Cancellation and Refund Policy
AIESEC International Congress 2025

Last Updated: 17th May 2025

1. Delegate Fee Cancellation and Refund Policy:

1.1. Free Cancellation Period:

• Delegates can cancel their registration free of charge until May 15th, 2025.
• To initiate a cancellation, please follow the instructions provided on the registration platform.

1.2. Exceptions for Delegates Seeking Funding:

• Delegates who communicate in writing to the ILMSC, AIVP Finance, and the Congress Committee (CC) at the moment of registration that they are seeking funding may be subject to different cancellation terms. These will be assessed on a case-by-case basis.

1.3. Cancellation Between May 16th and May 31st, 2025:

• Cancellations made between May 16th, 2025, and May 31st, 2025, will incur a cancellation fee of no more than 50% of the total delegate fees.

1.4. Cancellation After May 31st, 2025:

• Any cancellation made after May 31st, 2025, will incur a cancellation fee equivalent to the full delegate fee.

1.5. Replacement of Delegates:

• A Member Committee (MC), Official Extension, or Expansion can replace a registered delegate with another individual free of charge until May 15th, 2025, subject to the approval of AIESEC International (AI).
• After May 15th, 2025, any changes to delegate names are at the discretion of the Congress Committee (CC). The CC cannot guarantee visa processing for delegates changed after this date. Any visa issues arising from late delegate changes will be the full responsibility of the respective MC.

1.6. Visa Application Issues:

• Delegates registered in the 1st, 2nd, and 3rd rounds by May 31st, 2025, who have not obtained their visa and have not informed the CC about their cancellation will be fully liable for the conference fee.
• Delegates who cannot attend the conference due to visa rejection or non-reply on their application and inform the CC between June 1st and June 10th, 2025, will be charged no more than 50% of the delegation fees.
• Exception: If the CC does not respond to the delegate within 3 business days after receiving the visa-related information, or if there is clear proof of gross negligence from the CC causing the delegate to not receive their visa on time, the delegate will not be liable for any cancellation fees.

2. Merchandise Cancellation and Refund Policy:

2.1. Cancellation Period:

• Delegates can cancel their merchandise pre-orders free of charge until May 31st, 2025.
• To initiate a merchandise cancellation, please follow the instructions provided on the merchandise ordering platform.

2.2. Non-refundable, Non-returnable, and Non-interchangeable After May 31st, 2025:

• After May 31st, 2025, all merchandise pre-orders are non-refundable, non-returnable, and non-interchangeable. This means that once the cancellation period has passed, you cannot request a refund, return the item, or exchange it for a different merchandise item.
• Cancellations made after this date will incur the full cost of the pre-ordered merchandise.

2.3. Merchandise Collection:

• Pre-ordered merchandise items will only be available for collection by registered delegates during the conference days.
• No shipping will be arranged for merchandise items that are not collected by delegates who are unable to attend the conference (no-shows). In such cases, the paid amount will not be refunded.

3. How to Request a Cancellation and Refund (if applicable):

• Instructions on how to request a cancellation and any applicable refund will be provided on the official AIESEC International Congress 2025 website and registration platform. Please refer to those resources for detailed steps.

4. Contact Information:

• For any questions or clarifications regarding this cancellation and refund policy, please contact the Congress Committee at ic-2025-cc@aiesec.net

Note: This cancellation and refund policy is subject to the terms and conditions outlined in the contract for AIESEC International Congress 2025. In case of any discrepancies, the contract terms will prevail.