REGISTRATION & REFUNDS & WITHDRAWALS

  • Early Registration: Delegates who register during the early registration period are eligible for a 50% refund if they withdraw anytime before the end of the late registration period.

  • Regular Registration: Delegates who register during the regular registration period are eligible for a 25% refund if they withdraw anytime before the end of the late registration period.

  • Late Registration: Delegates who register during the late registration period are not eligible for a refund if they withdraw.

  • Any withdrawal past the late registration deadline of January 6th, 2025 at 11:59 PM ET will not receive a refund.

Withdrawal: All delegates who withdraw will forfeit their committee position. To formally withdraw, please have your Faculty Advisor send an email to the Under-Secretary-General of External with your information or if you are not with a delegation, please directly contact the Under-Secretary-General of External, Harvi Karatha, at external@utmun.org with your information.

UTMUN Technology POLICY

UTMUN 2025 will be conducted in an in-person format. As such, delegates will use the traditional paper note-passing system. Personal devices (e.g., laptops, tablets) will only be allowed during unmoderated caucuses and breaks. Students will be not be allowed to use technology during formal debate. Please email academics@utmun.org should you have any questions or concerns.

Payment Policy

Payment must be completed by the late registration (Friday, January 24th, 2025 at 11:59 PM ET) deadline for all delegations paying as a group by credit/cheque. Failure to meet payment deadlines may result in cancellation of registration.

All other discussions and requests for payment and deferred payment MUST be emailed to the Under-Secretary-General of External, Harvi Karatha, directly at external@utmun.org. Any delegation wishing to pay on the first day of the conference must email the USG External.

DELEGATE SWAPS

  • No Role/Committee Swaps: Delegates within the same delegation may not switch/swap roles or committees. If an issue arises, delegates must pursue the process outlined in the Equity Committee Switch procedure or contact the Equity Team at equity@utmun.org

  • Delegate Swap: Swapping a delegate from the same delegation is only allowed if the original delegate is being replaced by a new delegate. This process will only be allowed if the original delegate is withdrawing their registration with UTMUN. We will only process these delegate swaps if the representative Head Delegate or Faculty Advisor sends an email to the Under-Secretary General of External Affairs, Harvi Karatha, at external@utmun.org.

    • Formal Process: Notify the USG External of the original delegate’s name, the replacement delegate’s name, the delegation name, and the role of the original delegate. Upon receipt of this information and a confirmation from the USG External, the new delegate will have to fill out the Delegate Registration Form.

    • If a Delegate Swap is processed, no refund will be processed for the original delegate from the UTMUN organization.

    • Timing: All swaps must be communicated before the Late Registration deadline of January 6th, 2025 at 11:59 PM ET .

    • This process is only available for delegations paying by cheque or credit. To learn if you are eligible, please contact your Faculty Advisor or Head Delegate. This process is not available for any Independent Delegate. 

    • Financial Aid Applicants: If the initial delegate was a financial aid applicant that was approved by the Equity Team, the new delegate will have to pay the UTMUN ticket price for the period that the original delegate was registered for and will not be receiving the original financial aid discount. If the replacement delegate wishes to apply for financial aid, they must follow the Financial Aid Process outlined by filling out the Financial Aid Application.

    • The new delegate WILL NOT receive the same committee assignment as the previous delegate. They will receive a new email from the Registration team with their committee assignment and other relevant information.

Media Release

By attending all or part of a UTMUN conference, delegates, faculty advisors, guest speakers, and faculty advisors agree, unless otherwise specified, to permit UTMUN to photograph or video record their person and work produced during the conference. These images or recordings will be produced strictly for promotional purposes to be included on the UTMUN website, closing ceremonies, newsletters, pamphlets, etc. If you have any questions, want an individual exemption from all media or have concerns regarding the media policy, please reach out to Harvi Karatha, Under-Secretary General External (external@utmun.org).