Terms and Conditions

Cancellation, Refund Policy, and Responsibilities · Effective for the 2026 Adria HEARTS Summit

Thank you for registering for the Adria HEARTS Summit. We understand that plans may change. This Cancellation and Refund Policy applies to registrations and accommodation booked and paid for through the official Adria HEARTS Summit registration system, unless different conditions are expressly stated in the participant’s booking confirmation.

1. Participant Cancellation and Refunds

Cancellation requests must be submitted in writing by email to info@adriahearts.com. The date on which the cancellation email is received will be considered the official cancellation date.

The following cancellation conditions apply. All refunds resulting from cancellation by a participant will be reduced by any non-refundable bank, card-processing or transaction fees incurred in connection with the original payment or the refund, to the extent permitted by applicable law:

Cancellation received	Refund
On or before 31 August 2026	Full refund of the amount paid
Between 1 September and 15 September 2026	40% of the amount paid
Between 16 September and 30 September 2026	20% of the amount paid
On or after 1 October 2026, or non-attendance without prior written cancellation	Non-refundable

Approved refunds will be returned, whenever possible, through the original payment method. Refunds will be processed within a reasonable period following confirmation of the cancellation, subject to any mandatory time limits prescribed by applicable law.

Any bank, exchange-rate, intermediary-bank or payment-processing charges connected with the refund are the responsibility of the participant, to the extent permitted by applicable law.

2. Transfer of Registration

If a participant is unable to attend, the registration may be transferred to another person at no additional administrative cost.

A transfer request must be submitted by email to info@adriahearts.com no later than 20 September 2026 and must include the replacement participant’s full name, email address and any other information requested by the organisers.

The replacement participant must meet any applicable participation requirements and accept the Summit’s terms and conditions. Any private financial arrangement between the original and replacement participant is their sole responsibility.

3. Event Cancellation by the Organisers

If the Adria HEARTS Summit is cancelled in full by the organisers and no suitable alternative is offered and accepted, participants will receive a full refund of the amounts paid directly to the organisers for the cancelled Summit package.

Unless otherwise required by applicable law, the organisers are not responsible for independently booked flights, transfers, visas, additional accommodation, insurance, loss of earnings or other personal or consequential expenses incurred by participants.

4. Unavoidable and Extraordinary Circumstances

The organisers may need to cancel, postpone, relocate or materially modify the Summit due to circumstances beyond their reasonable control, including, but not limited to, natural disasters, severe weather, fire, epidemic or pandemic, war, terrorism, civil unrest, government restrictions, travel restrictions, strikes, failure of essential infrastructure or other unavoidable and extraordinary circumstances.

In such circumstances, the organisers will inform participants as soon as reasonably possible and will communicate the available options in accordance with applicable law. Depending on the circumstances, these options may include rescheduling, transfer of the registration to a future event, an appropriate alternative arrangement or a refund.

5. Programme and Schedule Changes

The organisers reserve the right to make reasonable changes to the Summit programme, schedule, venues, activities, facilitators, speakers or Tribe leaders where necessary due to operational, safety, health or other justified circumstances.

The replacement of an individual speaker, facilitator or activity, or a reasonable adjustment to the programme or timetable, does not in itself constitute cancellation of the Summit or automatically entitle a participant to a refund, provided that the overall nature and essential content of the Summit are not materially altered.

If a material change significantly affects the essential characteristics of the participant’s booking, the organisers will communicate the available options in accordance with applicable law.

6. Accommodation

Accommodation booked and paid for through the official Adria HEARTS Summit registration system is subject to this Cancellation and Refund Policy unless different conditions are expressly stated in the booking confirmation.

Accommodation, travel or other services booked independently by the participant are subject to the terms of the relevant hotel, travel provider or other third-party supplier. The Adria HEARTS Summit organisers are not responsible for refunds relating to independently booked services.

7. Travel, Health and Cancellation Insurance

Each participant is responsible for arranging appropriate insurance in their country of residence before travelling.

We strongly recommend obtaining comprehensive travel insurance that provides suitable coverage for:

• trip cancellation or interruption;
• illness or medical treatment abroad;
• personal accidents;
• emergency medical assistance and repatriation;
• travel delays or cancellations;
• lost, stolen or damaged luggage and personal belongings; and
• other unforeseen circumstances that may affect participation in the Summit.

Participants should carefully review the scope, exclusions and limits of their insurance policy and ensure that it adequately covers their individual health needs, planned activities and travel arrangements.

Failure to obtain appropriate insurance does not create an obligation for the organisers to reimburse costs that are non-refundable under this policy, except where otherwise required by applicable law.

8. Personal Responsibility

Participants are responsible for assessing whether their physical and mental health allows them to travel and safely participate in their chosen Summit activities.

Participation in any optional physical, outdoor, wellbeing or experiential activity is voluntary. Participants should inform the relevant facilitator of any health condition, injury, allergy or limitation that may affect their safe participation.

Nothing in this policy excludes or limits liability where such exclusion or limitation would be prohibited by applicable law.

9. Contact

For cancellation requests, registration transfers or questions regarding refunds and booking changes, please contact info@adriahearts.com.

See also our Privacy Policy and Cookie Policy.