Official Policy

Refund & Cancellation Policy

Please review the official refund, cancellation, credit, visa denial and force majeure policies applicable to registrations and services provided by VOOICE Assembly LLC.

Official Policy VOOICE Assembly LLC

Effective Date September 1, 2026

This Refund & Cancellation Policy applies to all registrations, delegate categories, and service applications for VOOICE Assembly LLC and its subsidiaries, including the European Voice Assembly (EVA).

Non-Refundable Fees

Application Consideration Fees (€12.99 / applicable category fees) and Official Visa Invitation Letter Fees (€99) are 100% non-refundable under all circumstances.

Why? Application fees cover non-recoverable administrative processing, merit evaluations, and candidate profiling. Visa Invitation Letter fees cover the operational and administrative service of issuing official documentation upon request.

Default Refund Method

All approved refunds or credits are issued exclusively as EVA Honor Credits.

18 Months Validity

Non-Cash Redemption

Non-Transferable Standard Rule

EVA Honor Credits are non-cash redeemable and non-transferable to other individuals, unless otherwise explicitly stated in writing by management.

Processing Time

45–50 Business Days

Approved refund claims or EVA Honor Credit allocations require 45 to 50 business days for formal verification, administrative audit, and financial processing.

Voluntary Cancellation

Cancellation eligibility depends on the number of days remaining before the event.

0–14 Days Before Event No Refund
No EVA Honor Credit

→

15+ Days Before Event Credit Eligible
See Section 06

Credit Eligibility

Participants voluntarily cancelling their registration 15 or more days prior to the event may be eligible for partial EVA Honor Credits according to the structured timing schedule.

100%

30+ Days Before Event Eligible for up to 100% EVA Honor Credit of the eligible registration fee.

50%

15–29 Days Before Event Eligible for a reduced EVA Honor Credit of 50% of the eligible registration fee.

Visa Denial Rules & Responsibility

Obtaining a valid visa to enter the destination country is the sole responsibility of the participant, not VOOICE Assembly LLC.

A visa refusal by embassy or immigration authorities does not constitute organizational liability or fault.

Official written proof of visa refusal issued by the relevant embassy or consulate must be submitted.

Visa Refusal Credit Schedule

Up to 60%

Partially Funded participants who submit official proof of visa denial at least 10 days prior to the event start date may be eligible for up to 60% EVA Honor Credit.

Visa denial submissions made less than 10 days before the event will not be eligible for credit or refund.

Substitutions & Transfers

All registrations, delegate passes, and issued EVA Honor Credits are strictly non-transferable.

Limited Substitution Delegate substitutions may be considered and approved at the sole discretion of the executive committee up to 45 days prior to the event, subject to administrative review and reprofiling.

Event Cancellation & Force Majeure

If an event is postponed, rescheduled, or cancelled due to emergencies, natural disasters, political instability, travel bans, or acts of God (Force Majeure), VOOICE Assembly LLC will offer delegates:

Equivalent EVA Honor Credits
Automatic rollover to rescheduled event dates

Cash refunds will not be issued for Force Majeure events.

09A

Third-Party Expenses

VOOICE Assembly LLC is not liable for third-party expenses incurred by participants, including but not limited to:

✈ Flight Bookings 🛡 Travel Insurance 🏨 External Hotel Reservations

Submitting a Refund Request

All refunds and credit requests must be submitted formally in writing.

✉

Official Refund Request Email office@europeanvoiceassembly.org

Required Submission Details

01 Full applicant details

02 Payment receipts

03 Proof of identity

04 Embassy documentation, where applicable

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Please Review Before Registration

By completing a registration, delegate application, or service request, participants should carefully review the applicable cancellation, credit, visa, and force majeure provisions contained in this policy.