This policy applies to all registrations for the 7th All Africa Rotary Zone Institute, hereafter referred to as the Zone Institute.

1. Cancellation Requests

All cancellation requests must be submitted in writing to secretariat@africazoneinstitute.org.

The applicable refund will be determined by the date on which the written request is received.

2. Refunds

Refunds will be processed as follows:
• 90 days or more before the Zone Institute: 75% refund of the amount paid.
• 31–89 days before the Zone Institute: 50% refund of the amount paid.
• 30 days or less before the Zone Institute: No refund.
No refunds will be provided to delegates who fail to attend without submitting a cancellation request.

3. Registration Transfers

A registered delegate may transfer their registration to another participant at no additional cost up to and including 1 November 2026. No registration transfers will be accepted after 1 November 2026. 

The transfer request must be submitted in writing to secretariat@africazoneinstitute.org and must include the full name, email address, telephone number, Rotary District and club details of the replacement participant.

Any financial arrangements between the original delegate and the replacement participant will be their responsibility.

4. Programme Changes

The Zone Institute reserves the right to make any necessary changes to the programme at short notice. There will be no pro rata refund of registration fees for changes to the programme.

5. Loss of Name Badge

If an attendee loses his or her badge, a replacement fee of USD 20 is to be paid to receive a new name-badge. Each Zone Institute attendee must have his or her badge to attend the event.

6. Liability

The Zone Institute Host Organising Committee, hereafter referred to as the committee, isexpected to handle matters with the diligence of a prudent businessperso n, according to Ugandan law. Regardless of course in law, the liability of the Committee shall be limited to damages caused with forethought or by gross negligence. Participants take part in all excursions at their own risk. A verbal agreement can only be considered binding when confirmed by the Zone Institute Secretariat in writing.

The Committee shall not be responsible for any theft, breakage, destruction or damages of any kind whatsoever and howsoever caused to the personal and/or business items of registrants and their guests or other participants.

All registrants are to make themselves fully aware of the health and visa requirements in respect of travel to Uganda. If a registrant, their guests or another participant is unable to participate in the Zone Institute due to not meeting these requirements in any way, the Committee will not accept responsibility in any respect.

7. Force Majeure

For reasons beyond its control, such as war, strikes, lockouts, riots or any such civil disturbances; any acts of God, including but not limited to earthquakes, floods, droughts and typhoons; and any other cause or circumstance of whatever nature beyond its control having an impact on the arrangements, timetables or planning, the Zone Institute has the right to immediately alter or cancel the activities or events relating directly or indirectly thereto.

No party involved shall be entitled to any compensation for damages that result from suchalteration or cancellation.