Registration

Registration Terms, Cancellation & Refund Policy

The registration policy for SWSM 2026: confirmation, payment, receipts and invoices, cancellation and refunds, visa refusal, substitution and changes to the conference.

Registration Confirmation

Registration for SWSM 2026 is considered confirmed only once the applicable registration fee has been successfully received by the organisers.

Following successful payment, the participant will receive an automatic registration confirmation by email, including the registration reference and payment confirmation.

Participants are responsible for ensuring that the email address entered during registration is correct.

Payment Methods

Registration fees may be paid using the payment methods made available through the registration platform:

Online payment by credit/debit card;

Any bank transfer charges, intermediary bank fees or currency-conversion costs are the responsibility of the participant. The organisers must receive the full registration amount.

For bank transfers, the participant should include their full name and registration reference in the payment description.

Receipts and Invoices

A payment confirmation/receipt will be issued following successful payment.

Participants requiring an invoice or other billing document should provide the required billing information during registration, including:

Individual or organisation name;
Billing address;
Country;
Tax/VAT identification number, where applicable;
Purchase order or internal reference, where applicable.

Cancellation and Refund Policy

All cancellation requests must be submitted in writing to registration@iwa-smsw2026.org and must clearly indicate the participant’s full name and registration reference.

Cancellations received on or before 12 November 2026

Participants who cancel on or before 12 November 2026 are eligible for a refund of the registration fee paid, minus a €50 administrative fee and any non-refundable bank or payment-processing charges.

Cancellations received after 13 November 2026

No registration-fee refund will be issued for cancellations received after 13 November 2026.

No refund will be provided for:

failure to attend the conference;
late arrival or early departure;
cancellation of an individual presentation by the participant;
travel or accommodation disruptions that are outside the responsibility of the organisers.

Approved refunds will be processed using, wherever possible, the original payment method and may take up to 30 days following approval.

Visa Refusal

Obtaining the appropriate visa and travel authorisation is the responsibility of the participant.

An official conference invitation letter may support a visa application but does not constitute a guarantee that a visa will be issued.

Where a participant’s visa application is formally refused, a refund may be requested provided that:

the refund request is received on or before 13 November 2026; and
a copy of the official visa-refusal notification is provided.

The standard cancellation conditions will apply, including the €50 administrative fee and any non-refundable banking or payment-processing charges.

Visa refusals notified after the cancellation deadline will not be eligible for reimbursement.

Delegate Substitution

If a registered participant is unable to attend, the registration may be transferred to another participant upon written request.

Substitution requests must be received no later than 30 November 2026.

No administrative charge will apply where the substitute participant qualifies for the same registration-fee category.

If the substitute participant is subject to a higher registration fee—for example because of IWA membership status or country-rate classification—the difference must be paid before the substitution is confirmed.

No reimbursement of a fee difference will be made where the substitute qualifies for a lower registration rate.

For an accepted scientific contribution, any change of presenting author remains subject to approval by the Scientific Committee.

Changes to the Conference

The organisers reserve the right to make reasonable changes to the conference programme, timetable, speakers, session format or technical-tour arrangements where necessary.

Such programme changes do not constitute grounds for reimbursement of registration fees.

Event Cancellation or Postponement

If the conference is cancelled by the organisers, participants will be entitled to reimbursement of the registration fee paid.

The organisers cannot be held responsible for reimbursement of travel, accommodation, visa, insurance or other expenses incurred by participants.

If the conference is postponed, registrations will be transferred automatically to the new dates. Participants unable to attend the rescheduled event will be informed of the applicable refund procedure.

In circumstances beyond the reasonable control of the organisers that materially affect the delivery of the conference, the organisers reserve the right to modify the event format or arrangements as necessary.