Cancellation & refund policy

Overview

This policy applies to all ticket purchases for PIDfest26. By purchasing a ticket, you agree to the terms outlined below.

Ticket Transfers

Tickets are fully transferable to another person. Transfers must be completed no later than 7 days before the event start time (by 20 October 2026), based on Central European Time (CET/CEST, Europe/Amsterdam). To transfer your ticket, email pidfest@surf.nl including:

Your full name and order number;
The new attendee's full name and email address;
Information if the new participant has any food allergies.

There is no fee for ticket transfers. The new attendee must meet all event requirements (if applicable).

Important

Tickets for physical participation are not transferable to online participation. Are you registered for physical participation, but you want to participate online? Then you must cancel the physical ticket and purchase an online ticket. The cancellation conditions below apply.

Cancellation

Cancellation before 28 August 2026
More than 60 days before the event. Refund: 100% of the ticket price.

Cancellation between 28 August and 27 September 2026
Between 30 and 60 days before the event. Refund: 50% of the ticket price.

Cancellation from 28 September 2026 onwards
Less than 30 days before the event. Refund: No refund available.
Alternative: Transfer your ticket to another attendee at no cost, up to 7 days before the event start time.

How to Request a Cancellation

To cancel your ticket, please follow these steps:

Send an email to pidfest@surf.nl.
Include the subject line: "Cancellation Request – [Your Name]".
Provide the following information: • Full name (as registered) • Order/confirmation number • Reason for cancellation (optional)
You will receive a confirmation email within 3 business days.
Refunds are processed to the original payment method within 14 business days.

Registration changes or cancellations may only be made by e-mail, sent to pidfest@surf.nl.

Force Majeure & Exceptional Circumstances

We understand that unforeseen circumstances can occur. In the following situations, we offer special consideration:

Covered circumstances:

• Serious illness or hospitalization (medical certificate required) • Death of an immediate family member (documentation required) • Visa denial by government authorities (official rejection letter required) • Natural disasters affecting travel • Government imposed travel restrictions

What we offer in these cases:

Pro rata refund based on recoverable costs • Decisions are made on a case by case basis within 14 business days

How to submit a force majeure request:

Email pidfest@surf.nl with subject: "Force Majeure Request";
Attach supporting documentation;
Submit within 14 days of the circumstance occurring.

Event Cancellation by Organizer

In the unlikely event that we cancel the event:

• Full event cancellation: 100% refund of ticket price within 30 days • Event postponement: • Your ticket remains valid for the new date. If you cannot attend the new date, you may request a full refund within 14 days of the announcement.

What is NOT covered:

• Travel expenses (flights, trains, transportation) • Accommodation costs • Visa application fees • Any other costs incurred in preparation for the event

We strongly recommend purchasing travel insurance that covers event cancellations.

Refund Processing

Refunds are issued in the original currency of purchase
Exchange rate fluctuations are not compensated
Refunds are processed to the original payment method only

No Show Policy

If you do not attend the event and have not cancelled in advance, no refund will be issued
No shows are not eligible for credit vouchers or transfers to future events
If you are running late, please contact us, we will do our best to accommodate you