1. General Terms

This refund and cancellation policy applies to all event registrations made through HDDesign's event registration system in Rwanda. By registering for any event through our platform, you agree to the terms outlined in this policy.

2. Booking Cancellation by Attendee

2.1 Cancellation Timeline and Refund Structure

• Full Refund Period (30+ days before event)
  • Cancellations made 30 or more days before the event date will receive a full refund of the booking fee, minus a 5,000 RWF administrative fee.
• Partial Refund Period (15-29 days before event)
  • Cancellations made between 15-29 days before the event will receive a 50% refund of the booking fee.
• No Refund Period (0-14 days before event)
  • No refunds will be issued for cancellations made within 14 days of the event date.

2.2 Booking Transfer

• Delegates may transfer their booking to another person at no additional cost up to 48 hours before the event.
• Transfer requests must be submitted in writing to africa@hddrwanda.com.
• The new delegate must provide all required booking information.

3. Event Cancellation by Organiser

3.1 Full Refund Circumstances

Delegates will receive a full refund, including the administrative fee, if:

• The event is cancelled by the organiser
• The event date is changed and the delegate cannot attend the new date
• The event venue is relocated more than 50 kilometers from the original location

3.2 Force Majeure

In cases of force majeure (including but not limited to natural disasters, civil unrest, government actions or public health emergencies):

• The organiser reserves the right to postpone the event
• Delegates will have the option to: 
  • Transfer their booking to the rescheduled event date
  • Receive a credit for a future event within 12 months
  • Request a full refund

4. Refund Process

4.1 How to Request a Refund

1. Submit refund requests to africa@hddrwanda.com
2. Include your booking confirmation number
3. Provide the reason for cancellation
4. Indicate your preferred refund method

4.2 Refund Payment Methods

• Mobile Money (MTN Mobile Money, Airtel Money)
• Bank transfer to Rwandan banks
• International wire transfer (additional fees may apply)

4.3 Refund Timeline

• Approved refunds will be processed within 10 business days
• Mobile Money refunds typically reflect within 24-48 hours
• Bank transfers may take 3-5 business days
• International transfers may take 5-7 business days

5. Special Circumstances

5.1 Medical Emergencies

• Full refunds may be considered for medical emergencies with proper documentation
• Requests must be submitted within 72 hours of the emergency
• Supporting medical documentation required

5.2 Visa Denials

• 90% refund available if visa denial proof is provided
• Documentation must be submitted within 24 hours of denial
• Administrative fee of 5,000 RWF will be retained

6. Contact Information

For all refund and cancellation related queries:

• Email: africa@hddrwanda.com
• Office Hours: Monday to Friday, 8:00 AM - 5:00 PM (CAT)

7. Policy Updates

• This policy is subject to change without notice
• The version of the policy in effect at the time of booking will apply

Last updated: 9 January 2025