• Registration is only confirmed upon receipt of full payment.
• Prices are accurate as of February 14, 2025, but may be subject to change. Delegates will be notified in advance of any adjustments.
• No-shows will not be refunded.
• All payments must be made directly to AESATA via the provided bank details or payment link.
• Delegate substitutions are allowed at no cost until August 15, 2025. After this date, a USD 50 administrative fee will apply.
• Refunds, where applicable, will be processed after the conference and may be subject to administrative or cancellation fees based on timing and reason.
• Registration closes on August 31, 2025. Late registrations will be accepted only if space allows, and may incur a USD 50 late fee.
• No partial credit or refund will be issued for unused services.
• AESATA reserves the right to decline any registration if necessary.

• Only fully registered and paid delegates will have access to the conference venue, accommodation, meals, activities, and official events.
• Unregistered or unpaid individuals will not be allowed to participate in any conference activities.
• Delegates are responsible for any additional charges at the hotel or during optional activities.

• Upon hotel check-in, delegates will be required to provide a valid credit card for incidental charges.
• These may include, but are not limited to:

• Meals and drinks that exceed the official package
• Room service, laundry, mini-bar, spa services
• Personal phone calls, in-room entertainment

• All cancellations must be submitted in writing to the Secretariat.
• A 100% cancellation fee applies for cancellations made after August 1, 2025.
• In exceptional circumstances (medical emergencies), AESATA may consider waiving cancellation fees for cancellations.

• AESATA will make every reasonable effort to deliver a smooth and valuable event.
• However, AESATA—including its secretariat, staff, board members, sponsors, and partners—SHALL not be held liable for any loss, damage, injury, or inconvenience arising during the event.
• Delegates are advised to arrange their own travel, medical, and personal insurance.
• AESATA is not responsible for any theft or loss of personal items.
• AESATA will not be liable for any partial or full cancellation of the event due to circumstances beyond its control.

• Delegates are expected to conduct themselves in a professional, respectful, and inclusive manner.
• AESATA reserves the right to remove any delegate whose behavior is deemed disruptive, disrespectful, or inappropriate.

For questions, cancellations, or payment inquiries, please contact: