• “Participant” or “Attendee”: Any individual or representative who has registered to attend Rwanda Mining Week (including delegates, exhibitors, media, etc.).
• “Registration Fee”: The amount paid for attending the event, excluding any processing or administrative charges.
• “Administrative Fee”: A fixed charge deducted from refunds to cover processing costs (set at RWF 5,000 for RMW).
• “Cancellation”: A participant’s request to withdraw from the event after registering.
• “No-show”: A registered participant who does not attend Rwanda Mining Week without canceling in advance.
• “Force Majeure”: Events beyond the control of the event organizers (e.g., natural disasters, political instability, public health emergencies) that may impact event scheduling or participant ability to attend.

Cancellation and Refund Policy for Participants

The amount of refund available depends on how far in advance of Rwanda Mining Week a cancellation is made. Participants who need to cancel their attendance must submit a written cancellation request (e.g., via email) to the event organizers by the applicable deadline (see Refund Request Process below). Refunds will be processed to the original payment method within the stated timeline once approved. The following table summarizes the refund structure for participant-initiated cancellations:

No refunds will be issued for late cancellations (within two weeks of the event) or for no-shows on the day of the event. This tiered refund schedule reflects industry best practices and ensures that last-minute cancellations (which often cannot be backfilled) do not unduly impact the event’s planning and finances.

Example: If Rwanda Mining Week begins on October 15, any cancellation on or before September 15 is eligible for a full refund (minus the RWF 5,000 fee). Cancellations between September 16 and September 30 are eligible for a 50% refund. Cancellations from October 1 onward are not refunded.

Rationale for Refund Deadlines

These deadlines are set to balance participant flexibility with the event’s operational needs. Significant costs (venue bookings, catering, security, materials, etc.) are incurred well before the event date, so full refunds are only feasible up to a month in advance. Partial refunds are offered up to two weeks out, acknowledging that some costs have been committed by that point. After the 14-day cutoff, most event expenses are fixed, and the budget cannot be adjusted for individual last-minute cancellations – hence no refunds are available in that period. This structure aligns with common practice for large international conferences and helps ensure the financial sustainability of the event while remaining fair to participants.

Registration Transfers (Substitutions)

If a registered participant can no longer attend, their registration may be transferred to a colleague or another person from the same organization at no additional cost, up to 48 hours before the event start.

• Deadline for Transfers: Transfer requests must be submitted no later than 2 days (48 hours) before Rwanda Mining Week. For example, if the event starts on October 15 at 9:00 AM, transfer requests should be received by October 13, 9:00 AM.
• Process: The original registrant must notify the organizers in writing (via the designated registration support email) with the new attendee’s full name and contact details. The new attendee will need to provide any required registration information (organization, job title, etc.) and agree to abide by this refund/cancellation policy. Once the transfer is confirmed by the RMW team, the new attendee assumes the registration, and the original registrant is considered canceled (with no refund due, since the spot is filled by the substitute).
• Limitations: Only one transfer is allowed per registration. After a transfer, any subsequent cancellation by the new attendee will be treated according to the original registration date and the same deadlines above. (For instance, if the original registration wasn’t canceled by the 14-day cutoff, then the transferee also would not be eligible for a refund if they cancel.)

There is no fee for transferring a registration, and the process is typically completed within a few days of the request once all information is provided.

Cancellation by Event Organizers

In the unlikely event that the Rwanda Mining Week organizers cancel or substantially alter the event, the following policies apply to ensure participants are treated fairly:

• Event Cancellation: If Rwanda Mining Week is canceled in its entirety by the organizers (for any reason), all registered participants will receive a full refund of their registration fees, including any administrative/processing fees. We will strive to process these refunds as quickly as possible (generally within 10–15 business days of the cancellation announcement).
• Event Postponement/Date Change: If the event dates are changed or Rwanda Mining Week is postponed, all registrations will automatically be valid for the new date. Participants will be notified of the new schedule and given the option to either:
  • Attend on the new date (the registration rolls over), or
  • Cancel and receive a full refund, if the new dates are not feasible. Attendees who cannot attend the rescheduled event must inform the organizers by a specified deadline (communicated in the announcement) to receive the refund.
• Venue Change: If the event venue is moved to a different location significantly far from the original (for example, a different city or a venue that imposes unexpected travel burdens), participants who are unable to attend due to this change may request a full refund. Such requests should be made within a reasonable time after the venue change announcement.
• Partial Cancellation (Specific Sessions/Days): If certain sessions, workshops, or a particular day of a multi-day event are canceled by the organizers (e.g., due to a speaker cancellation or other issue), the organizers will evaluate partial refunds or credits proportional to the canceled portion. Affected attendees will be informed of any compensation, which could include a refund of a single-day ticket rate for that day or a discount voucher for future RMW events.

The event organizers will communicate any cancellation or significant change promptly and clearly via official RMW channels (email, website, and social media). In all of the above cases, no administrative fees will be deducted—full amounts paid will be returned since the change is initiated by the organizers. This full-refund commitment for organizer-initiated changes aligns with standard event policy practices and is intended to maintain trust with our participants.

Force Majeure Events

If Rwanda Mining Week is affected by force majeure circumstances (events beyond our control such as extreme weather, natural disasters, public health emergencies, government regulations, etc.), the following will apply:

• Right to Postpone or Modify: The event organizers reserve the right to postpone, shorten, extend, or otherwise modify the event format in response to a force majeure situation, prioritizing the safety and well-being of participants. For example, the event dates might shift, the program could be condensed, or the format might change from in-person to hybrid/virtual if necessary.
• Communication: We will notify all registered participants as soon as possible regarding any changes due to force majeure, providing clear information on new dates, format changes, or other adjustments.
• Refund/Transfer Options: If the event is postponed or moved online due to force majeure, participants will generally have the option to either:
  1. Attend the rescheduled or modified event – all registrations would automatically transfer to the new date/format; or
  2. Request a full refund – if participants cannot or do not wish to attend under the new schedule or format, they can cancel and receive a full refund of their registration fee. A specific window (e.g., within 14 days of the announcement) will be provided to submit such refund requests. After that window, remaining registrations will be assumed to carry over to the new date.
• Event Cancellation due to Force Majeure: If a force majeure situation forces a complete cancellation of Rwanda Mining Week with no reasonable rescheduling option, all participants will receive full refunds as described in the “Event Cancellation” section above.

The intent is to ensure that participants are not financially penalized for unforeseen events beyond anyone’s control, while also allowing the event to adapt if possible. Many global events faced similar scenarios (for example, pivoting to virtual formats during pandemics) and offered attendees choices of credits or refunds; we will follow those best practices. We appreciate attendees’ understanding in such exceptional circumstances.

Special Circumstances and Exceptions

While the above policies cover typical situations, we recognize that individual extenuating circumstances might arise. The event organizers may, at their discretion, make exceptions or provide additional remedies in the following scenarios:

• Visa Denial: International participants who are unable to attend because their entry visa to the host country (Rwanda) was denied or not issued in time may be eligible for a refund even if the cancellation request comes after the standard deadline. Proof of timely visa application and the official visa denial (or non-issuance) is required. In such cases, up to a 90% refund of the registration fee may be granted (retaining 10% to cover certain unrecoverable costs). Each case will be reviewed individually; affected participants should inform the event team as soon as a visa issue is known.
• Medical Emergencies: If a participant or an immediate family member has a serious illness or medical emergency that prevents attendance, the organizers will consider refund requests regardless of the standard deadlines. Documentation (e.g., a doctor’s note or hospital record) will be needed. Depending on timing and preference, either a refund (full or partial) or a credit toward the next RMW event may be offered. We strive to be compassionate in genuine emergencies.
• Travel Disruptions: If unexpected major travel disruptions occur (e.g., widespread flight cancellations, natural disaster impacting travel) that prevent a participant from arriving, we will work with the participant on a case-by-case basis. If the disruption is widespread (impacting many attendees), this likely falls under the Force Majeure provisions above. If it’s a more isolated incident (e.g., an individual flight cancellation with alternative options available), a refund might not be guaranteed, but we may facilitate alternatives such as remote participation where feasible.
• Duplicate Payments or Errors: If a participant accidentally registers twice or is erroneously charged more than once, we will refund the duplicate payment in full, regardless of timing. Any such issues should be reported to the registration team immediately for prompt correction.
• Other Hardships: Any other extreme hardship cases (for instance, bereavement or other personal crises) not covered above can be communicated to us. Although our policy can’t account for every scenario, we will give careful consideration to serious situations that might merit an exception.

Note: Exceptions are not guaranteed and are made at the discretion of the Rwanda Mining Week management. Our team will carefully review any requests for special consideration. Participants seeking an exception should provide as much information as possible to help in the decision-making. While we aim to be fair and accommodating, our ability to provide refunds outside the standard policy may be limited by financial and operational constraints.

Refund Request Process

To ensure cancellations and refunds are handled efficiently, please follow this process:

1. Submit a Written Request: All cancellation, refund, or registration transfer requests must be submitted in writing via email to the official Rwanda Mining Week registration support team. The designated email address (as provided in your registration confirmation and on the RMW website) is typically info@rwandaminingweek.com. In your email, include:
   • Registrant Details: Your full name, registration ID or confirmation number, and contact information.
   • Request Details: A clear statement of your request (e.g., “Cancellation and refund request,” or “Transfer registration to [Name of colleague]”). If you are canceling due to a special circumstance (visa, medical, etc.), briefly explain and attach supporting documents.
   • Date of Request: The date of the email will determine what refund (if any) you are eligible for, based on the schedule above. (For example, an email sent 16 days before the event qualifies for a 50% refund, whereas one sent 10 days before falls in the no-refund period.) It’s advisable to send your request as soon as you know you cannot attend.
2. Acknowledgment and Review: You will receive an acknowledgment email within 2 business days confirming that your request was received. The registration team will then review your request against this policy:
   • If your request is within the allowable refund period and meets the criteria, they will approve the refund (or transfer) and communicate the next steps or any additional information needed.
   • If your request is outside the standard policy (e.g., a late cancellation asking for an exception), it will be escalated to management for a decision. You may be asked for more details. We aim to provide a decision on exception requests in a timely manner as well.
   • For transfers, once processed, both you and the new attendee will receive confirmation emails.
3. Refund Processing: Approved refunds will be processed within 14 business days of approval (often sooner).
   • If you paid by credit card or online payment platform, the refund will be issued back to the same card/account that was used. You will receive a transaction confirmation once the refund is initiated, but note it might take your bank or credit card provider a few additional days to reflect the credit.
   • If you paid by bank transfer or other offline means, the team will coordinate with you to arrange the refund (you may need to provide your bank details if not on record). Bank refunds will be initiated promptly once details are confirmed.
   • All refunds are issued in the original payment currency. The event organizers are not responsible for differences due to currency exchange fluctuations or any bank service fees on the recipient’s end.
4. Confirmation: You will receive a final confirmation email once your refund or transfer is completed. For refunds, this email will specify the amount refunded and any deductions (e.g., the RWF 5,000 admin fee if applicable). Keep this email as a receipt for your records. If you don’t receive your refund within the expected timeframe, contact the registration support, and we will assist in tracing it.

Following these steps helps both you and the organizers to handle refunds and cancellations smoothly and transparently. Our registration team is committed to providing timely support throughout this process.

