Refund & Cancellation Policy

Last updated: 18 August 2026 · Applies to purchases made on or after this date

This policy forms part of our Terms of Service and applies to everything sold by Aegis Knowledge Trust ("we", "us") for Bharat AI Innovation Conference & Exhibition 2026 (the "Event"), held at World Trade Center Mumbai on 20–21 November 2026. By completing a purchase you accept this policy.

1. Definitions and how time is counted

• "Days" means calendar days unless the text says business days. Business days are Monday to Saturday, excluding public holidays in Maharashtra.
• All deadlines are measured against 20 November 2026, the first day of the Event, and run to 23:59 IST on the relevant day.
• A request counts from when it is received by us at info@bharataiinnovation.com, not when it was sent. Requests must be in writing; telephone requests are not accepted.

2. Refund schedule for paid passes

Where you cancel, the following applies to Delegate, VIP and Academic passes:

• 60 days or more before the Event: 85% refund. We retain 15% as an administration charge, subject to a minimum of ₹500.
• 30 to 59 days before the Event: 50% refund.
• 15 to 29 days before the Event: 25% refund.
• Fewer than 15 days before the Event: no refund. Transfer remains available up to 7 days before the Event under clause 4.

3. What is deducted, and what you receive

• Refunds are calculated on the amount we actually received, net of payment-gateway, convenience and bank charges, which are not recoverable by us and are therefore not refunded.
• Taxes are handled as the law requires. Where GST was charged, refunds are processed against a credit note issued in accordance with GST rules.
• Refunds are made in Indian Rupees to the original payment method only. We cannot pay to a different card, account or person.
• For payments made from outside India, exchange-rate movement between payment and refund, and any charges levied by your bank or card issuer, are borne by you.

4. Transfers

• A pass may be transferred once, at no charge, up to 7 days before the Event. Email the replacement attendee’s name, email, phone, organisation and job title. A transfer takes effect only when we confirm it in writing.
• The replacement attendee must meet the eligibility conditions for that pass type. An Academic pass may only be transferred to another eligible student.
• We may decline a transfer where the replacement attendee does not meet eligibility conditions, has previously been refused entry, or where the transfer appears to be a resale.
• Passes may not be resold, auctioned, or offered as a prize or inducement without our prior written consent. A pass dealt with in breach of this clause may be voided without refund.

5. Eligibility conditions and verification

Academic passes are sold at a concessionary rate and require valid student or faculty identification at the badge desk. If eligibility cannot be evidenced, you may either pay the difference to the applicable Delegate rate or be refused entry. No refund is due where entry is refused for failed eligibility verification, because the concession was applied on the strength of your declaration at registration.

6. No refund for non-attendance or removal

• Non-attendance, late arrival or partial attendance does not entitle you to a refund or credit, in whole or in part.
• Where entry is refused or a pass is revoked under clause 2 of our Terms of Service or our Code of Conduct, no refund is due.
• Denial of a visa or travel permission, and travel disruption affecting you, are not grounds for a refund outside the schedule in clause 2. We recommend appropriate travel insurance.

7. Group bookings and delegation packages

• Group and delegation rates are priced on the number of delegates booked. If the group is reduced below the threshold for the rate applied, the remaining passes are re-priced at the applicable rate and the difference becomes payable.
• Cancellations within a group are assessed against the schedule in clause 2 on the booking as a whole, not per delegate.
• Individual delegates within a group may be substituted free of charge under clause 4.

8. What this policy does not cover

The following are not refundable under this policy:

• Complimentary, sponsored, award, jury, speaker and media passes, which carry no cash value and are non-transferable.
• Exhibition booths and sponsorship, which are governed solely by your signed Exhibitor or Sponsor Agreement.
• Meeting-room and boardroom hire, which is reserved against a fixed time slot and is non-refundable once confirmed. It may be rescheduled once, subject to availability, if requested at least 14 days before the Event.
• Paid workshop and training seats, which are capped and non-refundable within 30 days of the Event, though they may be transferred under clause 4.
• Travel, accommodation and visa costs incurred by you or your delegates.
• Assessments and certifications purchased through Assessfy, which are governed by that platform’s own terms.

9. How to request a refund, and when you will be paid

1. Email info@bharataiinnovation.com with the subject line "Refund Request — [your registration reference]", from the email address used at registration.
2. We acknowledge within 3 business days and tell you our decision within 7 business days of receiving everything we need.
3. Approved refunds are remitted within 14 business days of approval. The time your bank or card issuer takes to credit the money is outside our control.

10. If we cancel, postpone or move the Event

10.1 Cancellation by us, other than force majeure

You receive a full refund of pass fees paid, or a credit note at your election.

10.2 Postponement

Your pass automatically carries to the rescheduled dates. If you cannot attend, you must tell us within 30 days of the postponement notice to claim a refund under clause 2 or a full-value credit note. If we do not hear from you in that window, your pass remains valid for the new dates and no refund is due.

10.3 Force majeure

If the Event is cancelled, postponed or moved to a virtual format because of a Force Majeure Event — defined in full at clause 5 of our Terms of Service, and covering natural disaster, epidemic or pandemic, war and civil war, terrorism, riot and curfew, government action, industrial action, venue loss, infrastructure failure and transport disruption — then, because costs are committed to venue, production and suppliers well in advance and are largely unrecoverable:

• Cancelled: you receive a credit note for 100% of pass fees paid, valid for 12 months against any Aegis Knowledge Trust event. Where we recover committed costs from suppliers or insurers, we will refund a corresponding proportion in cash instead.
• Postponed: clause 10.2 applies.
• Moved to a virtual format: the pass remains valid for the virtual Event and a 50% refund of pass fees paid is available on written request within 30 days of the announcement.

Our aggregate liability in these circumstances is limited to the pass fees you paid. We are not liable for travel, accommodation, or other costs you incur.

11. Duplicate and failed payments

If you are charged twice for the same registration, or charged for a registration that did not complete, tell us and we will refund the excess in full, without deduction, once verified with our payment provider. Administration charges under clause 2 do not apply.

12. Payment disputes and chargebacks

Please contact us before raising a dispute with your bank or card issuer — nearly everything is resolved faster directly. Where a chargeback is raised without first contacting us and is subsequently found to be unjustified, we may recover the resulting fees and costs from you and may void the associated pass. Nothing in this clause limits any right you have under applicable consumer protection law, and it does not prevent you from pursuing a legitimate dispute.

13. Governing law

This policy is governed by the laws of India, and the courts at Mumbai, Maharashtra have exclusive jurisdiction, as set out in our Terms of Service.