This Refund & Financial Policy sets out in detail how FYGN handles fees, cancellations, and refunds across all FYGN programs, conferences, summits, and events, regardless of the country in which they are held. It should be read together with the General Terms & Conditions, which take precedence in the event of any inconsistency regarding acceptance of these policies as a condition of participation.
Application / Processing Fee
The Application Fee (also referred to as the Processing Fee) is charged solely to cover the cost of reviewing, evaluating, and processing the applicant's submission as part of a competitive, merit-based, and capacity-limited selection process.
This fee is not a deposit, retainer, or partial payment toward a confirmed seat. It is charged in exchange for the review and evaluation service itself, which is fully performed by FYGN upon submission of a complete application — independently of whether the applicant is ultimately accepted, waitlisted, or declined.
The Application Fee is non-refundable in full, once submitted, regardless of:
- the outcome of the application;
- the reason for that outcome, including limited seat or scholarship availability;
- any subsequent change to the Program's dates, venue, format, or availability of funded seats;
- the applicant's own decision not to proceed following acceptance.
Standard Program Fees — Refund Schedule
This section applies only to Program Fees paid by self-funded delegates who registered at the Standard Rate. It does not apply to Application Fees, Early Bird / promotional rates, Visa Support Letter fees, or Fully Funded Delegates, each of which is governed by its own rule set out below.
Refunds are calculated based on the date a formal written cancellation request is received by FYGN via email, relative to the official Program start date:
Days Before Program Start Date | Refund Percentage |
|---|---|
90 days or more | 100% |
75–89 days | 75% |
60–74 days | 50% |
45–59 days | 25% |
Less than 45 days | No refund |
Deductions. Third-party payment processing fees (e.g., Stripe fees, bank charges) and currency conversion costs are non-refundable and will be deducted from the final refund amount.
Currency & Exchange Rates. Refunds are processed in the original currency of payment. FYGN is not responsible for any difference in the refund amount arising from fluctuating exchange rates or the delegate's own bank fees.
Processing Time. Approved refunds are processed within 14–21 business days from the date of approval. Additional time may be required for funds to reflect in the delegate's bank account, depending on their local bank's policies.
Early Bird & Promotional Registration Rates
Early Bird and other promotional or discounted rates are separate, voluntarily-selected pricing tiers offered at a reduced price in exchange for the applicant's advance, firm, and irrevocable commitment to attend the relevant Program on the specific dates published at the time of registration — in the same manner as non-refundable discounted airfares or non-refundable hotel rates.
By selecting an Early Bird or promotional rate, the applicant expressly acknowledges and agrees that:
- the reduced price reflects a trade-off for foregoing the standard refund schedule in Section 2 above, which remains available only to Standard Rate registrations;
- this registration is a contract for services related to a leisure, professional development, or educational activity with a fixed date and period of performance, as published for that Program at the time of registration;
- in accordance with Article 16(l) of Directive 2011/83/EU on consumer rights (where applicable), and equivalent provisions under other applicable consumer protection laws, the statutory right of withdrawal that would otherwise apply to distance or off-premises contracts does not apply to this booking, because it is a service tied to a specific date of performance;
- all amounts paid under an Early Bird or promotional rate are non-refundable in full from the moment of payment, regardless of the reason for cancellation, non-attendance, visa refusal, illness, or any change in the applicant's personal or professional circumstances;
- the applicant had the option, at the time of registration, to instead select the Standard Rate, subject to the refund schedule in Section 2, and chose the Early Bird / promotional rate freely and knowingly in exchange for the lower price.
Visa Support / Invitation Letter Fee
Where FYGN charges a separate fee for the preparation and issuance of a visa support or invitation letter, this fee is charged in exchange for that service, which is fully rendered upon issuance of the letter to the applicant.
FYGN does not control, influence, or guarantee the decision of any embassy, consulate, or immigration authority in any country. Accordingly, this fee is non-refundable in full once the letter has been issued, regardless of whether the visa application is subsequently approved, refused, delayed, or not submitted by the applicant.
Visa Rejection & Travel Policy
The delegate is solely responsible for obtaining the necessary visa and travel documents. Where a delegate has registered at the Standard Rate, a visa rejection or delayed processing is treated as a personal cancellation, and any refund will strictly follow the Registration Refund Schedule in Section 2 above based on the date the cancellation is communicated to FYGN. No exceptions are made for late visa denials.
Where a delegate has registered under an Early Bird or promotional rate, or has purchased a Visa Support Letter, Sections 3 and 4 above apply instead, and no refund is available on the basis of visa rejection.
No-Shows & Late Withdrawals
No refunds will be issued for:
- failure to attend the Program (no-show);
- cancellation requests made less than 45 days before the Program start date;
- early departure from the Program;
- removal from the Program for misconduct or violation of the Code of Conduct.
Fully Funded Delegates
Fully funded delegates do not pay Program Fees and are therefore not eligible for refunds under this Policy. Failure to attend without prior notice, once accepted as a fully funded delegate, may result in exclusion from future FYGN programs, at FYGN's discretion, for a period determined on a case-by-case basis.
How to Request a Cancellation or Refund
All cancellation and refund requests must be submitted in writing to Support@fygn.org stating the applicant's full name, Program name, and reason for cancellation. FYGN will confirm receipt and the applicable refund outcome, if any, in writing within a reasonable time.
Anti-Fraud Policy
FYGN maintains a zero-tolerance policy toward fraud and unauthorized chargebacks. Fraudulent activity includes, but is not limited to:
- use of false identity or submission of altered or falsified documents;
- unauthorized payments, stolen payment card usage, or payment manipulation;
- Friendly Fraud — filing a payment dispute or chargeback with a bank or payment provider after attending the Program, receiving the service applied for (such as a visa support letter), or after having agreed to the non-refundable terms set out in this Policy.
Consequences of confirmed fraud:
- immediate termination of participation without refund;
- exclusion from all current and future FYGN programs and partner networks;
- FYGN reserves the right to report confirmed fraudulent activity to the relevant law enforcement and regulatory authorities, and to provide supporting documentation (including this Policy and the applicant's acknowledgment of it) in response to any payment dispute or chargeback raised with a bank or payment provider.
Governing Law
This Refund & Financial Policy is governed by the same Governing Law and Jurisdiction clause set out in the General Terms & Conditions, without prejudice to any mandatory consumer protection rights the participant may have under the law of their country of residence where applicable.