Pula Investment Conference

Online Refund Policy

Global Expo Botswana – Online Payment Refund Policy

Thank you for using the Global Expo Botswana online payment platform. This policy outlines the terms and conditions that govern refunds for payments made in connection with participation in Global Expo Botswana, including but not limited to exhibition space, conference registration, advertising, sponsorship packages, and associated services.

This policy has been developed in line with BITC’s financial governance framework to ensure transparency, accountability, and customer protection while safeguarding the organisation from undue financial exposure.

1. Eligibility for Refunds

Refunds may be considered and granted under the following circumstances:

• Overpayments: Where an excess amount is paid in error due to system or user input.

• Duplicate Transactions: Verified duplicate charges for the same service or item.

• Written Cancellation: Cancellations submitted in writing within 14 calendar days of payment and at least 30 calendar days before the start of the event.

• Event Cancellation or Postponement: If Global Expo Botswana or any of its components (e.g., the Pula Investment Conference) are cancelled or postponed by BITC or the Government of Botswana.

• System Errors: Technical errors related to the online payment gateway or processing system, verified by BITC and the payment service provider.

2. Non-Refundable Circumstances

Refunds will not be granted under the following conditions:

• Late Cancellations: Cancellations made less than 30 calendar days before the event.

• Confirmed Participation: Once participation has been confirmed through stand allocation, speaker confirmation, or branding execution.

• No Shows: Failure to attend the event without prior written notice of cancellation.

• Services Rendered: Payments for services that have already been delivered, including but not limited to advertising, marketing materials, digital exposure, or event signage.

• Force Majeure: BITC is not liable for refunds due to cancellations caused by natural disasters, acts of war, government restrictions, pandemics, or other unforeseen external events beyond reasonable control.

3. Request Process

All refund requests must be made in writing and submitted to the BITC Finance Office. To initiate a refund:

• Email your request to: finance@bitc.co.bw

Include the following details:

• Full name and organisation

• Contact details

• Proof of payment (receipt or transaction reference)

• Detailed reason for requesting a refund

Timeframe:

• Requests must be submitted within 15 working days of the original payment date.

• All approved refunds will be processed within 30 working days of approval, using the original method of payment where possible.

4. Processing Fees and Deductions

• Refunds may be subject to administrative or bank processing charges, which will be deducted from the refunded amount.

• BITC reserves the right to recover costs incurred in processing the refund or executing preliminary services associated with the payment.

5. Appeals and Exceptions

• Any requests that fall outside the policy but are deemed exceptional may be submitted with supporting documentation and will be reviewed by the Finance and Legal team on a case-by-case basis.

6. Contact Information

For all refund-related queries or assistance, please contact:

Finance Department – Botswana Investment & Trade Centre
Email: finance@bitc.co.bw
Tel: (+267) 363 3324/ 3370/ 3405
Website: www.globalexpo.co.bw

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