Refunds & Cancellations

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.

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.

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 an £900 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 £900 cancellation fee.

Non-Refundable Packages for Cancellations

No refunds are available for:

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

Visa Refusal Policy

Participants unable to attend due to an official visa refusal may be eligible for a partial refund, subject to submitting a valid embassy-issued refusal letter.

Refund eligibility is based on the number of days between the date on which A to Z Education receives the official refusal letter and the first day of the event. 

A non-refundable admin fee of £150 per participant applies to every refund, regardless of when the refusal letter is received.

The refund is calculated by applying the percentage below to the amount paid, then deducting the £150 admin fee.

• 50 or more days before the event: 100%
• 40–49 days before the event: 85%
• 30–39 days before the event: 65%
• 14–29 days before the event: 50%
• Fewer than 14 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:
• Combined award ceremony and trip packages