At IGLYO we try to balance fairness with the financial requirements of our funders. Below you can find the details regarding refunds and reimbursements. 

Refund of the Conference fee

The conference fee is fully refundable up until 28 September 2022 (2 weeks prior to the event), after which it is no longer refundable. Your conference fee can be transferred to another person who will attend from the same Member Organisation up until 10 October. To ask for a refund, or to transfer your conference fee to a different attendee, please email our Admin Officer Maruschka at office@iglyo.com. 

Reimbursement for travel 

As an attendee to the IGLYO Annual Members Conference, you are expected to book and pay for your travel to the event, but we will reimburse your travel costs up to 300€ after the conference by bank transfer, on reception of the reimbursement form​ with all receipts and boarding passes, no later than 15 days after the event ends. 

Tickets & Receipts

Everyone, even when your travel is paid for by IGLYO, should ALWAYS keep all tickets and receipts. Boarding passes are especially important, so even if you check in online, please print a paper copy of all tickets. Failure to supply tickets or receipts will render the cost ineligible by our funder, resulting in you being asked to pay back the amount in full. 

Whenever possible, you should check in online prior to departure and save the copy of electronic boarding passes to be sent to office@iglyo.com. This ensures that the boarding passes will not be lost. Furthermore, it is required by some of the budget airlines to check in online to avoid additional charges.

How to be reimbursed?

IGLYO will reimburse your travel costs up to €300 after the conference by bank transfer, on reception of the reimbursement form​, with all receipts (travel booking invoices/receipts and train/bus tickets with the receipt when possible) and boarding passes. You must send all needed digital versions of documents and receipts no later than 15 days after the event ends.

In order to be reimbursed for your travel you must meet the following conditions:

• Participate in at least 75% of the AMC programme; 
• Have all relevant itemised receipts for your costs (a cardholder receipt is not sufficient, the items purchased must be listed on the receipt); 
• Copies of your physical or digital boarding passes (even if you check in online, please save a PDF of the boarding passes that you can send to us);
• Have sent your reimbursement form​ and all receipts in one single PDF document to office@iglyo.comby31 October 2022 at 09:00 CET (final extended deadline).
• When sending the form and documents back by email, please use "AMC 2022 Reimbursement Form + Your Name + Organisation" in the subject line so we may easily track it down.

What can be reimbursed

• Travel from your home country to destination country including travel to/from airport, train or bus station
• Visa costs
• Travel insurance (if necessary to obtain a Visa)

What cannot be reimbursed

• Taxi fares (unless travelling between 23.00 – 06.00 or public transport is not available)
• First class or business travel
• Parking/speeding fines

If the above criteria are not met, reimbursement may not be possible. If you book travel and are no longer able to attend we will not be able to reimburse the travel expenses. We encourage you to consider refundable options where possible. 

Luggage

If luggage is not included in the ticket price, you are allowed to book one item of hold luggage (smallest available). Any additional items of luggage or excess baggage costs will not be reimbursed by IGLYO, unless agreed with IGLYO in advance.

Unpaid organisational contribution

Unless you submitted a fee-waiver request and your request was accepted by IGLYO, or unless the fee has been paid in advance, the organisational contribution will be deducted from your reimbursement. If you would like to avoid that, be prepared to bring the amount in cash in Euro with you or pay via bank transfer at the conference.

Financial difficulties

If you are currently facing difficulties due to the financial conditions in your country, please get in touch with our Admin Officer Maruschka at maruschka@iglyo.com.