may be converted to online participation. In that case, 50% of the difference between the on-site fee paid and the published online participation fee will be refunded.

A delayed visa decision, an unavailable appointment or an application that remains pending is not automatically considered a visa refusal. The Organizer may nevertheless consider such circumstances individually where the participant provides reliable supporting evidence.

Visa application fees, translation costs, courier costs, insurance, accommodation, airline tickets and other travel-related expenses are not reimbursed by the Organizer.

6. Transfer of Registration to Another Person

A confirmed registration may be transferred to another eligible participant without an administrative fee if a written request is received by 10 October 2026.

The request must provide the full name, email address, institutional affiliation and billing information of the replacement participant.

The replacement participant must qualify for the same registration category. If a different category or fee applies, any difference must be paid before the transfer is confirmed.

For accepted presentations, posters or e-posters, replacement of the presenting participant is subject to approval by the Organizer. A registration transfer does not by itself transfer authorship of an abstract, presentation or publication record.

Registrations may not be resold or transferred for commercial gain.

7. Presenting Authors, Abstracts and DOI Records

At least one presenting author must maintain confirmed registration for each accepted contribution included in the official conference programme.

Cancellation of a presenting author’s registration does not automatically constitute withdrawal of the related abstract, presentation, poster or e-poster. The author must state whether:

the contribution is also being withdrawn; or
another eligible and registered co-author will present the contribution.

If no registered presenting author remains, the contribution may be removed from the programme and may cease to be eligible for publication in the official conference record or for DOI assignment.

A refund of the registration fee does not create a separate right to retain conference publication or DOI services where the registration requirements for those services are no longer satisfied.

Where a DOI has already been registered, the identifier cannot be deleted, reassigned or reused. The associated metadata may be corrected, updated or marked as withdrawn in accordance with the Conference DOI Assignment and Management Policy and applicable publishing standards.

Any full journal article, book chapter, monograph or other publication governed by a separate submission, editorial or publication agreement is outside the scope of this Policy.

8. Cancellation by the Organizer

If the Organizer cancels the entire conference and does not provide a replacement event or an equivalent online format, all registration fees paid directly to the Organizer will be refunded in full, without deduction.

The Organizer will not be responsible for reimbursing:

airline, railway or other transport costs;
accommodation expenses;
visa or consular fees;
travel or health insurance;
currency conversion losses;
loss of income or professional opportunities; or
any other expense paid to a third party.

Participants are therefore encouraged to use refundable or flexible travel and accommodation arrangements and to obtain appropriate insurance.

9. Postponement of the Conference

If the conference is postponed to new dates, confirmed registrations will automatically remain valid for the rescheduled conference.

A participant who is unable or unwilling to attend on the new dates may request a full refund of the registration fee. The request must be submitted within 14 calendar days after the Organizer announces the new dates.

If no refund request is received within that period, the registration will remain transferred to the rescheduled event.

10. Change from an On-Site Event to a Fully Online Event

If the Organizer decides that the on-site conference cannot take place and converts the event into a fully online conference, an on-site participant may choose between:

retaining online participation and receiving a full refund of the difference between the on-site fee paid and the published online participation fee; or
cancelling participation and receiving a full refund of the registration fee.

The participant must communicate their choice within 14 calendar days after receiving notice of the change. If no response is received within that period, the registration will normally be converted to online participation and the applicable fee difference will be refunded.

11. Programme, Speaker and Venue Changes

The Organizer reserves the right to make reasonable changes to:

the conference timetable;
the order or format of sessions;
individual speakers, moderators or chairs;
the allocation of presentations to sessions;
the technical platform used for online participation; and
the conference venue within Prague.

Such changes do not normally constitute cancellation of the conference and do not automatically create a right to a refund, provided that the core scientific programme and the selected form of participation remain substantially available.

If a change materially reduces the services included in the registration fee, the Organizer will offer an appropriate remedy, which may include an alternative participation format, a partial refund, a credit or a full refund, depending on the nature of the change.

12. Extraordinary Circumstances

The Organizer may need to postpone, relocate, interrupt, shorten, cancel or change the format of the conference because of circumstances beyond its reasonable control. Such circumstances may include, without limitation:

natural disasters or severe weather;
epidemic or public-health restrictions;
war, terrorism, civil unrest or security threats;
government restrictions;
interruption of transport or essential infrastructure;
serious technical failure;
closure or unavailability of the venue; or
other events that make the planned conference unsafe, unlawful or impracticable.

The Organizer will notify participants as soon as reasonably possible and will seek to preserve access to the scientific programme through rescheduling, relocation, online delivery or another reasonable solution.

Refunds and alternative arrangements will be determined according to Sections 8–11 of this Policy, the services that can still be provided and any mandatory requirements of applicable law.

13. Duplicate and Incorrect Payments

A duplicate payment or an amount paid in error will be refunded in full after the payment has been verified.

The payer should notify the Organizer promptly and provide the participant’s name, invoice or registration number, payment date, amount and proof of payment.

Any outstanding registration fee, bank charge or invoice correction may be deducted only with the payer’s agreement or where permitted by applicable law.

14. Refund Request Procedure

A refund request should include:

the participant’s full name;
registration or confirmation number;
invoice number, if available;
participation category;
amount and date of payment;
reason for the request;
supporting documents, where relevant; and
bank details where the original payment cannot be refunded through the original payment method.

Refunds will normally be issued to the original payer and through the original payment method. Where an institution paid the registration fee, the refund will be returned to that institution rather than directly to the participant.

The Organizer will normally initiate an approved refund within 14 calendar days after receiving all information and documents reasonably required to process it. Banks and payment service providers may require additional time to credit the refunded amount.

Refunds will normally be made in the original payment currency. The Organizer is not responsible for differences caused by exchange-rate movements or charges imposed by the recipient’s bank, intermediary bank or card issuer.

Where required for accounting or tax purposes, the Organizer may issue a credit note or other corrective document before processing the refund.

15. Mandatory Legal Rights

Nothing in this Policy excludes, limits or replaces any mandatory right that a participant or payer may have under applicable consumer-protection or other law.

Where a statutory right of withdrawal, cancellation, reimbursement or other remedy applies and conflicts with this Policy, the mandatory legal provision will take precedence.

Any contractual refund offered under this Policy is additional to, and not a substitute for, rights that cannot lawfully be excluded.

16. Governing Law and Dispute Resolution

This Policy and the conference registration relationship are governed by the laws of the Czech Republic, without depriving an eligible consumer of any mandatory protection applicable under the law of their habitual country of residence.

Participants and payers are requested to contact the Organizer first so that any complaint or disagreement can be reviewed and, where possible, resolved amicably.

An eligible consumer may also seek out-of-court resolution of a consumer dispute through:

Czech Trade Inspection Authority
Česká obchodní inspekce
Štěpánská 44
110 00 Prague 1
Czech Republic
Email: zc.ioc%40rda

Any unresolved dispute may be submitted to the court or other authority having jurisdiction under applicable law.

17. Changes to this Policy

The Organizer may update this Policy prospectively to reflect changes in the conference format, payment methods, legal requirements or organisational arrangements.

A later version will not be applied retroactively to reduce the refund or cancellation rights of a participant whose registration was already confirmed, unless the participant expressly agrees to the change or the change is required by law.

The effective date of the current version will always be stated at the beginning of the Policy.

18. Contact

Questions concerning registration cancellation, visa refusal, participation-format changes, substitutions or refunds should be sent to:

gro.sesaesid-noitullop%406202ecnerefnoc