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Cancellation and Refund Policy

Effective date: 14 May 2026

This Cancellation and Refund Policy applies to all conferences, forums, summits, masterclasses, training programmes, networking events, cultural programmes, and other activities organised, managed, or made available for registration through the platform of Diplomatic Protocol and Event Management Incorporated (“DPEM”).

Any person who applies for, registers for, or purchases a ticket to any event, programme, or activity organised by DPEM or listed on the DPEM platform is required to read and accept this Policy.

To continue with the registration and payment process, the participant must electronically confirm that they have read, understood, and agreed to all terms of this Policy.

Acceptance of this Policy is a mandatory condition of registration and payment. A participant who does not agree to this Policy will not be able to complete the registration process, proceed to the payment page, or obtain the right to participate. Completion of registration and payment confirms that the participant accepts all provisions of this Policy and agrees to be legally bound by them.

1. Selection-Based Programmes

This section applies to programmes where participation is determined through review, assessment, or selection by the Organising Committee, including funded, partially funded, and invitation-based opportunities.

Application Fees

All application fees are non-refundable.

The application fee covers administrative processing, eligibility assessment, document review, committee evaluation, communications, and other operational costs. These costs are incurred regardless of the outcome of the application.

No refund will be issued in the following circumstances:

  • the applicant is not selected;
  • the applicant withdraws their application;
  • the applicant changes their plans;
  • the applicant is unable to obtain a visa;
  • travel restrictions arise;
  • the applicant does not attend the event;
  • incomplete documentation is submitted;
  • applicable deadlines are missed.

2. Self-Funded Participation and Direct Ticket Purchases

This section applies to participants who purchase a participation ticket directly or register on a self-funded basis without a competitive selection process.

Once registration has been confirmed, the participation fee is generally non-refundable.

However, DPEM may, at its discretion, consider a refund request where all of the following conditions are met:

  • a written request is submitted from the email address used for registration no later than fifteen (15) calendar days from the date of payment;
  • the event has not yet taken place;
  • the request is supported by appropriate official documentation;
  • the circumstances are exceptional and beyond the participant’s reasonable control.

The following circumstances may be considered:

  • a serious illness or injury preventing attendance;
  • hospitalisation;
  • the death of an immediate family member;
  • other serious and unforeseen circumstances supported by official documentation.

Supporting documentation may include:

  • a medical certificate issued by a licensed physician;
  • hospital records;
  • a death certificate;
  • documentation issued by a government authority;
  • other evidence reasonably requested by DPEM.

The submission of supporting documentation does not guarantee that a refund will be approved.

All requests are assessed individually, and DPEM reserves the right to determine whether the circumstances are sufficient to justify a refund.

3. Circumstances Not Eligible for a Refund

Refunds will generally not be issued in the following circumstances:

  • a change of mind;
  • personal scheduling conflicts;
  • work or academic commitments;
  • transportation delays;
  • visa refusal or delayed visa processing;
  • inability to obtain travel documents;
  • financial difficulties;
  • failure to attend the event;
  • dissatisfaction with speakers, programme topics, the venue, weather conditions, or networking opportunities;
  • failure by the participant to review the event information and requirements in advance.

4. Transfer of Participation

Where operationally feasible, DPEM may, at its discretion:

  • transfer the participant’s registration to a future edition of the same event;
  • convert in-person participation to online participation;
  • issue event credit for use in a future programme.

DPEM is under no obligation to approve such requests.

5. Changes to an Event by DPEM

DPEM reserves the right to make reasonable changes to:

  • programme content;
  • speakers;
  • moderators;
  • the event schedule;
  • the event venue;
  • the delivery format;
  • the event time.

Such changes do not constitute grounds for cancellation or a refund.

6. Cancellation of an Event by DPEM

Where DPEM cancels an event in full and does not offer a comparable alternative or a rescheduled date, registered participants may be offered one of the following:

  • a full refund of the registration fee paid;
  • transfer to an equivalent future event;
  • event credit.

The applicable option will be determined by DPEM and communicated to participants.

DPEM is not responsible for indirect or consequential losses, including airfare, accommodation, visa fees, insurance, foreign exchange losses, or other personal expenses.

7. Force Majeure

DPEM is not liable for the cancellation, postponement, interruption, or modification of an event resulting from circumstances beyond its reasonable control.

Such circumstances may include:

  • natural disasters;
  • public health emergencies;
  • pandemics;
  • war;
  • acts of terrorism;
  • civil unrest;
  • labour disputes;
  • government restrictions;
  • border closures;
  • major transportation disruptions;
  • failures of utilities or communication systems;
  • other force majeure events.

Where reasonably possible, DPEM may offer an alternative participation option, event credit, or transfer to another date. However, a refund is not mandatory in such circumstances.

8. Processing of Approved Refunds

Where a refund is approved:

  • it will be processed, where reasonably possible, using the original payment method;
  • processing times may vary depending on the payment provider and financial institution;
  • non-recoverable payment processing charges, bank fees, and currency conversion costs may be deducted from the refund amount where permitted by applicable law.

9. Fraud Prevention

DPEM reserves the right to reject refund requests that are fraudulent, misleading, unsupported, abusive, repetitive, or submitted in bad faith.

Knowingly submitting false documentation may result in:

  • cancellation of registration;
  • restriction from participating in future DPEM programmes;
  • reporting to the appropriate authorities where required by law.

10. Final Decision

All cancellation and refund requests are assessed by DPEM after review of the relevant circumstances and supporting documentation.

Except where otherwise required by applicable law, DPEM’s decision is final.

11. Governing Law

This Policy is governed by and interpreted in accordance with the laws of the Province of British Columbia and the applicable federal laws of Canada.

Unless otherwise required by law, any dispute arising from this Policy is subject to the jurisdiction of the courts of British Columbia.

Contact

For questions regarding this Policy, or to submit a refund request under Section 2: info@dp-em.ca
Diplomatic Protocol and Event Management Incorporated
652 Whiting Way, Coquitlam, BC V3J 0K3, Canada