Cancellation and Refund Policy

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The European Zoo Nutrition Group aims to keep the workshop fee as affordable as possible. As the workshop is organised on a limited budget and financial commitments must be made in advance, the following cancellation and refund conditions apply.

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1. Cancellation by the organiser

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The workshop will proceed subject to a minimum of 50 registered participants. The final decision will be made no later than 30 November 2026. The maximum number of participants is 120. If the workshop is cancelled because the minimum number of participants has not been reached, all registration fees paid will be refunded in full.

If the workshop has to be cancelled due to circumstances beyond the organiser’s reasonable control that make travel or in-person gatherings impossible or inadvisable—such as travel or flight restrictions resulting from an outbreak of an infectious disease, political unrest, violence, or official negative travel advice—registration fees will be refunded after deduction of any non-recoverable fixed costs incurred per participant. The organiser cannot reimburse travel, accommodation, visa, insurance, or other costs incurred by participants. Participants are therefore strongly advised to take out appropriate travel and cancellation insurance and to make flexible or refundable travel and accommodation arrangements.

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2. Cancellation by a registered participant

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A registered participant who is unable to attend may nominate a replacement. The organiser must be informed of the substitution in writing before the start of the workshop. No additional administration fee will be charged for an approved substitution. If no replacement is nominated, the following refund conditions apply:

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· Cancellation received no later than 27 November 2026: full refund of the registration fee, less a €20 administration fee.

· Cancellation received between 28 November and 31 December 2026: refund of 50% of the registration fee.

· Cancellation received on or after 1 January 2027: no refund.

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All cancellations and requests for substitutions must be submitted in writing to the workshop organiser. The date on which the written notification is received will determine the applicable refund. Refunds will be made to the original payment method wherever possible. Any transaction or bank charges associated with the refund may be deducted from the amount refunded.

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3. Visa Refusal

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Participants who require a visa to travel to Belgium are responsible for applying for the appropriate visa in good time and for meeting all applicable visa requirements.

If a visa application is refused, the participant may request cancellation of their registration. A refund will only be considered upon submission of official written evidence of the visa refusal and evidence that the visa application was submitted sufficiently in advance of the workshop.

Where these conditions are met, the registration fee will be refunded minus any non-refundable costs already incurred by the organisation on behalf of the participant.

No refund will be provided if the visa application was submitted too late to allow reasonable processing time, if the application was incomplete, or if the participant did not comply with the requirements of the relevant visa authorities.

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The European Zoo Nutrition Group cannot guarantee that a visa will be granted and cannot be held responsible for visa refusals, delays in visa processing, or associated travel or accommodation costs. Participants are therefore strongly advised to apply for their visa as early as possible and to consider appropriate travel and cancellation insurance.