The West African Research and Innovation Management Association (WARIMA) is committed to transparency and fairness in the management of all funds collected for conferences, events, memberships, and related activities. This Refund Policy outlines the conditions under which refunds may be granted.

1. Scope of the Policy

This Refund Policy applies to payments made to WARIMA, including but not limited to:

• Conference and workshop registration fees
• Training programme fees
• Event participation fees
• Other payments collected for WARIMA-organised activities

Unless otherwise stated, this policy does not apply to non-refundable membership dues.

2. General Refund Conditions

Refunds may be considered under the following conditions:

• A written request for a refund is submitted by the payer
• The request is made within the timelines stated in this policy
• The payment was made directly to WARIMA through approved payment channels

All refunds are subject to administrative review and approval by WARIMA.

3. Conference and Event Registration Refunds
4. Participant-Initiated Cancellations

• Requests made 30 days or morebefore the event date:
  Up to 70% refund of the registration fee (after administrative deductions).
• Requests made 14–29 daysbefore the event date:
  Up to 50% refund of the registration fee.
• Requests made less than 14 daysbefore the event date:
  No refund will be issued.

1. Non-Attendance

Failure to attend an event without prior written cancellation does not qualify for a refund.

4. Event Modification or Cancellation by WARIMA

If WARIMA cancels or significantly reschedules an event:

• Participants may choose between a full refundor
• Transfer of paymentto a future WARIMA event or programme.

WARIMA is not responsible for additional costs incurred by participants (e.g., travel, accommodation).

5. Substitution Policy

Where a participant is unable to attend, a substitution may be permitted:

• A replacement participant may attend at no additional cost
• Substitution requests must be submitted in writing before the event

6. Processing of Refunds

• Approved refunds will be processed within 14–30 working days
• Refunds will be made using the original payment method where possible
• Transaction or bank charges may be deducted from the refund amount

7. Non-Refundable Payments

The following payments are non-refundable, except where required by law:

• Membership dues
• Sponsorship fees
• Donations
• Late cancellation fees

8. Exceptional Circumstances

WARIMA may, at its discretion, consider refunds outside this policy in exceptional circumstances such as medical emergencies or force majeure events, subject to documentation.

9. Policy Changes

WARIMA reserves the right to amend this Refund Policy at any time. Changes will be published on the WARIMA website and will take effect immediately.

10. Contact Information

All refund requests or enquiries should be directed to:

WARIMA Secretariat

Email: warimaoffice@gmail.com