Refund and Cancellation Policy

Last Updated: May 8, 2026

This Refund and Cancellation Policy outlines the terms and conditions for cancellations and refunds for the Siloam Oncology Summit 2026. Please read this policy carefully before completing your registration.

1. General Refund Policy

1.1 Refund Eligibility

Refunds are available only under specific circumstances and within designated timeframes as outlined in this policy. All refund requests must be submitted in writing to siloamoncologysummit@gmail.com.

1.2 Non-Refundable Items

The following are non-refundable under any circumstances:

• Processing fees and payment gateway charges
• Voucher discounts (vouchers cannot be refunded or transferred)
• Registrations made with 100% discount vouchers
• Workshop-only registrations (workshops are non-refundable)

2. Cancellation Timeline and Refund Rates

3. Cancellation Process

3.1 How to Request a Cancellation

To cancel your registration and request a refund:

1. Send an email to siloamoncologysummit@gmail.com with the subject line: "Cancellation Request - [Your Invoice Number]"
2. Include the following information:
   • Full name (as registered)
   • Invoice number
   • Registration email address
   • Reason for cancellation
   • Bank account details for refund (account name, bank name, account number)
3. Wait for confirmation email from our team (within 3 business days)

3.2 Cancellation Confirmation

Once your cancellation request is approved, you will receive:

• Confirmation email with cancellation details
• Refund amount calculation
• Expected refund processing timeline

4. Refund Processing

4.1 Refund Method

• Bank Transfer: Refunds will be processed via bank transfer to the account you provide
• Original Payment Method: We cannot refund to the original payment method (credit card, e-wallet, etc.) due to payment gateway limitations
• International Participants: Refunds will be processed in IDR. Currency conversion fees may apply.

4.2 Processing Time

• Refund requests are processed within 14-21 business days from approval
• Bank transfer may take an additional 3-5 business days depending on your bank
• You will receive a notification email once the refund has been transferred

4.3 Refund Calculation

Refunds are calculated as follows:

• Base Amount: Original registration fee (excluding discounts)
• Minus: Payment gateway fees (2.9% + Rp 2,000)
• Minus: Administrative fee (Rp 50,000)
• Minus: Cancellation penalty (based on timeline above)
• Result: Final refund amount

5. Special Circumstances

5.1 Medical Emergency

In case of medical emergency preventing attendance:

• Submit medical certificate from licensed physician
• Request must be made within 7 days of the event
• Eligible for 50% refund regardless of cancellation timeline
• Or option to transfer registration to next year's event (if available)

5.2 Event Cancellation by Organizer

If the event is cancelled or postponed by the organizers:

• Full Cancellation: 100% refund of registration fee
• Postponement: Option to transfer registration to new date or receive 100% refund
• Force Majeure: In case of natural disasters, pandemics, or government restrictions, refund terms will be communicated separately

5.3 Visa Denial (International Participants)

For international participants who are denied entry visa:

• Submit official visa denial letter from Indonesian embassy/consulate
• Request must be made at least 14 days before event
• Eligible for 70% refund

6. Transfer of Registration

6.1 Transfer to Another Person

• Registration can be transferred to another person in the same category
• Transfer requests must be made at least 14 days before the event
• Transfer fee: Rp 100,000
• New participant must meet eligibility requirements
• Email both parties' information to siloamoncologysummit@gmail.com

6.2 Transfer to Future Event

• Subject to availability and organizer approval
• Price difference may apply if future event has different pricing
• Transfer fee: Rp 150,000

7. No-Show Policy

• Participants who do not attend without prior cancellation are considered "no-show"
• No-show registrations are non-refundable
• No-show participants are not eligible for certificates or CME credits

8. Workshop Cancellations

• Workshop registrations are non-refundable once payment is confirmed
• If a workshop is cancelled by the organizer, full refund for that workshop will be provided
• Workshop transfers to another participant are allowed (Rp 50,000 transfer fee)

9. Sponsor-Paid Registrations

• Registrations paid by sponsors follow the same refund policy
• Refunds will be processed to the sponsor's account
• Participants must coordinate with their sponsor for cancellation requests

10. Voucher and Discount Refunds

• Discounts applied via vouchers are non-refundable
• Refund amount is calculated based on the actual amount paid, not the original price
• Vouchers cannot be reused after cancellation
• Voucher codes cannot be transferred to other participants

11. Dispute Resolution

11.1 Refund Disputes

If you disagree with a refund decision:

1. Contact us at siloamoncologysummit@gmail.com with your concerns
2. Provide supporting documentation
3. We will review your case within 7 business days
4. Final decision will be communicated via email

11.2 Escalation

If the dispute cannot be resolved, you may escalate to:

• Siloam Hospitals management
• Indonesian Consumer Protection Agency (BPKN)
• Relevant consumer dispute resolution bodies

12. Contact Information

For cancellation requests, refund inquiries, or questions about this policy:

• Email: siloamoncologysummit@gmail.com
• Subject Line: "Refund Inquiry - [Your Invoice Number]"
• Response Time: Within 3 business days

13. Policy Updates

This Refund Policy may be updated periodically. Changes will be posted on our website with an updated "Last Updated" date. Registrations made before policy changes will follow the policy in effect at the time of registration.

14. Acknowledgment

By completing your registration and payment, you acknowledge that you have read, understood, and agree to this Refund and Cancellation Policy.

---