Cancellation Substitution and Refund Policy

1. Application

This Policy applies to registrations for the International Newborn Brain Conference – INBBC 2027 and, when applicable, to workshops, additional activities, and virtual modalities purchased through the official event channels.

By completing the registration, the participant or the paying institution acknowledges and agrees to this Policy.

2. Right of Withdrawal

Without prejudice to other rights provided under applicable legislation, participants who make an online purchase may request cancellation and a refund in accordance with the applicable withdrawal rules and deadlines.

For purchases subject to Brazilian law, the cancellation request may be made, without any cost, within seven calendar days from the date of purchase, as provided by consumer protection legislation.

The exercise of mandatory rights established by law prevails over all other deadlines and percentages in this Policy.

3. Cancellation Requested by the Participant

Outside the legal withdrawal period, the following conditions apply:

Cancellation requests received until January 10, 2027

80% of the amount actually paid for the registration and any canceled additional activities will be refunded.

Cancellation requests received between January 11 and February 10, 2027

50% of the amount actually paid will be refunded.

Cancellation requests received from February 11, 2027 onward

No refund will be issued, except when required by applicable law or in exceptional situations expressly provided for in this Policy.

The retained percentages cover administrative, financial, and pre-committed costs necessary for the event's execution.

4. How to Request Cancellation

Cancellation must be requested in writing by email: cancelation@inbcc.org

The request must include:

• participant's full name;
• email used during registration;
• order number or proof of payment;
• registration category;
• reason for cancellation;
• any additional data needed to locate the transaction.

The date considered will be the date the request is received through the official channel, according to Brasília/São Paulo time.

Requests sent via social media, personal messages, or unofficial channels may not be processed.

5. Refund Processing

Once approved, the refund will be submitted to the original payment method within 15 business days.

The time for the credit to appear in the participant's account or card statement depends on the bank, card operator, and payment method used.

Refunds will be issued, whenever possible:

• through the same payment method;
• in the same currency used for the purchase;
• to the original payer.

Differences resulting from currency conversion, exchange rate variation, bank fees, or charges applied by financial institutions are not the responsibility of the Organizers, unless otherwise required by law.

6. Transfer of Registration to Another Person

Participant substitution may be requested until March 1, 2027, subject to the following conditions:

• the request must be made in writing;
• the new participant must complete all required registration information;
• substitution is allowed only once;
• the new participant must meet the requirements of the purchased category;
• any price difference must be paid before the event;
• personal discounts, scholarships, complimentary registrations, and benefits linked to membership may not be transferable.

After March 1, 2027, substitutions depend on operational capacity and may not be approved.

7. Change of Participation Modality

Requests to switch between in-person and virtual participation are subject to:

• availability;
• offered categories;
• payment of any price difference;
• the event's operational deadlines.

If the change results in a lower price, the difference will only be refunded if the request is received by February 10, 2027. After this date, the difference may be converted into credit or may not be refundable, as informed at the time of the request.

8. Workshops and Activities with Limited Capacity

Workshops and additional activities have limited capacity and may involve specific costs and commitments.

Unless otherwise indicated at the time of purchase, the same deadlines and cancellation percentages in this Policy apply.

Absence (“no-show”) in a workshop does not entitle the participant to a refund.

9. No-Show

Failure to attend the event, late arrival, early departure, or lack of access to virtual activities for reasons attributable to the participant does not entitle them to a refund.

Refunds will also not be issued for:

• inability to travel;
• missed flights;
• personal issues;
• professional commitments;
• device or internet connection failures;
• missing travel documents;
• delayed visa applications;
• employer refusal to authorize travel.

Exceptional situations may be evaluated individually, without guarantee of refund.

10. Visa Denial

International participants whose visa is officially denied may request exceptional refund analysis, provided that:

• the visa was requested with reasonable advance notice;
• the official denial document is presented;
• the request is submitted by February 10, 2027;
• the participant has not used virtual access, recordings, or other benefits linked to the registration.

When approved, 80% of the paid amount will be refunded.

Failure to apply for the visa in adequate time or submission of incomplete documents will not be considered visa denial for the purposes of this clause.

11. Health Issues or Emergencies

Requests submitted after regular deadlines due to serious illness, hospitalization, death of a close family member, or other relevant emergencies may be evaluated individually.

The Organizers may request supporting documentation.

Depending on the case, the evaluation may result in:

• participant substitution;
• conversion to virtual modality;
• credit for a future edition;
• partial refund;
• application of the general rule.

Exceptional analysis does not imply obligation of approval or precedent for future cases.

12. Full Cancellation of the Event by the Organizers

If INBBC 2027 is fully canceled and not held in an alternative format, participants are entitled to a full refund of amounts paid directly for registration and canceled additional activities.

Refunds do not cover expenses contracted directly by the participant with third parties, such as:

• flights;
• lodging;
• meals;
• visas;
• insurance;
• transportation;
• loss of income;
• third-party fees.

This limitation does not apply when mandatory legislation determines otherwise.

13. Postponement or Significant Change

If the event is postponed, significantly rescheduled, or fully converted from in-person to virtual format, registrations will initially be transferred to the new date or format.

Participants may request cancellation within the specific deadline communicated officially, which will be no less than 15 calendar days.

When the change is substantial and the participant cannot or does not wish to attend, they will be offered:

• refund of eligible amounts; or
• credit for a future edition, according to the participant's choice and applicable legislation.

Minor changes in schedules, speakers, rooms, programming, or activities are not considered significant changes.

14. Force Majeure

If circumstances beyond the Organizers' reasonable control prevent or significantly affect the event's execution, measures may include:

• date change;
• venue change;
• reduced capacity;
• conversion to virtual or hybrid format;
• substitution of activities;
• credit issuance;
• full or proportional refund, depending on the situation.

The Organizers will inform participants of the adopted measures and comply with mandatory legal rights.

15. Sponsored, Complimentary, or Invitation-Based Registrations

Complimentary registrations, scholarships, invitations, courtesy passes, and sponsored registrations do not entitle participants to monetary refunds.

Substitution of beneficiaries depends on the rules of the scholarship, sponsor, or corresponding category.

16. Cancellation Due to Rule Violations

A participant's registration may be canceled and access suspended when they:

• share credentials or badges;
• use discounts fraudulently;
• submit false documents;
• harass or threaten others;
• record or distribute content without authorization;
• violate safety rules;
• engage in illegal or inappropriate conduct.

In such cases, refunds may not be issued, subject to circumstances and applicable legislation.

17. Payment Disputes

Before initiating a dispute or chargeback, the participant must contact the registration team to attempt resolution.

Fraudulent disputes or disputes made after the service has been provided may result in suspension of registration and appropriate measures.

This provision does not limit the consumer's right to dispute improper charges.

18. Prevalence of Legislation

No provision in this Policy intends to exclude or limit mandatory rights guaranteed by consumer protection laws or other applicable regulations.

In case of conflict between this Policy and a mandatory legal rule, the legal rule prevails.

19. Contact

Questions regarding cancellations, substitutions, and refunds may be directed to:

International Newborn Brain Conference – INBBC — Email: cancelation@inbcc.org