Refund & Cancellation
Qelvor eSports aims to be fair to both the players and the organization running the tournament. Whether an entry fee comes back depends on when and why the cancellation happens — a player stepping back before a match, a tournament that cannot go ahead as planned, or a match called off for a fair-play violation. Every scenario is covered below.
Membership Terms & Conditions Are Separate
This policy covers tournament entry fees only. Qelvor eSports Membership Cards — Starter, Pro and Elite — are not refunded under these rules. Membership billing, renewals, cancellations and membership refunds are covered by a separate Membership Terms & Refund Policy, published in the Membership section.
Read The Membership Terms ↗Fair To Players. Fair To The Tournament.
A refund is never decided by mood. It is decided by timing, by cause, and by how much of the tournament had already been built around your slot.
⚖️ How We Judge Every Refund Request
- When you told us — the earlier the notice, the easier it is to reassign your slot and return your entry fee.
- Why the cancellation happened — a player stepping back is handled differently from a tournament we could not run.
- What had already been committed — once lobbies, slots and management effort are locked in, those costs are real and cannot be undone.
- Whether fair play was broken — genuine players are never left paying for someone else’s cheating.
Which Route Applies To You
Three things can end a match early. Each one has its own rule — jump straight to yours.
The Refund Window
If you are unable to play, what happens to your entry fee depends on one thing — whether you told us in time.
Early Notice
You inform the management team before the tournament starts. Your slot can be reassigned cleanly.
Entry fee refundedLast Safe Window
The minimum notice we need to rework the lobby before your scheduled match time.
Entry fee refundedCase By Case
The lobby is already live. Your request may or may not be accepted, depending on the situation.
Management decidesNo Notice Given
The slot was held for you and the lobby was built around it. That cost is already spent.
Not refundableThe Two Clear Cases
Everything above comes down to two straightforward outcomes.
✅ Informed Before The Match
If you inform the management team before the tournament starts — or at least 10–20 minutes before the scheduled match time — your entry fee will be refunded.
✕ Not Informed Before The Match
If you fail to inform us before the match starts, the slot is already locked and the lobby is already built around it. Your entry fee will not be refundable.
No Refunds Once The Match Is Live
The moment a tournament starts, entry fees become non-refundable.
Entry Fees Lock At Start Time
Once a tournament starts, slots are filled, the lobby is built and the prize pool is committed. From that point the entry fee is non-refundable — except in the special cases below, decided by the management team.
The Only Exceptions
Four situations can still return money after a tournament has begun.
When We Cannot Run The Tournament
If a tournament cannot be completed due to technical issues, server problems or unforeseen circumstances, Qelvor eSports reserves the right to take any of the following actions.
Reschedule
The tournament moves to a new date or time, and your existing entry carries over to it.
Cancel
The tournament is called off entirely when it cannot be run fairly for everyone involved.
Refund
Eligible entry fees are returned to the players affected by the cancellation.
Restart
Affected matches are replayed from the start, so the result is decided by skill and not by a fault.
How The Decision Reaches You
Any such decision is communicated through our official channels. Keep notifications on for the ones you use.
When A Match Is Voided
If a match is cancelled due to a hacking investigation, technical manipulation or a severe rule violation, we do not let fair and genuine players lose out because of someone else’s cheating.
Refunds Adjust Affiliate Partner Rewards
A referral is credited on a completed entry. If that entry is refunded, the reward attached to it is adjusted to match.
Refund Requested
A player who joined through an affiliate partner referral requests a refund of their entry fee.
Management Approves
The Qelvor eSports Management Team reviews the request and approves the refund.
Reward Adjusted
The affiliate partner’s compensation for that referral is reduced accordingly, based on the refunded amount or the affected entry.
Where The Money Goes
Every rupee of an entry fee has a job. This is what it supports.
Prize Pools
The winnings paid back out to the players who win.
Platform Operations
The systems that keep registrations and results running.
Tournament Management
Lobby setup, moderation and match-day supervision.
Payment Processing
The cost of collecting entries and sending payouts.
Community Growth
Building the scene so there are more matches to play.
✅ No Hidden Tournament Charges
- There are no hidden charges beyond the published entry fee for a tournament.
- Applicable taxes or statutory deductions required under Indian law will be applied wherever legally necessary.
- Prize amounts and how they are calculated are published in full on the Prize Policy page.
Inform Us As Early As Possible
The earlier you let us know, the more likely your entry fee is refundable. Reach out before your match begins.
Talk To The Management Team
Email us with your IGN, Game UID, tournament name and the scheduled match time, and tell us why you need to cancel. Our Discord server is the fastest route on match day — the team is already there running the lobbies.