Attending with Confidence: Our Cancellation, Liability & Participation Policy

At Emergency Medicine Symposium, we are committed to creating a high-quality, enriching, and face-to-face experience for all delegates. This document outlines our approach to cancellations, refunds, travel responsibility, program changes, and communication. We have designed it to be transparent, fair, and aligned with the spirit of collaboration that defines our community.

1. Our Commitment to In-Person Collaboration

We believe in the power of being in the room together. The Emergency Medicine Symposium is, and will remain, a fully in-person event. We are not planning for any virtual or hybrid alternatives. In the unlikely event that the in-person symposium cannot proceed due to unexpected or uncontrollable circumstances, we will cancel the event and offer a full refund of registration fees.

This reflects our core belief: the real magic happens when clinicians connect, share, and grow—side by side.

2. Delegate-Initiated Cancellations

We understand that circumstances can change. If you need to cancel your registration:

• On or before 13 March 2026: You will receive a refund, minus a $100 administrative fee.

• Between 14 March and 6 April 2026: A 50% refund will be issued.

• From 7 April 2026 onward: No refunds will be available.

All cancellation requests must be submitted in writing. 

3. Accommodation and Hotel Bookings

While Emergency Medicine Symposium does not profit from accommodation bookings, we are required to meet a minimum room commitment with our host hotel. Booking early through our official link helps us avoid penalties and keeps the planning stress low.

• We are not responsible for changes, cancellations, or disputes related to your accommodation.

• However, if the advertised conference rates are not being honoured—and our group allocation has not yet sold out—we are happy to assist with hotel negotiations where possible.

4. Program Flexibility

We strive to deliver a dynamic and relevant program. However, Emergency Medicine Symposium reserves the right to make adjustments to the agenda, including speaker changes, session formats, or scheduling, without prior notice and without refund.

5. Post-Pandemic Considerations

As you plan your trip, please keep the following in mind:

• Our aim is to continue hosting the event in person, as we have successfully done for the past three years.

• Vietnam currently welcomes international travellers with open borders, and we anticipate this will remain unchanged.

• We will comply with all local Vietnamese health regulations in place at the time, including any requirements for mask usage or safety protocols

6. Travel, Vaccinations, and Insurance

Delegates are individually responsible for ensuring they:

• Meet any applicable mandatory travel requirements of the host country at the time of travel

• Consider obtaining comprehensive travel insurance covering flights, accommodation, health, and unforeseen disruptions

Emergency Medicine Symposium will not be liable for costs or losses related to travel issues, illness, or failure to meet entry or exit requirements.

7. How We’ll Stay in Touch

• Official updates will be sent via email and published on our website.

• During the event, we will use WhatsApp as our primary communication tool for real-time updates and logistics.

To ensure you don’t miss anything, during Conference Registration please provide a WhatsApp-enabled mobile number that will be active during your stay in Vietnam.