Refund of the Conference fee

The conference fee is fully refundable up until Wednesday 9 October 2024 (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 Wednesday 15 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.org.

Please note however that, as per our Travel Reimbursement Policy below, if you book travel and are no longer able to attend the AMC, we will not be able to reimburse the travel expenses. This is why we encourage you to consider refundable/changeable options where possible when booking travel (also in case of flight cancellations, etc). 

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Reimbursement for travel 

As an attendee of the IGLYO Annual Members' Conference, you are expected to book and pay for your travel to the event. IGLYO will reimburse your travel costs up to €300; airport, train/bus station transfer costs come in addition to this. Please note that IGLYO only books and covers accommodation for the duration of the AMC (arrival on Thursday 24 October and departure on Monday 28 October 2024), so if you plan on arriving before or leaving after these dates, you will need to arrange and pay for accommodation yourself for the extra days. Please consider this when booking your travel.

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

Luggage

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

Tickets & Receipts

In order to receive a reimbursement the following must be provided

• Travel itinerary or booking confirmation with costs of the flights and itinerary, this is usually sent to you by email by the airline at the time of purchase
• Boarding pass (in PDF/PNG) - you can take a screenshot of the boarding pass on your phone
• Any other costs incurred with full itemised receipts

Failure to supply tickets or itemised receipts (simple card receipts will not be reimbursed) will make the cost ineligible to our funder, meaning we cannot reimburse you for this cost. Receipts from a credit card machine will not be accepted.

Whenever possible, you should check in online prior to departure and save the copy of electronic boarding passes to be sent with your reimbursement form after the event. If you're not able to provide a boarding pass, we will not be able to reimburse your travel. Please note that some budget airlines require you to check in online to avoid additional charges.

To remember:

• Do not use contactless payments for public transport
• Ask for itemised receipts
• Keep all receipts
• Keep all boarding passes

How to be reimbursed?

Reimbursement will be made after the conference by bank transfer, upon reception of the reimbursement form​​, with all receipts and boarding passes. Please make sure the form and all receipts are sent in 1 PDF file, all instructions are linked in the file.

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

1. Be over 18 years old at the time of going to the AMC
2. Have paid the organisational contribution for the AMC
3. Participate in at least 75% of the AMC programme; 
4. Have all relevant itemised receipts for your costs (a cardholder receipt is not sufficient, the items purchased must be listed on the receipt); 
5. 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);
6. Have sent your reimbursement form​​ and all receipts/boarding passes in one single PDF document to office@iglyo.org by Tuesday 12 November 2024 at 17:00 CET.
7. When sending the form and documents by email, please use "AMC24 Travel Reimbursement - Organisation Name - First Name - Last Name" 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/bus station
• Visa costs
• Travel insurance only if necessary to obtain a Visa

What cannot be reimbursed

• Travel insurance
• Taxi fares (unless required for accessibility reasons or travelling between 23.00 – 06.00 or public transport is not available)
• First class or business travel
• Parking/speeding fines
• Proof of expenses based on card receipts
• Proof of expenses based on bank statements
• Car travel/rental

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/changeable options where possible (also in case of flight cancellations etc). 

Unpaid AMC organisational contribution

The reimbursement will not be made until the organisational contribution (membership fee) has been received by IGLYO. If you would like to avoid that, pay via bank transfer at the conference or last resort, bring the amount in cash, in Euro.

This doesn't apply to you if you have submitted a fee-waiver request and your request was accepted by the IGLYO Board, or the AMC organisational contribution has been paid in advance. 

Timeline

The reimbursement process follows the below timeline:

1. Send your reimbursement form​​ with all receipts in one single PDF document to office@iglyo.org by Tuesday 12 November 2024 at 17:00 CET.
2. The Finance & Administration team will process your documents and make the payment within a month of receiving it. Please note that failure to submit complete documentation will result in delays in reimbursement.