Refund and Cancellation Policy

embed — Emergency Medicine Beyond ED

Da Nang, Vietnam · 13-15 July 2027

Effective: 25 August 2026 · Last updated: 25 August 2026

This policy forms part of the embed Terms and Conditions. Words defined there have the same meaning here.

1. How to cancel

1.1 All cancellation and refund requests must be made in writing to admin@embedconference.com.au or by submitting a request through the ticketing platform through which the ticket was purchased.

1.2 A request takes effect on the date we receive it, not the date it was sent. Requests received after 5.00pm Australian Eastern Time on a cut-off date fall into the next tier.

1.3 Except where a refund is required by law or expressly provided for under this Policy, discretionary refunds are subject to approval by the Organiser.

1.4 Refunds are made to the original payer, by the original payment method, in Australian dollars (AUD). We are not responsible for exchange rate movements, foreign transaction fees or bank charges, and the amount you receive in your own currency may differ from the amount you paid.

2. Administration fee

2.1 Except where this Policy states otherwise or a refund must be provided without deduction by law, refunds are subject to a non-refundable administration fee of AUD $100 per registration, which reflects merchant fees, platform charges and administrative processing costs already incurred.

2.2 Approved refunds are processed within 14–28 business days of approval. Your financial institution may take further time to make the funds available.

3. Cancellation tiers

3.1 These deadlines will be revised and republished if the Conference is postponed or rescheduled.

4. Add-on and social events

4.1 Tickets purchased from the Organiser for optional events — including any gala dinner, welcome reception, workshop, tour, excursion or guest ticket — are refundable on the same tiers as clause 3 up to 1 June 2027 and are non-refundable from 2 June 2027.

4.2 Where an add-on event has a lower supplier cut-off, that earlier date will be published with the ticket and will apply instead.

4.3 Where a tour, excursion or activity is booked and paid for directly with an independent Third-Party Provider, that provider's own cancellation and refund terms apply. A fee may apply in accordance with that provider's terms.

5. Transfers and name changes

5.1 A registration may be transferred to another eligible health professional, subject to the Organiser's written approval and to the rules and fees of our ticketing provider. An administration fee may apply.

5.2 Transfer requests must be received no later than 2 June 2027 so that badges, catering and venue lists can be updated.

5.3 Tickets must not be re-sold or advertised for sale without the Organiser's prior written approval.

5.4 A registration cannot be transferred to a future conference except as provided in clause 7.

6. Non-attendance, refusal of entry and removal

6.1 Non-attendance, late arrival, early departure or partial attendance does not attract any refund or credit.

6.2 Except where required by law, no refund is payable where the Organiser refuses entry to, or removes, a person under the Terms and Conditions, including for breach of the code of conduct or unsafe, unlawful or disruptive behaviour.

6.3 No refund is payable where a registration is cancelled because a staged payment was not made by its due date.

6.4 Cancellation of an individual registration by the Organiser. Where the Organiser cancels an individual paid registration for reasons other than the Attendee's breach of the Terms and Conditions, any refund will be determined reasonably having regard to the circumstances, this Policy and applicable law.

7. If the Organiser cancels, postpones or changes the Conference

7.1 Cancellation by the Organiser. If the Organiser cancels the Conference outright and does not reschedule it, registration fees will be refunded in full, without deduction of the administration fee.

7.2 Postponement or rescheduling. Except where clause 7.3 applies, if the Conference is postponed or rescheduled, registrations transfer automatically to the new dates, provided the rescheduled Conference is held within three (3) years. Cancellation deadlines will be revised and republished. An Attendee who cannot attend the new dates may request a refund in writing within thirty (30) days of the new dates being announced and, subject to any non-excludable rights under law, will receive a full refund less the administration fee.

7.3 Force majeure. Where cancellation, postponement, relocation or conversion to a virtual or hybrid format results from an event beyond the Organiser's reasonable control, as described in the Terms and Conditions, the Organiser will act reasonably and in accordance with applicable law. Depending on the circumstances, options may include transfer to a rescheduled event, a credit, or a refund taking into account amounts that are recoverable from suppliers. Nothing in this clause limits any guarantee, right or remedy that cannot lawfully be excluded or restricted.

7.4 Program changes. Subject to any rights that cannot lawfully be excluded, changes to the program, faculty, session times, format or venue do not by themselves entitle an Attendee to a refund.

7.5 To the maximum extent permitted by law, the Organiser is not responsible for other costs an Attendee has incurred, including flights, accommodation, transfers, visa fees, vaccinations, insurance excess or lost income, whether the Conference is cancelled, postponed, changed or proceeds as planned.

7.6 Amendments to the Terms and Conditions. A cancellation request arising from an amendment to the Terms and Conditions will be considered in accordance with clause 16 of the Terms and Conditions.

8. Group and departmental registrations

8.1 Group registrations are subject to the same tiers in clause 3.

8.2 Individual places within a group may be transferred under clause 5 rather than cancelled.

8.3 Where the number of places in a group falls below the minimum required for a group rate, the Organiser may re-price the remaining places at the applicable individual rate.

9. Chargebacks

9.1 If you dispute a payment with your card issuer or bank without first raising the matter with us, the Organiser may cancel your registration and recover its costs, including any chargeback fee.

9.2 Please contact us first at admin@embedconference.com.au — most issues are resolved quickly.

10. Insurance

10.1 The Organiser does not provide insurance for Attendees.

10.2 Every Attendee is strongly advised to hold comprehensive travel insurance covering cancellation and curtailment, overseas medical expenses, medical evacuation and repatriation, personal liability and loss of baggage, and to arrange it at the time of booking rather than closer to travel.

10.3 Where a cancellation falls outside the tiers above, an Attendee's travel insurance is likely to be the appropriate avenue for recovery.

11. Consumer rights

11.1 Nothing in this policy excludes, restricts or modifies any guarantee, right or remedy conferred by the Australian Consumer Law or any other law that cannot lawfully be excluded.

11.2 This policy is governed by the laws of Victoria, Australia.

12. Contact

Email: admin@embedconference.com.au

Website: https://embedconference.com.au

Serenmed Pty Ltd, ACN 687 831 376

We may update this policy periodically. The current version is always available on the Conference website.