Financial Implications and Participant Responsibilities

Participants are responsible for understanding this policy at the time of registration. During the registration process, you will be required to acknowledge that you have read and agreed to this Refund and Cancellation Policy (typically via a checkbox or signed form). This ensures everyone is aware of the terms upfront. Key points to note:

• Early vs. Late Cancellations: The generous full refund offered up to 30 days prior is meant to encourage early decision-making. If you foresee that you cannot attend, cancel as early as possible to avail the maximum refund. This also allows the event team to adjust plans or offer your spot to someone else. Conversely, if you wait until the last two weeks, be aware that a refund will not be available. These timelines are standard practice and help the event manage pre-paid expenses.
• No-Show Penalties: If you simply do not show up without any notice (a “no-show”), you will not be entitled to any refund, and you also forfeit any event materials or merchandise that would have been given out. No-shows hurt the event because resources are allocated for expected attendees. We strongly urge you to inform us even at the last minute if you cannot attend, so we have a record (even if you won’t get a refund, it’s helpful for planning).
• Partial Attendance: If you attend only part of the event (for example, only one day of a multi-day event) by your own choice, you are not entitled to a partial refund for the portions you missed. Registration fees cover the event as a whole, unless single-day tickets are explicitly sold. (If Rwanda Mining Week offers single-day passes or workshop tickets separately, the refund policy would apply to those as specified.)
• Travel and Accommodation: This refund policy only covers the event registration fees. It does not cover your travel, accommodation, visas, or any other expenses. Those costs are incurred at your own risk. We recommend booking travel and lodging with flexible terms or purchasing travel insurance, especially in uncertain times. If the event is postponed or canceled, we will do our best to inform everyone promptly, but we cannot reimburse personal travel costs (aside from perhaps helping negotiate with partner hotels or airlines in extreme cases).
• Code of Conduct and Revocation: All attendees are expected to abide by the event’s Code of Conduct and terms of participation. In the rare event that someone is removed from the conference for violating these rules (for instance, due to harassment or other misconduct), no refund will be issued for the remaining event time. This is standard for conferences – disciplinary removals for cause do not trigger refunds, as the individual is at fault. We do not anticipate this happening, but it is stated for completeness: anyone expelled from the event for misconduct forfeits their registration fee.

By registering, you acknowledge these responsibilities. The policy’s structure is designed to be fair: providing flexibility when possible, but also protecting the event from last-minute financial losses and ensuring a high-quality experience for those who do attend.

Communication and Policy Updates

We believe in open communication about our policies to avoid surprises:

• Effective Date: This Refund and Cancellation Policy is effective as of [Date] (the date it is officially published). It governs the terms for the current edition of Rwanda Mining Week. All registrants are bound by this policy.
• Updates: The event organizers reserve the right to update or modify this policy for future editions of Rwanda Mining Week. Any changes will be made before registrations open for those future events. We will not change the policy for the current event once people have registered, unless it’s to offer a more generous option (for example, extending a deadline due to unforeseen circumstances) – and such change will be clearly communicated.
• Notification of Changes: If any significant change is made to the refund policy (for instance, if we decide to extend a refund deadline or add a new refund option), all affected registrants will be notified via email, and the revised policy will be posted on the official RMW website (http://rwandaminingweek.com/) with the revision date. We strive to ensure no one is caught off guard by policy changes.
• Governing Law: This policy is governed by the laws of the Republic of Rwanda. In case of any disputes arising from refunds or cancellations, Rwandan law will apply. We have crafted this policy to be in line with common business practices and consumer protection standards applicable in Rwanda for event services.
• Contact Information: For any questions, clarifications, or feedback regarding this policy, participants can contact the Rwanda Mining Week team at info@rwandaminingweek.com or by calling the support line provided on our website. We encourage you to reach out if anything is unclear or if you need assistance; our team is here to help.
• Feedback: We welcome feedback on our registration and refund process. After the event, participants may receive a survey where they can comment on their experience, including registration and cancellations. We review this feedback to improve future policies. If you have suggestions or concerns, feel free to include them in your communications with us. Our goal is to continuously refine our policy to better serve the Rwanda Mining Week community.