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Welcome to the world of Evation Conferences

Terms & Conditions

Registration: Terms & Condition

Evation Conferences
Responsibilities of Materials:

Participants are responsible for their personal belongings at the Conference venue. Either Evation, onsite personnel or hotel management will not take care the responsibility of stolen/missing of any items belonging to conference attendees; due to any reason whatsoever.

Transportation & Airfare

Airfare & local transportation need to be taken care by the participants. Evation is not providing any transportation or airfare support to the participants. Free shuttle may be provided by some hotels. If any such services are available will be notified to attendees. Such services are not mandatory.


For any media access, press or news release, prior permissions must be obtained from the Conferences secretariat before the event happens. Any media/ press is not entitled to quote the participant and their view, unless getting written confirmation from the respective person or conference in charge. Any recordings (photo/videos) is prohibited to outside persons unless they are associated with the conference directly or indirectly.

Refund Policy

If any registered participant wants to cancel the participation & wish to get refund, following criteria will be applicable (considering the investments towards advance payment of venue, printing, shipping of materials, hotel reservation and other inventory investments).

  • Prior 60 days of the Conference:  Full refund (except payment amount of $99 or ₹500)
  • Within a period of 30-60 days: 50% refund
  • Less than 30 days: No refund and can be transfer for other event of Evation (up to 2 year)
  • E-poster/ Video presentation: No refund

*Note: For any kind of refund the gateway/service charges/bank charges will be beard by the registrants only. Evation will not bear this refund charges.

Cancellation, Postpone & Registration Transfer
  • If, Evation cancels the event due to certain unavoidable circumstance, 100% refund will be processed for the registered person. If the participant wish, can transfer the same for any other Evation Conference in the same financial year or any other event in next two years. In case in future events the price will be higher, no extra amount will be charged for that.
  • If the registered personal is unable to attend the conference, can transfer the same to any other person, for which a written authorization mentioning the details (Name, Email, Address) of the transfer person is mandatory.
  • If any person unable to attend the event and the same is intimated within 30 days of the event, Registration transfer is not possible.
  • The letter of invitation/acceptance will be void automatically in case of registration cancellation and we will not be responsible for any legal issues associated with this.
Request for Letter of Invitation/ Acceptance

Letter of invitation can be provided to participants, only after their successful registration/partial payment (in special cases) for the conference upon requirement/request. Letter of acceptance can be provided before the registration process and if any amount is paid will be clearly mentioned in the letters. Our letter of invitation is not providing the guarantee for any kind of VISA to attend the conference. Letter of invitation is only a supporting document. Final decision on VISA will be taken care by the respective Visa offices/consulate of the countries. The letter of acceptance does not guarantee the funding for any participant in case they are getting it from some third parties. 

*Notre: For letter of invitation, participants required to send us their copy of passport or any supportive document for identity. All the data and document will be secured with us and will be disposed at our end securely within one week of the schedule of the Conference. All these information/documents are mandatory for security verification and upon requirement by the country’s security personnel it will be produced.

VISA Information:

Due to increased security measures, all the participants are requested to get Letter of Invitation as earliest and need to apply for the VISA as earliest.

Evation Conferences is not authorized to communicate with embassies and consulates on behalf of the visa applicants. All participants should only apply for Business Visa. If required, we will confirm the embassy and consulates about the particular person’s participation at the conference (only registered participants).

Note that the letter of invitation from our end does not guarantee for a VISA and it is only a supporting document for the VISA application.

Rejected Visa applications: Visa rejection/ inability to get a visa, does not falls under the cancellation policy.

Authorization Policy

By registering for the Evation conferences, permission is granted to the management of Evation Business Solutions Pvt. Ltd.  to Record, Photograph, Film or Video Shoot and your image, voice, name and to use them in digital or printing form for advertisement or publishing worldwide in any form without any compensation. Recording/photographing during conferences is prohibited to third party sources or any unauthorized persons. For further query, you can contact to the Evation Business Solutions Pvt. Ltd or their authorized members.



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