Cancellation and refunds
HMDS 2027 registration terms · Review copy
The attendee refund schedule below has been agreed by the organizer. Dinner, sponsorship, event cancellation and the remaining merchant terms still need final confirmation with KaiLinks before this policy takes effect.
Registration and payment
HMDS handles symposium registration, accompanying persons and symposium extras. New HERO competition registration and payments are managed separately on the HERO website, under its current participation terms. Gala dinner tickets cost €50 per person and are not included in symposium registration. KaiLinks collects HMDS payments. A registration is confirmed only after payment is verified; closing checkout does not cancel a booking or issue a refund.
Historical HMDS bookings, including recorded competition items, remain unchanged and retain their applicable agreed terms. They are not automatically transferred to HERO or charged again. Contact the organizers about an existing booking before making another payment.
Payment-collection partner
KAILINKS LLC, a Wyoming limited liability company operating as KaiLinks, collects registration payments. Mailing address: 30 N Gould St, Ste N, Sheridan, WY 82801, United States. For booking, payment or refund questions, reply to your registration email or use the conference contact details.
Attendee cancellation schedule
For a voluntary cancellation, the following percentages apply to the paid conference and accompanying-person registration fees being cancelled. All deadlines use Japan Standard Time (JST, UTC+9).
| Request received | Refund |
|---|---|
| Through 28 February 2027, 23:59 JST | 90% · 10% cancellation charge |
| 1–15 March 2027, through 23:59 JST on 15 March | 50% · 50% cancellation charge |
| From 16 March 2027, 00:00 JST, including no-shows | No voluntary-cancellation refund |
The retained portion covers cancellation and payment handling; no additional organizer processing deduction is proposed. Refunds are calculated in EUR. Your bank or payment provider may apply its own currency conversion or charges. KaiLinks must confirm the final fee treatment before payments open.
How to request a cancellation
Reply to your registration email with your HMDS booking reference, attendee name and the items you wish to cancel. If you have not received that email, use the conference contact details. Requests are handled by the organizers and KaiLinks; there is no automatic cancellation button.
A request is not a refund confirmation. We will confirm the reviewed amount and next steps in writing. Card refunds are returned through the original payment route. Transfer refunds require verification by KaiLinks. Do not email card numbers, passwords or bank login details.
Dinner, papers and sponsorship
- Dinner cancellation terms depend on the venue agreement and will be confirmed before ticket payments open. The registration schedule above does not yet apply to dinner tickets.
- Changes affecting registered papers and additional-paper fees require confirmation with the program committee. Cancelling attendance does not automatically transfer a paper's registration coverage.
- Sponsorship services, cancellation and refunds must be agreed in writing with the organizers and KaiLinks before payment. The attendee schedule is not a sponsorship refund promise.
Event changes and payment errors
If the event or a purchased activity is cancelled or postponed by the organizers, the applicable options will be communicated separately. Those terms, including treatment of travel and accommodation costs, must be finalized before payments open. Duplicate or incorrect payments must be reported for review; they are not treated automatically as voluntary cancellations.
These terms do not limit any rights that cannot be excluded under applicable law.
Before opening payments
The organizer has supplied the payment partner's legal name and mailing address above. Dinner and sponsorship terms, event cancellation arrangements and refund handling still require final confirmation. Approve and publish the final terms and privacy notice, update the policy version, and then enable the service. This review copy is not a complete legal-compliance assessment.