Payment and Refund Policy
Payment and Refund Policy for Copenhagen 2009 World Outgames:
Changes to a registration
Transfer of a registration
Cancellation and refund
You have to proceed to the online payment process, choose a payment method and settle your account (any balance due) within 4 hours of your registration. After 4 hours any registration where the account is not settled will be deleted.
Payment is possible online via credit card (secure line) or by direct bank transfer.
A registration will not be considered final until payment has been received in full.
Payment online via credit card
- Payment with credit card is done online via a secure line.
- We accept all major credit cards.
- Registration fees will be charged to your credit card in Danish kroner (DKK). Your credit card company will convert amounts to your own currency when billing your account.
- You will be paying the credit card fee.
Payment by direct bank transfer
- Payment can be done by direct bank transfer. An administration fee of 120.00 DKK will be added to the amount due when direct bank transfer is chosen as payment method.
- All payments must be made in Danish kroner, and all bank charges in connection with the transfer must be paid by the person transferring the money.
- Any bank transfer has to happen within 7 days of registration. After 21 days any registration not paid for will be deleted.
A bank transfer has to be made to:
BDP - Congress Service, Bredgade 28, DK-1260 Copenhagen
Bank: Jyske Bank
Swift #: JYBADKKK
Account: 5078 100148-7
BDP – Congress Service handles registration on behalf of Copenhagen 2009 World Outgames.
You are always welcome to sign up for more of the activities offered at Copenhagen 2009 World Outgames or book a hotel. There is no limit to the events, you are allowed to register for. But you are responsible for avoiding clashes between the your events.
You can register for additional events by using your personal log in (email address and password) until close of registration on 30 April 2009. Please note that some events will have a longer registration period. This will be announced on the web site.
Once you have registered as a participant in Copenhagen 2009 World Outgames you always receive a discount on additional events.
There are two types of possible changes to a registration:
- Changes to personal data
- Changes to personal choices in your registration for an event
Changes to personal data
Changes to personal data (except for your name, birthday and gender) can be done online using your personal log in (email address and password) until the day accreditation starts.
If you have questions regarding changing your personal data please contact .
Changes to personal choices in your registration for an event
Changes to the personal choices in your registration for an event can be done online using your personal log in (email address and password) until the close of registration on 30 April 2009. Please note that some events will have a longer registration period. This will be announced on the web site.
Such changes can be changes in e.g. level or team in a sport. You can also register for additional disciplines within a sport you have already registered for free of charge.
There is no additional fee for making changes within an event (a sport, the conference, or a cultural package) you have already signed up for.
If you have questions regarding changing your personal choices for an event please contact .
There are two types of transfer of your registration:
- Transfer from one event to another
- Transfer to another person
All transfers must be made before 30 April 2009. Any transfers requested after that date will be accepted or refused at the discretion of the organising committee.
Transfer from one event to another
You can request to transfer your registration from one event to another until 30 April 2009. To do so please send us an email containing your request, registration number, name and email address to .
When the transfer is done you will receive an email with information on your registration.
If the event you transfer to is cheaper than the event you transfer from, you can request a refund. See section on cancellation and refund. If the event you transfer to is more expensive, you will have to log in to your registration and settle your account.
You cannot transfer to and from events (sports or cultural packages) that are closed for registration because they are fully booked.
Transfer to another person
You are allowed to transfer your registration to another person until 30 April 2009. To do so please send us an email containing your request, registration number, name and email address to .
To cancel your registration and request a refund, please send us an email containing your request, registration number, name and email address to .
- For cancellations within 60 days of your registration, you will get a full refund, minus an administration fee of 200.00 DKK.
- For cancellations received more than 60 days after your registration, 50 % of the fee will be refunded, minus an administration fee of 200.00 DKK.
- For cancellations received after 30 April 2009, no refunds will be made. If you are unable to attend, please let us know so that we can remove you from the accreditation process.
Please note, that there is a separate fee of 200.00 DKK for cancellation of a hotel booking/Budget Housing until 30 April. After this date the amount will only be refunded to the credit card if BDP Congress Service or the hotel is able to sell the room again.
Inclement weather and other conditions beyond our control
Many events will take place outdoors and there is, therefore, a risk that adverse weather conditions may cause cancellations. No refunds will be made for events that are cancelled due to inclement weather or any other conditions arising beyond our control.
Excess number of registered participants
If the number of participants exceeds the number of available places in any particular event, registrants will be contacted to determine if another sport, grade or cultural activity can be selected. If no suitable alternative can be found, registration fees received will be refunded in full.
Inadequate number of registered participants
If, prior to the opening of Copenhagen 2009 World Outgames, the number of registered participants is insufficient to enable a competition or event to take place, registrants will be contacted to determine whether or not another sport, grade or cultural activity can be selected. If no suitable alternative can be found, registration fees will be refunded in full.
Failure of registered participants to turn up to an event
No refund will be made if a registered participant fails to turn up at the scheduled time of the event or activity.
No refund will be made if an event is cancelled should the number of participants who fail to turn up on time render the event incapable of being held.
Following your payment a registration confirmation will be issued which can be presented to the appropriate authority within your country with your visa application, should you require a visa to enter Denmark. See section on visa.
This document will not guarantee a visa being issued, and the Copenhagen 2009 World Outgames accepts no responsibility for this process.
Should your visa application be declined, you may apply for a refund of the registration fee. Send an email containing your request, registration number, name, email address and proof of the declination to .
A 200.00 DKK administration fee will bee deducted from the refund. All refunds will be granted at the discretion of the Copenhagen 2009 World Outgames.