Event Participation Cancellation Policy

Participation fees for MESEC events contribute directly to covering the core costs of organizing the event (e.g., accommodation, meals, and venue amenities). We understand that unforeseen situations can arise and that plans may sometimes change after participation has been confirmed. This policy is intended to provide clarity about how cancellations are handled while allowing us to organize small, community-based events in a financially responsible way. By paying your participation fees, you confirm you have read and agree to the following cancellation policy.

If for any reason you feel you might be unable to attend the event, we encourage you to notify the organizing team as soon as possible. We will then do our best to fill your spot with a participant from the waiting list. If a waitlisted participant confirms their place and pays their participation fee, we will reimburse you based on the replacement’s paid fees. Please note that last-minute cancellations significantly reduce the chances of finding a replacement (as participants need to book flights, visas, and pay the fees). If we are unable to fill your spot, your participation fee will not be reimbursed, as it will already have been spent on covering event costs that have been already booked in advance.

In the unlikely case that MESEC must cancel the event due to circumstances beyond our control (e.g., natural disaster, political instability, or venue unavailability), participation fees will be reimbursed to the extent possible after any non-recoverable costs already incurred.

For any questions about this policy, feel free to contact the event organization team.