REGISTRATION POLICIES

REFUNDS & WITHDRAWALS

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 at external@utmun.org with your information.

  • 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 (January 6th, 2026).

  • 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 (January 6th, 2026).

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

Any withdrawals made past the late registration deadline of January 6th, 2026 at 11:59 PM EST will not receive a refund.

Have concerns or wish to widhraw? Email us at external@utmun.org.

PAYMENT POLICY

Delegates must adhere to the payment option elected by their FA/HD, whether that means paying individually online or paying through the school in one cheque/credit payment. Independent delegates must pay UTMUN directly online via the Delegate Registration Form.

Payment must be completed by the first date of the conference, January 29th, 2026, for all delegations paying as a group by credit/cheque. Independent delegates and group delegates paying individually must pay at the date of their registration. 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 directly at external@utmun.org..

DELEGATE SWITCH

Delegate Switch refers to when two delegates from the same delegation wish to switch their assignments (committee AND country/character).

  • Delegate switches are allowed ONLY IF both delegates engaged in the switch are:

    • In the same delegation;

    • Of the same experience level;

    • Not received their assignment as result of an equity switch by the Equity Team.

  • Delegates who wish to engage in a delegate switch must BOTH email external@utmun.org separately notifying UTMUN of the desired switch before the Late Registration deadline of January 6th, 2026.

  • Email confirmation will be sent back to confirm the switch has been processed within one week (5 business days).

delegate swap

Delegate Swap refers to when a delegate can no longer attend UTMUN (withdraws), and the FA/HD wishes to invite another delegate to attend in their place.

  • 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 at external@utmun.org.

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

    • This process is only available for delegations paying by cheque or credit. This process is not available for any Independent Delegate or group delegates paying individually.

    • Withdrawal means the original delegate has forfeited their role. The new delegate WILL NOT receive the same committee assignment as the previous delegate in this Delegate Swap. They will receive a new email from the Registration team with their committee assignment and other relevant information.

    • 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 prior delegate’s 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.

    • Timing: All swaps must be communicated before the Late Registration deadline of January 6th, 2026 at 11:59 PM ET .

UTMUN Technology POLICY

UTMUN 2026 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.

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 Keerat Gill, Under-Secretary General External (external@utmun.org).