Please read this policy carefully before completing your registration. By registering for CVMI-2026, you agree to the terms set out below. All cancellation requests must be submitted in writing to the conference secretariat.

1. Registration Cancellations

Participants who wish to cancel their registration must notify the CVMI-2026 organizing committee by sending a written request to cvmi2026@coeptech.ac.in. Cancellations are processed based on the date the written request is received.

Cancellation Date	Refund Entitlement
On or before August 30, 2026	75% refund of the registration fee paid
September 1 – September 15, 2026	50% refund of the registration fee paid
September 16 – September 30, 2026	25% refund of the registration fee paid
After October 1, 2026	No refund – registration fee is forfeited

2. Paper-Linked Registrations

Each accepted paper must have at least one author registered at the full author rate to ensure inclusion in the conference proceedings and IEEE Xplore. If the registered author cancels:

• Another author of the same paper must complete registration before the cancellation refund is processed.
• Failure to maintain at least one active author registration will result in the paper being withdrawn from the proceedings.
• Refund eligibility remains subject to the standard schedule in Section 1 above.

3. No-Show Policy

Participants who do not attend the conference without prior written cancellation notice will be considered a “no-show.” No refunds will be issued for no-shows, regardless of the reason for absence.

4. Substitution of Participants

Registered participants who are unable to attend may arrange for a substitute attendee at no additional charge, provided written notification is sent to the organizing committee at least 10 days before the conference. Substitution requests submitted after this deadline are subject to approval by the organizing committee.

5. Conference Cancellation or Postponement

In the unlikely event that CVMI-2026 is cancelled or postponed due to circumstances beyond the organizing committee’s control (including force majeure events such as natural disasters, government directives, or public health emergencies), the following terms apply:

• Cancellation: Full registration fees will be refunded, less any non-recoverable administrative or processing costs.
• Postponement: Registrations will be transferred to the rescheduled dates. Participants who cannot attend on the new dates may request a refund within 30 days of the postponement announcement.

6. Workshop and Tutorial Cancellations

If a registered participant wishes to cancel their enrollment in a specific workshop or tutorial session, cancellation requests must be received at least 15 days before the event for a 50% refund of the workshop fee. No refunds will be issued for workshop cancellations received after this period.

7. Processing of Refunds

Approved refunds will be processed within 30 business days of confirmation. Refunds will be issued via the original payment method where possible. Bank transfer charges or payment gateway fees (if any) are non-refundable and will be deducted from the refund amount.

Contact the Conference Secretariat

For all cancellation requests and queries, please contact: Email: cvmi2026@coeptech.ac.in Address: COEP Technological University, Shivajinagar, Pune – 411005, Maharashtra, India