Refund Policy

Refund Policy

Last Updated: September 14, 2025

At Africa Women Conference (AWC), we are committed to providing exceptional value through our conferences, programs, and services. Please review our refund policy carefully before registering for any AWC event or program.

Conference Registration Refunds

Full Refund (100% minus processing fees)

Eligibility:

  • Cancellations submitted more than 60 days before the event start date
  • AWC-initiated event cancellations due to unforeseen circumstances beyond our control
  • Duplicate payment corrections (processed automatically)
  • Technical errors resulting in incorrect charges

Processing: Refunds will be issued within 10-15 business days to the original payment method.

Substantial Refund (75% of registration fee)

Eligibility:

  • Cancellations submitted 31-60 days before the event start date
  • Documented medical emergencies with appropriate medical verification
  • Government-imposed travel restrictions with official documentation
  • Visa denials with official embassy/consulate documentation

Required Documentation:

  • Medical emergencies: Licensed physician’s statement
  • Travel restrictions: Official government notice or embassy correspondence
  • Visa issues: Official denial letter from relevant authorities

Partial Refund (50% of registration fee)

Eligibility:

  • Cancellations submitted 15-30 days before the event start date
  • Corporate policy changes affecting attendance (with proper documentation)

No Refund

Circumstances:

  • Cancellations submitted less than 15 days before event commencement
  • Participant no-shows without prior notification
  • Voluntary withdrawal during event proceedings
  • Failure to attend due to personal scheduling conflicts
  • Changes in personal or professional circumstances not covered above

Alternative Options

Registration Transfers

  • Registration may be transferred to another qualified individual up to 7 days before the event
  • Transfer requests must be submitted in writing to registration@africa-womenconference.org
  • Transferee must meet event eligibility requirements
  • Transfer processing fee may apply

Event Credits

  • Event credits valid for 24 months may be offered as alternatives to cash refunds
  • Credits can be applied to future AWC conferences, AWC-Next events, or Leadership Development Centre programs
  • Credit value equals the amount paid minus applicable processing fees
  • Credits are non-transferable and cannot be combined with other promotional offers

Specialized Programs

AWC Leadership Development Centre (LDCWG)

  • Workshop and training programs have separate refund timelines
  • Multi-session programs: Pro-rated refunds based on sessions completed
  • Materials and resource fees are generally non-refundable once materials are distributed
  • Mentorship programs: Refunds calculated based on mentoring sessions completed

AWC-Next Youth Programs

  • Student discounted registrations follow the same refund structure with proportional calculations
  • Group registrations may have modified refund terms communicated during booking
  • Scholarship recipients are subject to separate refund terms outlined in scholarship agreements

Corporate and Group Registrations

Organizational Bookings

  • Companies registering multiple attendees may negotiate custom refund terms
  • Group discounts may affect refund calculations
  • Corporate payment terms may extend standard processing timelines

Sponsorship and Partnership Agreements

  • Corporate sponsorship refunds are governed by individual partnership agreements
  • Partnership investment refunds are evaluated on a case-by-case basis
  • Contact partnerships@africa-womenconference.org for specific sponsorship inquiries

Processing Procedures

How to Request a Refund

  1. Submit written request to payment@africa-womenconference.org
  2. Include registration confirmation number and reason for cancellation
  3. Provide required documentation (if applicable)
  4. Allow 3-5 business days for request review and approval

Required Information

  • Full name and contact information
  • Registration confirmation number or receipt
  • Original payment method details
  • Detailed reason for refund request
  • Supporting documentation (when required)

Processing Timeline

  • Request review: 3-5 business days
  • Approved refund processing: 10-15 business days
  • Bank processing time varies by financial institution and country
  • International refunds may require additional processing time

Payment Method Considerations

Credit Card Refunds

  • Refunds processed to original credit card used for payment
  • Bank processing times typically 5-10 business days after AWC processing
  • Currency conversion rates may affect final refund amounts for international payments

Bank Transfer Refunds

  • May require additional banking information for processing
  • International bank transfers may incur additional fees
  • Processing time may be extended for international transfers

Mobile Payment Refunds

  • Refunds processed through original mobile payment platform
  • Processing times vary by platform and region

Force Majeure and Emergency Situations

Event Cancellation by AWC

  • Full refunds provided when AWC cancels events due to circumstances beyond our control
  • Alternative options include credit toward future events or rescheduled dates
  • AWC will communicate cancellation and refund options within 48 hours of decision

Natural Disasters and Emergencies

  • Participants affected by natural disasters or emergencies may qualify for special consideration
  • Documentation of impact required for evaluation
  • Decisions made on individual basis considering specific circumstances

Refund Limitations

What Is Not Refundable

  • Processing fees charged by payment providers
  • Travel expenses (flights, accommodation, transportation)
  • Visa application fees
  • Personal expenses incurred in preparation for attendance
  • Opportunity costs or business losses

Administrative Fees

  • Processing fees may be deducted from all refunds
  • International transaction fees are non-refundable
  • Currency conversion losses are participant responsibility

Appeals Process

Refund Request Denials

  • Denied refund requests may be appealed within 30 days
  • Appeals should include additional documentation or circumstances
  • Final decisions are made by AWC’s finance committee
  • Appeal decisions are final and binding

Special Circumstances

  • Unique situations not covered by standard policy will be reviewed individually
  • Documentation requirements may vary based on circumstances
  • AWC reserves the right to make exceptions at its discretion

Contact Information

Refund Inquiries

Email: payment@africa-womenconference.org
Subject Line: Refund Request – [Registration Number]

General Questions

Email: info@africa-womenconference.org
Website: africa-womenconference.org

Business Hours

Monday – Friday: 9:00 AM – 5:00 PM (Local Time)
Response time: Within 2 business days for refund inquiries

Policy Updates

This refund policy may be updated periodically to reflect operational changes or legal requirements. Changes will be posted on our website with updated effective dates. Participants will be governed by the policy in effect at the time of their registration.

For immediate assistance with urgent refund requests, please contact our finance team directly at payment@africa-womenconference.org.