The refund policy below attempts to balance the needs of being compassionate and flexible with members who find at the last minute that they can no longer attend the meeting with the need to keep registration rates as low as possible for all members.
This policy addresses attendees only; there is a separate policy for Exhibitors.
Email questions to email@example.com.
(does not include other ticketed events)
Up until January 1, 2024 – Any attendee may receive a 100% refund in the same form of payment used to purchase the registration. In addition, if the registration is being paid for by an institution or company, the registration may be transferred to another person.
From January 2, 2024, to April 30, 2024 – All in-person registrations may be exchanged for a virtual component registrations with the remaining balance converted to a 50% discount credited to the 2025 Annual Meeting or rolled over completely to 2025.
After April 30, 2024 – Any in-person base registration may be rolled over to 2025 or exchanged for a virtual component registration for anyone who has contracted COVID-19 and needs to quarantine. The registration may also be 100% rolled over to 2025.
In extreme cases, when the rollover option will not work, we may make exceptions, at its sole discretion to the refund policy. Any "no-shows" to the annual meeting will not receive a rollover to 2025, except in the case of rare extenuating circumstances.
Workshop and Ticketed Events
While we understand that your travel plans can change, most Workshops and Tours run on very tight budgets and one or two registrations can make the difference between breaking even and losing money. Workshops and events are different every meeting, so transferring registration to the next year is not possible. In the past, we have had a No Refunds or Credits policy for Workshops and Ticketed Events we have now updated the policy - please see below..
Up until January 1, 2024 – Any attendee may receive a 100% refund for the Workshop, Tours, or Ticketed Event. In addition, if the registration is being paid for by an institution or company, the registration may be transferred to another person.
From January 2, 2024, to April 15, 2024 – Refunds and exchanges of ticketed events are made on a case by case basis.
After April 15, 2024 – Changes and refunds to workshops and ticketed events are not available, unless the workshop or ticketed event is sold out with a wait list of attendees available to attend. Transfers to events that are not sold out are possible. If your flight is delayed or you can’t make a workshop or tour at the last minute, please email us at firstname.lastname@example.org. We often have registrants on “stand by” for sold-out events. If we can resell your ticket, we can offer you a credit for the full price of the event, which will go to your account.
Full refunds are given registrants who register for events, tours and ticketed events that we have to cancel. In these cases, refunds are given via credit or check.
Any credit will be attached to the person whose name the registration is under, even if it is paid by an employer. If a person changes jobs, the credit will still be attached to their personal account, even if accrued through their employer. If an employer wants the credit to be available for use by a different person, that needs to be communicated at the time of the refund.
We will refund registrations booked in error up to a week after booking.
We will refund double bookings. This includes one person purchasing two base registrations or double booking yourself in two events at the same time, and includes purchasing a ticket to the opening reception, which is part of the base registration fee.