The ICCIT Organizing Committee recommends that all participants read and understand the following cancellation and refund policy before completing their submission. This policy outlines conditions for cancellation based on the submission status of the paper, in addition to the date of the request.

1. General Conditions for Cancellation

• All cancellation requests must be made in writing and submitted via email to the official ICCIT admin at [email protected].
• The subject line of the email should clearly state “Cancellation Request – [Your Full Name] – [Paper ID]”.
• To be eligible for a refund, the cancellation request must be accompanied by a clear, scanned copy of the original payment confirmation or proof of transfer.
• Refunds will only be processed to the same bank account from which the original registration payment was made. The organizing committee is not responsible for any discrepancies if a different account is provided.
• All bank charges, transaction fees, or currency exchange losses incurred during the refund process will be borne by the author and deducted from the refund amount.

2. Refund Schedule for Cancellation
The amount of the refund is determined by both the date the written cancellation request is received and the current status of the submitted paper.

a. Cancellation Based on Date

• Cancellation request received on or before the early bird registration deadline: A full refund of the registration fee will be provided, minus a processing fee of USD 50.
• Cancellation request received after the early bird registration deadline up to the final registration deadline: A 50% refund of the registration fee will be provided.
• Cancellation request received after the final registration deadline: No refund will be provided.

b. Cancellation Based on Paper Submission Status

• Before Peer Review (Paper Submitted, but Review Process Not Initiated): If a cancellation request is received before the paper has been sent for peer review, a full refund of the registration fee will be provided, minus a processing fee of USD 50. This condition applies regardless of the general refund schedule, provided the request is made before the announced start date of peer review.
• During Peer Review (Paper Under Review): If a cancellation request is received while the paper is actively undergoing peer review, a 50% refund of the registration fee will be provided. This condition applies even if the date falls within a full refund period, acknowledging the resources already allocated to the review process.
• After Peer Review but Before Final Camera-Ready Submission (Paper Accepted/Rejected):
  – If a paper is rejected during peer review, authors are eligible for a 50% refund of the registration fee, provided the refund request is submitted within 7 days of receiving the rejection notification and before the final camera-ready submission deadline.
  – If a paper is accepted, but the author decides to withdraw it before the final camera-ready submission deadline, no refund will be provided, as the paper has already undergone the full review process and resources have been committed.
• After Final Camera-Ready Submission: Once the final camera-ready version of a paper has been submitted, no refunds will be provided under any circumstances, regardless of the cancellation date. This is because the paper is considered confirmed for publication and inclusion in conference proceedings.

c. No-Shows:
Registered participants who do not attend the conference (“no-shows”) without prior written cancellation will not be eligible for any refund.

4. Substitution Policy

• If a registered participant is unable to attend, a substitute delegate is welcome.
• Substitution requests must be submitted in writing to the ICCIT by the announced substitution deadline.
• The request must include the full name and contact details of both the original and the substitute delegate.

4. Conference Cancellation by Organizer

• In the unlikely event that the ICCIT conference is canceled by the Organizing Committee, registered participants will be entitled to a 100% refund of the registration fees paid.
• In the case of conference cancellation, all refunds will be processed within 30-45 days of the cancellation announcement.

5. Refund Processing Timeline

• All eligible refunds will be processed after the conclusion of the conference. Please allow up to 30 business days following the conference dates for the transaction to be completed.