The US$30 scholarship application fee covers the cost of reviewing and processing an application. This fee is strictly non-refundable under all circumstances, including unsuccessful applications, withdrawal of an application, visa refusal, cancellation, or inability to attend the event.

The US$30 scholarship application fee will not be included in any refund, voucher, or transfer calculation.

Delegates who submit a written cancellation request before 5 January 2027 will be eligible for a Future Event Voucher equal to the eligible delegate fee paid, less a US$100 processing fee.

The following conditions apply:

• No cash refunds will be issued under this policy.
• The eligible amount, after deducting the US$100 processing fee, will be provided as a voucher for a future eligible event.
• The US$30 scholarship application fee is strictly non-refundable and will not be included in the voucher calculation.
• Cancellation requests submitted on or after 5 January 2027 will not be eligible for a refund or voucher.
• Delegates who fail to attend the event without an approved cancellation or transfer will not be eligible for a refund or voucher.

Delegates whose visa applications for Thailand are refused may be eligible for a Future Event Voucher equal to the eligible delegate fee paid, less a US$100 processing fee, provided that all the following conditions are met:

• The delegate applied for the visa in good time using the official invitation letter issued by United Diplomats.
• A copy of the official visa refusal letter is submitted to United Diplomats no later than 20 January 2027.
• The refusal was not caused by an incomplete or false application or by withdrawal of the visa application.
• The US$30 scholarship application fee remains strictly non-refundable and will not be included in the voucher calculation.

No cash refunds will be issued under this provision. The approved amount will be provided as a voucher for a future eligible event organised by United Diplomats or, subject to approval and the applicable redemption conditions, Global Peace Chain (GPC).

United Diplomats has no control over visa decisions made by the relevant authorities. Obtaining a visa and securing a visa appointment remain the applicant’s responsibility.

Subject to approval and the conditions below, delegates may request a transfer of their registration.

4.1 Transfer to Another Delegate

Registration may be transferred to another eligible delegate aged 15–35 before 10 January 2027, at no additional transfer charge, provided that the replacement delegate completes the required application form and meets the applicable eligibility requirements.

All transfers must be approved by United Diplomats.

4.2 Transfer to a Future Event

Delegates may request to transfer their registration once to a future eligible event organised by United Diplomats or Global Peace Chain (GPC), subject to the following conditions:

• The transfer request must be submitted in writing at least one month before the event the delegate wishes to transfer from or, where applicable, the relevant event deadline communicated by the organisation.
• All transfers are subject to approval, event availability, and the applicable participation category.
• Any difference in participation fees must be paid by the delegate.
• Transfers must be completed within the applicable voucher validity period where a voucher is used.
• Once a registration has been transferred, it will not be eligible for a refund or an additional voucher.

The US$30 scholarship application fee is non-refundable and does not form part of any transferable or refundable amount.

4.3 Use of Vouchers for GPC Events

Global Peace Chain (GPC) is the parent organisation of United Diplomats. Eligible delegates may request to use their United Diplomats Future Event Voucher toward an eligible event organised by GPC, subject to approval.

The following conditions apply:

• The voucher must remain valid at the time of redemption.
• Redemption is subject to event availability and the applicable participation category.
• Any difference in participation fees must be paid by the delegate.
• The voucher remains non-transferable and may only be used by the original delegate.
• The US$30 scholarship application fee cannot be redeemed or transferred as part of a voucher.

5.1 Voucher Eligibility

Future Event Vouchers may be issued to eligible delegates in accordance with Sections 2 and 3 of this policy.

Vouchers are issued instead of cash refunds and are subject to the eligibility conditions, documentation requirements, and deadlines specified in this policy.

5.2 Voucher Validity

Each voucher will be valid for 24 months from its date of issuance.

Vouchers must be redeemed within this 24-month validity period. Once a voucher expires, its redemption will no longer be guaranteed, and extensions will be subject to the organisation’s written approval.

5.3 Voucher Redemption

To redeem a voucher, delegates must:

• Identify an eligible upcoming event organised by United Diplomats or Global Peace Chain (GPC).
• Contact the relevant organisation through its official communication channels.
• Submit their voucher details and request approval for redemption.

Voucher redemption is subject to event availability, approval, and the applicable participation category.

5.4 Fee Differences

If the fee for the selected future event exceeds the voucher value, the delegate must pay the remaining balance.

If the future event fee is lower than the voucher value, any remaining balance will be handled according to the voucher terms confirmed in writing by the relevant organisation.

5.5 Non-Transferable and Non-Refundable Vouchers

All vouchers are issued to the original delegate and cannot be transferred to another person.

Vouchers are non-refundable, cannot be exchanged for cash, and have no cash value.

6.1 Event Cancellation

If United Diplomats cancels the event, delegates will be offered either:

• A full refund of eligible delegate fees paid, excluding the non-refundable US$30 scholarship application fee; or
• A transfer to the rescheduled event or the next edition, subject to the delegate’s preference and the arrangements offered by United Diplomats.

The US$30 scholarship application fee remains non-refundable.

6.2 Event Postponement, Online Format, or Venue Change

If the event is postponed, moved online, or relocated to another venue, delegates may request a transfer or a refund in accordance with the arrangements communicated by United Diplomats and the applicable terms of this policy.

Any alternative arrangements will be communicated to registered delegates.

6.3 Circumstances Beyond the Organiser’s Control

If the event cannot proceed because of circumstances beyond United Diplomats’ reasonable control, including natural disasters, government restrictions, public health emergencies, or security threats, United Diplomats will offer either:

• A transfer to a future eligible event; or
• A partial refund of 50% of the eligible delegate fees paid.

The US$30 scholarship application fee remains strictly non-refundable under all circumstances.

United Diplomats is not responsible for airfare, visa expenses, travel insurance, independently booked accommodation, or other personal expenses. Delegates are strongly encouraged to obtain appropriate travel insurance.

All cancellation, refund, transfer, or voucher requests must be submitted in writing to:

Email: info@uniteddiplomats.com
Subject line: “Refund/Voucher Request – [Full Name]”

The request must include:

• Full name as registered.
• Registration or payment reference.
• Ticket or participation category.
• Reason for the request.
• A copy of the official visa refusal letter, where applicable.

United Diplomats will acknowledge requests within five working days.

Once approved, any eligible cash refund permitted under Section 6 will be processed to the original payment method within 14–30 working days. Approved vouchers will be issued according to the applicable voucher terms.

Bank charges, card processing fees imposed by financial institutions, and currency exchange differences are not covered.

The US$30 scholarship application fee is non-refundable and excluded from all refund and voucher calculations.