Cancellation & Refund Policy

1. Delegate Cancellations & Refunds

All cancellation requests must be submitted in writing via email to the conference secretariat at nsnsecretariat@cdtd.org. The date of receipt of the email will determine the applicable refund category.

Important notes:

• Refunds will be processed within 30 working days after the conclusion of the conference.
• Refunds will be issued via the original method of payment.
• All bank charges and transaction fees associated with the refund are the responsibility of the delegate.
• Registration fees do not include travel, accommodation, or visa costs. The conference organizers are not liable for any losses incurred due to non-refundable travel bookings.

2. Substitutions

If a registered delegate is unable to attend, they may transfer their registration to another eligible individual from the same organization or a partner organization at no additional cost.

• Substitution requests must be submitted in writing to nsnsecretariat@cdtd.org no later than 13 November 2026.
• The substitute delegate must meet the eligibility criteria for attendance (e.g., shelter practitioner, government representative, civil society, researcher, etc.).
• The substitute delegate must provide all necessary registration information at the time of the request.

3. Cancellation by the Organizers

While every effort will be made to deliver the conference as planned, the organizers reserve the right to cancel, postpone, or modify the event due to circumstances beyond their control (Force Majeure). Such circumstances include, but are not limited to: natural disasters, civil unrest, government travel advisories, public health emergencies, or venue unavailability.

In the event of cancellation by the organizers:

• Full Refund: Registered delegates will receive a 100% refund of their paid registration fees. The 10% administrative fee will be waived.
• Limitation of Liability: The organizers will not be responsible for any other costs incurred by delegates, including but not limited to non-refundable airline tickets, accommodation deposits, or visa fees.
• Postponement: In the event of postponement, delegates will be given the option to transfer their registration to the new dates or receive a full refund.

4. Force Majeure

The organizers shall not be held liable for any failure or delay in performing their obligations where such failure or delay results from any cause that is beyond their reasonable control. This includes, but is not limited to, acts of God, war, terrorism, riots, embargoes, acts of civil or military authorities, fire, floods, accidents, pandemics, strikes, or shortages of transportation, facilities, fuel, energy, labor, or materials.

5. Visa Denials

Delegates requiring a visa to enter Kenya are strongly advised to apply early. A visa denial is not considered a valid reason for a refund under the standard cancellation policy.

• If a delegate's visa application is denied and they provide official written proof of denial from the relevant embassy/consulate on or before 31 October 2026, the organizers will consider a refund on a case-by-case basis, potentially minus the 10% administrative fee.
• Requests submitted after this date will be subject to the standard refund schedule.

6. Health & Safety

The health and safety of all delegates, especially survivors of gender-based violence and those working on the front lines, is paramount. The conference will adhere to all public health guidelines in effect at the time of the event.

• Delegates who test positive for a communicable disease (e.g., COVID-19, influenza) and are unable to travel will be treated under the standard cancellation policy. We encourage delegates to purchase appropriate travel insurance to cover such eventualities.
• The organizers reserve the right to request proof of a negative test or vaccination status if required by the venue or Kenyan health authorities.

7. Questions & Contact

For any questions regarding this cancellation policy or to submit a request, please contact the conference secretariat: