If a request is made to cancel a registration after it has been confirmed, given the problems this creates for the Conference organisers, AES will retain part of the registration fee. The amount retained will vary according to the date on which the cancellation is requested. Specifically, if the cancellation is requested:
- Before 20 April (inclusive), 25% of the fee will be withheld and the remainder refunded once the conference has ended.
- Between 21 April and 21 May (both inclusive), 50% of the fee will be withheld and the remainder refunded once the conference has ended.
- After 21 May, 100% of the fee will be withheld.
Similar to the policy set out for registration cancellation, the cancellation of a room booking in the hotels contracted by AES for accommodating conference attendees will result in withholding the amount paid, according to the following schedule:
- Before 1 April (inclusive), 25% of the fee will be withheld and the remainder refunded once the conference has ended.
- Between 2 April and 2 May (both inclusive), 50% of the fee will be withheld and the remainder refunded once the conference has ended.
- After 2 May, 100% of the fee will be withheld.