Sponsorship Terms & Conditions

• A limited number of sponsors will be accepted based on the available exhibition space and venue floor plan allocation. The final selection and approval of sponsors shall remain at the sole discretion of the Conference Organizing Committee. All promotional content, materials, and activities related to the Conference are subject to prior approval by the Organizer.
• Sponsorship allocation and requested services shall be considered officially confirmed upon receipt of a written confirmation email and an approved Sponsorship Booking Agreement issued by the Event Organizer, “COGROUP.”
• Selected sponsorship opportunities and participation in the Conference must be confirmed at least three (2) months prior to the Conference date through a written confirmation email specifying the selected sponsorship package(s) and/or customized services required.
• Upon confirmation, the sponsor shall pay an initial deposit of 50% of the total sponsorship package and/or requested services fees. The remaining 40% balance shall be paid no later than thirty (30) days prior to the Conference date. Alternatively, and only upon prior written agreement between both parties, the full payment may be settled within thirty (30) days after the Conference date against a confirmed Purchase Order issued by the Sponsor.
• In the event that the required payment is not received within the agreed timeframe and according to the above-mentioned conditions, the sponsorship agreement shall be automatically considered cancelled. In such cases, applicable cancellation fees shall be imposed according to the Cancellation Policy stated below.
• Any cancellation or modification of confirmed sponsorship items must be submitted in writing to the Event Organizer, “COGROUP.”

Cancellation Policy

The Organizer reserves the right to retain the following percentages of the agreed sponsorship amount in case of cancellation:

• 50% of the total agreed package value if cancellation occurs 30 days or more prior to the Conference date.
• 75% of the total agreed package value if cancellation occurs 15 days prior to the Conference date.
• 100% of the total agreed package value if cancellation occurs 7 days or less prior to the Conference date.

• In the event of any sudden increase or adjustment in venue-related costs due to foreign currency exchange rate fluctuations, including changes in the official exchange rate announced by the Central Bank, the sponsorship fees may be adjusted accordingly based on the applicable percentage increase.

Payment Methods

Option 1: Payment by Cheque
Payable to: COGROUP
Option 2: Bank Transfer
Payable to: COGROUP
Bank Name: CIB or Banque du Caire All bank charges and transfer fees shall be borne by the Sponsor.
Value Added Tax (VAT) All sponsorship prices are exclusive of VAT (14%), which will be added to the final invoice.VAT is subject to change according to the latest regulations and instructions issued by the Egyptian Tax Authority.

REGISTRATION TERMS & CONDITIONS

Registration Confirmation

Registration will be considered confirmed only upon completion of the online registration process and receipt of the applicable registration fees by the Event Organizer, C.O.N. GROUP.
A confirmation email, together with an official payment receipt, will be sent to the registered participant once the registration has been successfully processed.
The Conference Organizing Committee reserves the right to decline or cancel any registration in exceptional circumstances, including but not limited to incomplete registration details, non-compliance with the Conference policies, or capacity limitations.

Registration Deadline

Participants are strongly encouraged to complete their registration before the announced registration deadline.
On-site registration, if available, shall be subject to seat availability and may be charged at the applicable on-site registration rate.

Workshops Registration

Registration for hands-on workshops and pre-conference courses is available on a first-come, first-served basis due to the limited number of participants.
Workshop registration is confirmed only after full payment has been received.
The Organizer reserves the right to close workshop registration once the maximum capacity has been reached.

Payment Terms

Registration fees must be paid in full before the participant is entitled to attend the Conference or any associated workshops.
Payments may be made through the payment methods announced by the Organizer.
Any bank charges, transfer fees, or intermediary banking costs shall be borne entirely by the participant.

Cancellation & Refund Policy

All cancellation requests must be submitted in writing by email to C.O.N. GROUP.
Refunds, where applicable, will be processed within thirty (30) working days following the Conference.

The following cancellation policy shall apply:

30–60 days before the Conference: 50% refund.
Less than 30 days before the Conference: No refund.

Substitution Policy

Participant substitutions are permitted at no additional charge until seven (7) days before the Conference, provided that written notification is submitted to the Organizer.
Substitutions are subject to approval by the Conference Organizer.

Conference Modifications

The Organizer reserves the right to modify the scientific program, speakers, workshop schedule, venue, or Conference dates whenever necessary due to circumstances beyond its reasonable control.
Such modifications shall not entitle participants to any additional compensation beyond the applicable refund policy.

Force Majeure

The Organizer shall not be held responsible for cancellation, postponement, or interruption of the Conference due to circumstances beyond its reasonable control, including but not limited to natural disasters, governmental restrictions, pandemics, war, civil unrest, or other force majeure events.

Liability

Participants attend the Conference and workshops at their own responsibility.
The Organizer shall not be liable for any personal injury, illness, loss, theft, or damage to personal belongings during the Conference.

Photography & Media Consent

By registering, participants grant permission for photographs, video recordings, and audio recordings taken during the Conference to be used by the Organizer for educational, promotional, and marketing purposes unless otherwise requested in writing before the event.

Certificate of Attendance

Certificates of Attendance will be issued only to registered participants who attend the Conference and comply with the attendance requirements, where applicable.

Visa Responsibility

Letters of Invitation are issued solely IF NEEDED to support the participant’s visa application and do not guarantee visa approval.
Visa refusal, delay, or cancellation by the relevant embassy or consulate shall not entitle the participant to a refund beyond the applicable Cancellation & Refund Policy.

Letter of Invitation

Official Letters of Invitation IF NEEDED will be issued only after completion of the registration process and in accordance with the Conference policy.
The Conference Organizer assumes no responsibility for decisions made by embassies, consulates, or immigration authorities regarding visa applications.

Currency & Exchange Rate

Registration fees are quoted in the designated Conference currency (USD, EUR, or EGP, as applicable).
Where payment is made in a different currency, the applicable exchange rate at the time of payment shall apply, together with any related banking charges or transfer fees.

Privacy & Data Protection

Personal information collected during registration will be used solely for Conference management, communication, certification, and related administrative purposes.
The Organizer will maintain participant information in accordance with applicable data protection regulations.

Value Added Tax (VAT)

All registration fees are exclusive of Value Added Tax (VAT), where applicable.
VAT shall be added according to the prevailing regulations of the Egyptian Tax Authority at the time of invoicing.