Refund Policy ↩️

Effective Date: February 1, 2025

💰 General Refund Terms

Eligibility Criteria

Refunds are available under specific circumstances and must be requested within designated timeframes. All refund requests must be accompanied by valid documentation and proof of payment.

Processing Time

• Approved Refunds: 7-14 business days
• Payment Gateway: Additional 3-5 business days
• Bank Processing: Varies by financial institution
• International Payments: Up to 21 business days

📅 Event Registration Refunds

Full Refund (100%)

Conditions:

• Cancellation request submitted before February 28, 2025
• Event cancelled by organizers
• Force majeure events (natural disasters, government restrictions)
• Medical emergencies with valid doctor's certificate

Process:

1. Submit refund request via email
2. Provide registration confirmation and payment proof
3. Include reason for cancellation
4. Receive acknowledgment within 24 hours

Partial Refund (75%)

Conditions:

• Cancellation request between March 1-7, 2025
• Event rescheduling that conflicts with participant availability
• Change in event format that significantly alters participation

Deductions:

• 25% administrative fee retained
• Payment gateway charges deducted
• Processing fees non-refundable

Partial Refund (50%)

Conditions:

• Cancellation request between March 8-12, 2025
• Participant unable to attend due to college examination conflicts
• Family emergency with supporting documentation

Deductions:

• 50% cancellation fee applied
• All processing charges non-refundable
• Administrative costs deducted

No Refund (0%)

Conditions:

• Cancellation request after March 12, 2025
• Participant disqualification due to rule violations
• No-show without prior notification
• Change of mind without valid reason
• Technical issues on participant's end

🏨 Accommodation Refunds

Full Refund (100%)

Conditions:

• Cancellation before February 28, 2025
• Accommodation unavailable due to overbooking
• Force majeure events
• Medical emergencies preventing travel

Partial Refunds

75% Refund:

• Cancellation between March 1-7, 2025
• Change in travel plans with valid proof

50% Refund:

• Cancellation between March 8-12, 2025
• Room type unavailable, downgrade accepted

25% Refund:

• Cancellation between March 13-14, 2025
• Last-minute changes

No Refund

• Cancellation after March 14, 2025
• No-show without notification
• Early check-out by choice
• Damage to accommodation

🎭 Event-Specific Refund Policies

Cultural Events

Performance-Based Events:

• Full refund if event cancelled
• Partial refund for format changes
• No refund for participant disqualification

Competition Events:

• Refund available until registration deadline
• Medical certificate required for health-related cancellations
• Team events: Refund applies to entire team

Technical Events

Hackathon:

• 50% refund until March 10, 2025
• No refund after team formation deadline
• Equipment/infrastructure changes don't qualify for refunds

Coding Competitions:

• Standard refund policy applies
• Platform changes may qualify for partial refund
• Language/tool changes don't qualify for refunds

Workshop & Seminars

Paid Workshops:

• Full refund if cancelled by organizers
• Material costs non-refundable if already provided
• Replacement participant allowed until event date

🚫 Non-Refundable Items

Processing Fees

• Payment gateway charges
• Administrative processing fees
• Currency conversion charges
• International transaction fees

Additional Services

• Merchandise and event kits
• Food and beverage packages
• Transportation services
• Photography/videography services

Completed Services

• Workshops already attended
• Materials already distributed
• Services already consumed
• Past event participations

📋 Refund Request Process

Required Documentation

For All Requests:

• Completed refund request form
• Registration confirmation email
• Payment receipt/transaction ID
• Valid ID proof
• Bank account details for refund

For Special Circumstances:

• Medical certificate (for health issues)
• College letter (for examination conflicts)
• Travel cancellation proof (for external factors)
• Legal documentation (for emergencies)

Submission Methods

Online Form:

• Available on festival website
• Upload supporting documents
• Automatic acknowledgment email

Email Submission:

• Send to: refunds@saturnalia2025.com
• Include all required documents
• Use clear subject line with registration ID

Postal Mail:

• Physical documents accepted
• Send to festival office address
• Include return receipt request

Review Process

1. Initial Review: 2-3 business days
2. Documentation Verification: 3-5 business days
3. Approval/Rejection Decision: 1-2 business days
4. Refund Processing: 7-14 business days

💳 Refund Methods

Original Payment Method

Preferred Method:

• Refund to original payment source
• Same account/card used for payment
• Fastest processing time
• No additional charges

Alternative Methods

Bank Transfer:

• Available for cancelled payment methods
• Requires bank account verification
• Additional processing time
• May incur transfer charges

Cheque Payment:

• For failed electronic transfers
• Issued within 14 business days
• Postal delivery time additional
• Valid for 6 months from issue date

International Refunds

Wire Transfer:

• For international participants
• Additional charges may apply
• Extended processing time
• Currency conversion at prevailing rates

⚠️ Special Circumstances

Force Majeure Events

Covered Events:

• Natural disasters (earthquakes, floods, cyclones)
• Government restrictions or lockdowns
• Transportation strikes or disruptions
• Campus emergencies or security issues

Refund Policy:

• Full refund including all fees
• Alternative dates offered if possible
• Virtual participation options considered
• Vouchers for future events available

Medical Emergencies

Qualifying Conditions:

• Hospitalization during event dates
• Serious illness preventing travel
• Medical procedure requiring recovery
• Pregnancy complications

Required Documentation:

• Licensed doctor's certificate
• Hospital admission records (if applicable)
• Medical procedure documentation
• Specialist recommendations

Academic Conflicts

Qualifying Situations:

• University examination schedule changes
• Mandatory academic requirements
• Educational institution restrictions
• Academic emergency situations

Required Proof:

• Official letter from academic institution
• Examination schedule documentation
• Academic calendar conflicts
• Department head authorization

📞 Refund Support

Contact Information

Refund Helpline: +91-9876543241
Email Support: refunds@saturnalia2025.com
WhatsApp: +91-9876543242
Office Hours: 9:00 AM - 6:00 PM (Monday - Saturday)

Escalation Process

Level 1: Refund Support Team
Level 2: Finance Manager
Level 3: Festival Director
Level 4: External Mediation

Appeal Process

• Timeline: 7 days from decision notification
• Required: Additional documentation or clarification
• Review: Independent committee assessment
• Final Decision: Within 14 business days

📊 Refund Status Tracking

Online Portal

• Real-time status updates
• Document upload capability
• Communication history
• Expected timeline display

Notification Methods

• Email Updates: Status change notifications
• SMS Alerts: Critical milestone updates
• WhatsApp Status: Real-time processing updates
• Phone Calls: For complex cases

Status Categories

• Submitted: Request received and logged
• Under Review: Documentation being verified
• Approved: Refund authorized for processing
• Processing: Payment being initiated
• Completed: Refund successfully transferred
• Rejected: Request denied with reasons

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For questions about refunds, please contact our dedicated refund support team. We're committed to fair and transparent refund processing.