Cancellation Policy

Welxis Connect understands that circumstances may change, necessitating the cancellation of your participation in the World Education Conclave & Expo 2026 (WEC)scheduled for May 22-24, 2026. This policy defines the procedure for canceling registrations and contracts, the transfer of participation rights, and the management of "No-Show" scenarios.

This policy applies to all forms of participation, including Exhibition Space, Sponsorships, Delegate Registrations, and Speaker Slots.

1. Procedure for Cancellation

• Written Notice Mandatory: All cancellations must be submitted in writing via email to the WEC Compliance Office (compliant@welxis.com). Cancellations made via telephone, WhatsApp, social media, or to sales agents verbally will not be accepted as valid.
• Effective Date: The "Date of Cancellation" is recorded as the date the written email is received and acknowledged by the WEC Organizing Committee during Indian Business Hours (IST).
• Financial Settlement: The acceptance of a cancellation request does not automatically guarantee a refund. Financial penalties are governed strictly by the WEC 2026 Refund Policy.

2. Attendee & Delegate Cancellations

A. Substitution Policy (Name Change)

We encourage participation. If you are unable to attend, you may transfer your registration to a colleague from the same organization.

• Deadline: Substitutions must be requested on or before May 08, 2026 (14 days prior to the event).
• Fee: One substitution is permitted free of charge. Subsequent changes may incur an administrative processing fee.
• On-Site: Name changes at the registration desk on the event days (May 22-24) are not permitted due to security badge printing protocols.

B. "No-Show" Policy

If a registered attendee fails to attend the event on May 22, 2026, without prior written notice ("No-Show"):

• The registration is forfeited.
• No refunds or credits will be issued.
• Access to post-event materials (recordings, delegate lists) may be revoked at the organizer&spos;s discretion.

3. Exhibitor & Sponsor Cancellations

A. Release of Space

Upon receipt of a cancellation notice from an Exhibitor:

• Right to Resell: Welxis Connect reserves the absolute right to re-market and resell the canceled booth space to another exhibitor immediately.
• No Claim on Space: The canceling exhibitor forfeits all claims to the specific booth location, regardless of whether a refund has been issued or if the space remains unsold.
• Empty Booth Rule: To maintain the professional aesthetic of the expo, exhibitors are not permitted to leave a booth empty. If a cancellation occurs after May 01, 2026 (approx. 3 weeks out), and the space cannot be resold, the Organizer reserves the right to dress/brand the space as a "Welxis Connect Lounge" or allocate it to a partner to avoid a gap in the floor plan.

B. Reduction of Contracted Space (Downgrading)

Requests to reduce the size of a booked stand (e.g., moving from 36sqm to 18sqm):

• Are subject to the approval of the Organizing Committee.
• Are treated as a cancellation of the original contract and the creation of a new booking.
• The difference in cost is subject to the penalty tiers outlined in the Refund Policy.
• The Organizer reserves the right to relocate the exhibitor to a different location on the floor plan that matches the new smaller size.

4. Cancellation by the Organizer (Welxis Connect)

A. For Cause

Welxis Connect reserves the right to cancel any participation contract immediately and without refund if:

• The participant fails to pay installments by the due dates outlined in the invoice.
• The participant breaches the Exhibitor Code of Conduct (e.g., unauthorized subletting of space, promotion of illegal educational services, or unapproved political activity).

B. Event Rescheduling

If WEC 2026 is rescheduled (dates changed from May 22-24) or relocated (venue changed within Bengaluru) due to commercial or operational reasons: Registrations and bookings typically remain valid for the new dates/venue. If the participant cannot attend the new dates, they must notify the Compliance Office within 30 days of the announcement to request a cancellation without penalty.

5. Third-Party Expenses

Welxis Connect is not liable for any costs incurred by participants related to their attendance, aside from the registration/booth fees paid directly to us.

• We will not reimburse costs for: Airfare, Hotel accommodation, Freight/Shipping, Visa application fees, or Third-party vendor deposits (e.g., booth builders).
• Participants are strongly advised to purchase comprehensive Travel & Event Insurance to cover these risks.

6. Outstanding Invoices

Cancellation does not absolve the participant of financial liability.

• If a participant cancels after a penalty deadline (e.g., less than 90 days before May 22, 2026) but has not yet paid their full invoice, they remain legally liable to pay the outstanding balance due to the Organizer as liquidated damages.

7. Contact Information