Terms and Conditions for Invitation Letter Category of HISA Youth Fellowship 2025
By applying for the Invitation Letter Category of the HISA Youth Fellowship 2025 at University of Oxford, UK (August 23-26, 2025), you agree to abide by the following Terms and Conditions. These Terms are binding upon submission of your application, and acceptance of these conditions is required to complete the process.
1. Eligibility and Application Submission
1.1. Applicants must meet the eligibility requirements outlined on the official event website at the time of submission.
1.2. All information provided in the application must be accurate, complete, and verifiable. False, misleading, or incomplete information may result in disqualification.
1.3. Submission of an application under this category does not guarantee selection, confirmation of attendance, rather it is just a reservation of your spot at the HISA Youth Fellowship 2025. The decision of the organizing committee is final and not subject to appeal.
1.4. Selected participants must confirm their attendance by the given deadline in the form of upgrading their category to self funded categories.
2. Issuance and Use of Invitation Letters
2.1. Applicants selected under the Invitation Letter Category will receive an official invitation letter from the organizing committee, which can be used for visa application purposes.
2.2. The invitation letter alone does not guarantee a visa. Applicants are responsible for meeting all visa requirements and submitting their applications to the relevant embassy or consulate.
2.3. The organizing committee will not contact or request embassy appointments on behalf of participants.
2.4. The invitation letter may be used by applicants to make an emergency request for an embassy appointment if needed. However, the committee is not liable for the outcome of such requests or any delays in visa issuance.
3. Non-Refundable Application Fee
3.1. A non-refundable application fee is required for all applicants under the Invitation Letter Category.
3.2. The fee is non-refundable under any circumstances, including:
- Visa refusal or delay
- Withdrawal of the application by the applicant
- Postponement or cancellation of the event
- Change in event dates, venue, or format
4. Event Changes, Amendments, and Postponement
4.1. The organizing committee reserves the right to amend, reschedule, or cancel the event due to unforeseen circumstances, including but not limited to natural disasters, pandemics, or travel restrictions.
4.2. Participants will be notified of any changes through the contact information provided in their application.
4.3. The organizing committee will not be responsible for any costs or expenses incurred due to changes, postponement, or cancellation.
5. Media Release and Consent
5.1. By participating in the HISA Youth Fellowship 2025, you grant the organizers, partners, and affiliates the irrevocable right to take photographs and videos during the event.
5.2. These photographs and videos may be used for marketing, promotional, and public relations purposes in current and future events through various media channels, including print, social media, and digital platforms.
5.3. By accepting these Terms and Conditions, you acknowledge that:
- Once photographs or videos have been uploaded or published, the organizers are not obligated to remove them upon request.
- The organizing committee may consider requests not to use your media in future campaigns at its discretion, but this will not apply to content already published.
5.4. You waive any right to review, approve, or receive compensation for the use of your image or likeness in promotional materials.
6. Travel and Attendance Requirements
6.1. Participants are responsible for securing their own travel and accommodation unless otherwise stated in the invitation letter.
6.2. Participants are responsible for ensuring they have the appropriate visas or travel authorizations. The organizers will provide the invitation letter but will not intervene with visa processes beyond this.
6.3. Failure to attend or participate in the scheduled activities may result in exclusion from future events.
7. Code of Conduct
7.1. Participants are expected to maintain professional conduct and adhere to the guidelines provided by the organizing committee.
7.2. Any behavior deemed inappropriate or disruptive may result in immediate removal from the event and exclusion from future participation.
7.3. Participants are responsible for any damage to property and may be held liable for repair or replacement costs.
8. Liability and Disclaimer
8.1. The organizing committee shall not be held liable for personal injury, loss, or damage to personal belongings during the event.
8.2. Participants are encouraged to arrange their own travel insurance to cover unforeseen circumstances, such as travel delays, medical emergencies, or lost luggage.
8.3. The organizers will not be held responsible for any legal, travel-related, or personal issues that arise from participation.
9. Force Majeure
9.1. The organizers shall not be held liable for delays or cancellations caused by circumstances beyond their control, including but not limited to natural disasters, pandemics, government actions, or other force majeure events.
10. Privacy and Data Protection
10.1. By submitting your application, you consent to the collection, storage, and processing of your personal data for event management and communication purposes.
10.2. Your data will not be shared with third parties without your consent, except as required to provide event-related services.
11. Governing Law and Jurisdiction
11.1. These Terms and Conditions shall be governed by the laws of England and Wales.
11.2. Any disputes arising from these Terms will be subject to the exclusive jurisdiction of the courts of England and Wales.
12. Acceptance of Terms and Conditions
12.1. By submitting your application for the Invitation Letter Category, you confirm that you have read, understood, and agreed to these Terms and Conditions.
12.2. You acknowledge that the organizing committee's responsibilities are limited to issuing the invitation letter, and the outcome of your visa application is beyond the committee's control.
By clicking the 'I Agree' button below, you acknowledge that you have read, understood, and agree to abide by the above Terms and Conditions.
