Register

Xpert Competition

Refund Policy

1. Registration fee for Xpert Online Qualification Phase is non-refundable.

2. The cost of any additional nights staying during Xpert Elite Final is non-refundable.

3. Xpert Elite Final Cancellation Policy: For Participants, Supervising Teachers, Parent Program Participants, and Guests.
      3.1. If a participant cancels their submission more than 60 days before the event, there is a £250 cancellation fee, regardless of any discounts or refunds.
     3.2. If a participant cancels 60 days before the event, they are eligible for a 60% refund of what they paid.
     3.3. If a participant cancels 30 days before the event, they are eligible for a 30% refund.
     3.4. No refunds will be given to participants if cancelled less than 30 days before the event.
     3.5. No refunds will be given if the total refund amount is less than the £250 cancellation fee.

4. Visa Refusal Policy for Xpert Elite Final: For Participants, Supervising Teachers, Parent Program Participants, and Guests.
     4.1. If a participant’s visa is refused 60 days before the event, they are eligible for a 90% refund.
     4.2. If a participant’s visa is refused 30 days before the event, they are eligible for an 80% refund.
     4.3. If a participant’s visa is refused within 30 days of the event, they are eligible for a 70% refund.
     4.4. No refunds will be given if a participant is registered for the award ceremony only and their visa is refused, or if they cancel the trip

These terms and conditions constitute the official refund policy for the 2025–2026 XPERTSTEM Competition. By registering for any XPERTSTEM program or event, all participants and accompanying individuals agree to the conditions outlined below.

1. General Refund Policy

Elite Finals

Refunds for the XPERTSTEM Elite Finals are assessed on a case-by-case basis and remain at the discretion of the Organising Committee, including in circumstances involving force majeure events.

National & Regional Rounds

Registration fees for the XPERTSTEM National Round and Regional Round are non-refundable.

Qualification Rounds

Registration fees for the XPERTSTEM Online and Onsite Qualification Rounds are non-refundable.

Extra Nights

The cost of any additional accommodation nights beyond the official program duration is non-refundable.

2. Discounts

  • Gold Medal discounts are non-transferable and must be used within 30 days of the Qualification Test date.
  • If a participant qualifies for multiple discounts, only the highest single discount will apply.
  • Discounts cannot be applied to competition-only packages.
 

3. Cancellation Policy (Elite Finals)

A cancellation refers to the formal withdrawal of a registered individual from the official participant list after visa support documents have been issued, regardless of whether a visa application has been submitted.

This policy applies to:

  • Participants
  • Supervising Teachers
  • Parent Program Participants
  • Observers and Guests
 

Cancellation Fees

  • Cancellations made more than 30 days before the event date are subject to a £845 administrative and committed-cost fee, regardless of discounts applied.
  • Cancellations made within 30 days of the event are not eligible for any refund, except in cases covered under the Visa Refusal Policy below.
  • No refunds will be issued where the total refundable amount is less than the £845 cancellation fee.
 

Non-Refundable Packages

No refunds are available for:

  • Award-ceremony-only packages
  • Combined award ceremony and trip packages
  • Competition-only packages
 

4. Visa Refusal Policy

Participants who are unable to attend due to official visa refusal may be eligible for a partial refund, subject to the submission of a valid embassy-issued refusal letter.

Refund eligibility is based on the timing of the refusal notice:

  • More than 90 days before the event: 100% refund
  • 61–90 days before the event: 70% refund
  • 31–60 days before the event: 50% refund
  • 16–30 days before the event: 40% refund
  • 6–15 days before the event: 30% refund
  • 0–5 days before the event: No refund
 

Important Conditions

  • Refunds under this policy are only considered when an official visa refusal letter issued by the embassy is submitted.
  • No refunds will be issued for:
    • Award-ceremony-only packages
    • Combined award ceremony and trip packages
    • Competition-only packages
 

5. Final Notes

The XPERTSTEM Organising Committee reserves the right to review exceptional circumstances not explicitly covered in this policy. All decisions regarding refunds are made in good faith and with fairness to both participants and organisational obligations.

On behalf of the XPERTSTEM Organising Committee