Registration & Refund Policy
20th Annual Conference of the Saudi Orthodontic Society · Fairmont Riyadh · 10–11 December 2026
Key dates at a glance: cancellations received on or before 10 November 2026 qualify for a 70% refund (less SAR 100 processing fee) · no refunds after 10 November 2026 · registration transfers until 3 December 2026 (SAR 50 fee).
Section 1
Registration
Confirmation of Registration
Registration shall be deemed confirmed only upon successful completion of the online registration process and receipt of the applicable registration fee in full. A confirmation email will be sent to the email address provided during registration. Attendees are advised to retain this confirmation for their records.
Accuracy of Information
Attendees are responsible for ensuring that all information submitted during registration is accurate, complete, and up to date. The Saudi Orthodontic Society (hereinafter referred to as the “Society”) shall not be held responsible for delays, administrative complications, or loss of registration-related benefits resulting from inaccurate or incomplete information provided by the attendee.
Eligibility for Discounted Rates
Discounted registration rates, including those applicable to Society members, residents, and students, are available exclusively to individuals who satisfy the relevant eligibility criteria at the time of registration. The Society reserves the right to request supporting documentation to verify eligibility.
Where an attendee registers under an incorrect category, the Society may require payment of the applicable fee difference before the commencement of the conference. Failure to settle the outstanding amount within the specified period may result in cancellation of the registration, subject to the refund provisions of this Policy and applicable law.
Availability and Right of Refusal
All registrations are subject to availability and compliance with the applicable registration requirements. The Society reserves the right to reject or cancel a registration on reasonable grounds, including non-compliance with eligibility requirements, inaccurate information, or failure to complete payment.
Where the Society cancels a confirmed registration for reasons not attributable to the attendee, the attendee shall be entitled to a full refund of the registration fee paid.
Registration Transfers
Registrations are personal and may not be transferred to another individual without the Society’s prior written approval.
Requests for registration transfers must be submitted to info@sos.sa no later than 3 December 2026 and must include the replacement attendee’s full name, contact information, and professional registration category.
The replacement attendee must satisfy the eligibility requirements applicable to the original registration category. An administrative transfer fee of SAR 50 shall apply to each approved transfer.
Section 2
Cancellation by the Attendee
Written Cancellation Requests
All cancellation requests must be submitted in writing to info@sos.sa. The date on which the Society receives the cancellation request shall determine the attendee’s eligibility for a refund.
Refund Eligibility
Attendees who submit a cancellation request on or before 10 November 2026 shall be eligible for a refund equivalent to 70% of the registration fee paid, subject to a deduction of SAR 100 as an administrative processing fee.
Late Cancellations and No-Shows
Cancellation requests received after 10 November 2026 shall not be eligible for a refund, except where otherwise required by applicable law.
Failure to attend the conference, regardless of the reason, shall not entitle the attendee to a refund. Unused registrations may not be transferred or carried forward to future conferences or events, except as expressly permitted under this Policy.
Refund Processing
Approved refunds shall be processed through the original payment method within 20 business days of approval, subject to the processing procedures of the relevant financial institution or payment service provider.
Any applicable third-party banking or payment-processing charges may be deducted from the refund amount, provided such deductions are permissible under applicable law and have been appropriately disclosed to the attendee.
Section 3
Changes, Postponement, or Cancellation by the Society
Conference Cancellation
If the conference is cancelled by the Society, registered attendees shall be entitled to a full refund of the registration fees paid.
To the extent permitted by applicable law, the Society shall not be responsible for expenses incurred independently by attendees, including travel, accommodation, transportation, visa fees, or other incidental costs arising from the cancellation.
Conference Postponement
If the conference is postponed, existing registrations shall remain valid for the rescheduled dates.
Attendees who are unable or unwilling to attend on the revised dates may request a full refund of the registration fee by submitting a written request within 14 calendar days of the official postponement announcement.
Change of Conference Format
If the conference is converted from an in-person event to a virtual format, existing registrations shall remain valid for the virtual conference.
Where the applicable virtual registration fee is lower than the amount originally paid, the Society shall refund the difference.
Any additional rights arising from a material change in the conference format shall remain subject to applicable law.
Programme and Operational Changes
The Society reserves the right to make reasonable modifications to the conference programme, including changes to speakers, session schedules, scientific content, and venue arrangements, where necessary for operational, scientific, or organizational reasons.
Such modifications shall not, in themselves, constitute grounds for a refund, provided that the essential nature and purpose of the conference remain substantially unchanged and subject to applicable law.
Section 4
Attendee Conduct
Code of Conduct
All attendees are expected to comply with the Society’s Code of Conduct, conference regulations, and reasonable instructions issued by the conference organizers.
Admission and Removal
The Society reserves the right to deny admission to, or remove from the conference, any attendee whose conduct constitutes a serious breach of the applicable Code of Conduct or poses a risk to the safety, security, or orderly operation of the event.
No Refund upon Removal
Attendees removed from the conference for substantiated violations of the Code of Conduct shall not be entitled to a refund, except where otherwise required by applicable law.
Section 5
General Provisions
Data Protection and Privacy
Personal information collected during registration shall be processed for legitimate conference-related purposes, including registration administration, payment processing, attendee communications, and Continuing Medical Education/Continuing Professional Development (CME/CPD) certification.
All personal data shall be handled in accordance with the Society’s Privacy Policy and applicable laws and regulations of the Kingdom of Saudi Arabia, including the Personal Data Protection Law (PDPL).
Review of Refund and Transfer Requests
All refund and registration transfer requests shall be reviewed by the Conference Organizing Committee in accordance with the provisions of this Policy.
The Committee’s administrative decisions shall be final within the Society’s internal review process, without prejudice to any statutory or contractual rights available to attendees under applicable law.
Amendments to the Policy
The Society reserves the right to amend or update this Policy when reasonably necessary.
Unless otherwise required by applicable law or expressly agreed upon by the attendee, the version of the Policy in effect at the time of registration shall govern the attendee’s registration.
Governing Law
This Policy shall be governed by and interpreted in accordance with the applicable laws and regulations of the Kingdom of Saudi Arabia.
Nothing in this Policy shall be interpreted as excluding or limiting any rights or remedies that cannot lawfully be waived or restricted.
Acceptance of Terms
By completing the registration process and submitting payment, the attendee acknowledges having read and understood this Policy and agrees to be bound by its terms, subject to applicable law.
Contact
Questions About This Policy?
For registration inquiries, cancellation requests, refunds, or registration transfers, contact the Saudi Orthodontic Society at info@sos.sa.