REFUND AND CANCELLATION POLICY
Philippine Society of Animal Reproduction (PhilSAR)
Effective Date: August 18, 2026
The Philippine Society of Animal Reproduction (PhilSAR) is committed to maintaining fair and transparent policies regarding payments made for membership, scientific conferences, conventions, seminars, workshops, training programs, and other PhilSAR activities.This Refund and Cancellation Policy explains the general conditions under which payments may be refunded, transferred, credited, or considered non-refundable.
1. Membership Fees and Annual Dues
Membership application fees, membership fees, life membership fees, institutional membership fees, and annual membership dues are generally non-refundable once membership has been approved, activated, or renewed.
If a payment was made in error, duplicated, or charged incorrectly, the member should contact the PhilSAR Secretariat as soon as possible so that the transaction can be reviewed.
Payment of membership fees does not automatically guarantee approval of an application when membership is subject to eligibility requirements or approval under the PhilSAR Constitution, By-Laws, policies, or applicable Board resolutions.
If an applicant is determined to be ineligible for membership before membership is activated, PhilSAR may refund the applicable payment, subject to any non-refundable transaction or processing charges.
2. Conferences, Conventions, and Scientific Meetings
Registration fees for PhilSAR conferences, conventions, scientific meetings, symposia, and similar events may be refundable when a written cancellation request is received within the refund period specified for the particular event.
Unless a separate event-specific refund policy provides otherwise:
Cancellations received 30 days or more before the event may be eligible for a refund, less applicable bank, payment gateway, administrative, or processing charges.
Cancellations received 15–29 days before the event may be eligible for a partial refund of up to 50% of the registration fee.
Cancellations received less than 15 days before the event are generally non-refundable.
Failure to attend an event without prior written cancellation (no-show) is non-refundable.
Event-specific registration terms published by PhilSAR shall take precedence when they provide different cancellation deadlines or refund conditions.
3. Workshops, Training Programs, and Other Paid Activities
Fees paid for workshops, technical training, certification activities, field demonstrations, and other programs may be refundable according to the cancellation terms announced for the particular activity.
Where PhilSAR has already incurred expenses for training materials, meals, accommodation, transportation, laboratory supplies, biological materials, venue reservations, certificates, or other participant-specific arrangements, these costs may be deducted from any approved refund.
Certain specialized activities may be designated as non-refundable at the time of registration because of advance commitments or limited participant capacity.
4. Participant Substitution
When cancellation is no longer eligible for a refund, PhilSAR may, at its discretion, allow a registered participant to transfer the registration to another eligible person.
Requests for participant substitution must be submitted in writing to the PhilSAR Secretariat before the event and may be subject to verification, eligibility requirements, applicable price differences, and administrative deadlines.
Membership itself may not be transferred from one person to another.
5. Duplicate or Incorrect Payments
If you believe that you have:
Paid the same fee more than once;
Been charged an incorrect amount;
Paid for the wrong registration or membership category; or
Experienced another payment-related error,
please contact the PhilSAR Secretariat promptly and provide the relevant payment confirmation, receipt, reference number, and other supporting information.
Verified duplicate or erroneous payments will be corrected or refunded as appropriate.
6. Event Cancellation by PhilSAR
If PhilSAR cancels an event and does not provide a replacement or rescheduled activity, registered participants will generally be offered a refund of the registration fee paid to PhilSAR.
PhilSAR will not ordinarily be responsible for expenses incurred independently by participants, including airfare, transportation, accommodation, visa fees, travel insurance, or other personal expenses, except where otherwise required by applicable law.
Participants are therefore encouraged to consider flexible or refundable travel arrangements when attending PhilSAR events.
7. Event Rescheduling or Changes
PhilSAR reserves the right, when reasonably necessary, to modify an event's date, venue, format, program, speakers, schedule, or other arrangements.
If an event is rescheduled, existing registrations may automatically be transferred to the new date. When appropriate, PhilSAR may also provide participants with options such as registration credit, transfer, or refund.
Changes to individual speakers, sessions, topics, schedules, or program components do not ordinarily constitute cancellation of the event and do not automatically entitle a participant to a refund.
8. Force Majeure and Circumstances Beyond PhilSAR's Control
Events may be cancelled, postponed, relocated, or modified because of circumstances beyond PhilSAR's reasonable control, including natural disasters, severe weather, public health emergencies, government restrictions, transportation disruptions, civil disturbances, venue emergencies, or other unforeseen circumstances.
In such situations, PhilSAR will endeavor to provide reasonable alternatives, which may include rescheduling, virtual participation, registration transfer, credit toward a future activity, or a refund where feasible.
Any refund may take into consideration unavoidable expenses already incurred by PhilSAR, subject to applicable law and the specific circumstances of the event.
9. Sponsorships, Donations, and Contributions
Sponsorship payments are governed by the applicable sponsorship agreement, package, proposal, or written arrangement between PhilSAR and the sponsor.
Voluntary donations and contributions made to PhilSAR are generally non-refundable once received and properly applied, except in cases of duplicate or erroneous transactions or when otherwise required by law.
10. Payment Gateway, Bank, and Processing Charges
Approved refunds may be reduced by non-refundable charges imposed by banks, payment gateways, online platforms, credit card providers, remittance services, or other financial service providers where such charges cannot reasonably be recovered by PhilSAR.
PhilSAR will endeavor to clearly communicate any applicable deductions when processing an approved refund.
11. How to Request a Refund
All refund requests must be submitted in writing to the PhilSAR Secretariat and should include:
Full name of the member or participant;
Email address and contact information;
Membership, event, or activity concerned;
Date and amount of payment;
Official receipt, transaction reference, or proof of payment;
Reason for requesting the refund; and
Any other information reasonably required to verify the transaction.
Submitting a request does not automatically guarantee a refund. Requests will be evaluated according to this Policy, any applicable event-specific terms, the circumstances of the transaction, and applicable Philippine laws.
12. Processing of Approved Refunds
Once a refund has been approved, PhilSAR will endeavor to process it within a reasonable period.
The time required for the refunded amount to appear in the recipient's account may depend on the original payment method, bank, payment gateway, or financial institution.
Where reasonably practicable, refunds will be returned through the original method of payment. Alternative arrangements may be made when necessary.
13. Event-Specific Policies
Certain PhilSAR conferences, international congresses, workshops, training programs, or collaborative activities may have their own published refund and cancellation conditions.
Where an event-specific policy differs from this general Refund and Cancellation Policy, the event-specific terms communicated to the participant at the time of registration shall apply to that event.
14. Policy Updates
PhilSAR may revise this Refund and Cancellation Policy from time to time to reflect changes in organizational activities, payment systems, event requirements, or applicable laws.
The version applicable to a transaction will generally be the policy or event-specific terms in effect at the time the payment or registration was made, unless otherwise required by law.
15. Contact Us
For refund requests, payment concerns, cancellations, or questions regarding this Policy, please contact:
Philippine Society of Animal Reproduction (PhilSAR)
Email: secretariat@philsar.org
Website: www.philsar.org
PhilSAR is committed to handling membership, registration, and payment concerns fairly, consistently, and transparently while safeguarding the resources necessary to carry out its scientific, educational, and professional activities.