Current policy regarding individual participant conference cancellations:
- The travel was affected, and travel arrangement had to be cancelled (exp: country of origin not allowed to travel. Institution, University, or Company not allowing travel/attendance)
- If travel affected due to bans/virus related travel issues, full refund to attendees affected, minus Admin Fee of $52.
- If travel issue due to personal reasons/concerns not related to “official” travel bans:
- Prior to 3 weeks before conference – Cancel No Issue – Refund, minus Admin Fee of $52
- Within 3 weeks of conference – Cancel No Refund
- Registrant or a member of family has gotten sick
- Prior to 3 weeks before conference – Cancel No Issue – Refund, minus Admin Fee of $52
- Within 3 weeks of conference – Cancel less meal costs, and admin fee of $52
- Registrant must cancel attendance by any other reason
- Prior to 3 weeks before conference – Cancel No Issue – Refund, minus Admin Fee of $52
- Within 3 weeks of conference – Cancel No Refund
The reason for the 3-week windows listed above is to match the deadlines in your contract. This is when our meal guarantees are due to Dining Services, so food will have been ordered based off that participants inclusion in the counts, and otherwise these costs would fall on the conference as a whole. But once again this is a fluid and flexible process and will take all options in to consideration at the time of the individual cancellation.
Contractual obligation to conference cancellations (meaning group organizers cancel whole event):
- (a) 6 months or More Prior to Commencement of the Event: N/A
- (b) Within 6 months to 90 days Prior to Commencement of the Event: 10% of the total anticipated charges set forth in C.1 above or $1000, whichever is greater, will be assessed the Coordinator for the Event cancellation occurring up to 90 days prior to the commencement of the Event; the 10% charge or $1000, whichever is greater, will be deducted from any deposit made pursuant to subsection C.1 above and the balance will be reimbursed to the Coordinator or any balance will be due from the Coordinator within 30 days of cancelling the Event.Cancellation within 6 months to 90 days at 10% = amount stated in contract
- (c) Within 89 days to 60 days Prior to Commencement of the Event: 50% of the total anticipated charges set forth in C.1 above will be assessed the Coordinator for the Event cancellation occurring between 89 days and 60 days prior to the commencement of the Event; the 50% charge will be deducted from any deposit made pursuant to subsection C.1 above and the balance will be reimbursed to the Coordinator, or the balance will be due from the Coordinator within 30 days of cancelling the Event.Cancellation within 89 days to 60 days at 50% = amount stated in contract
- (d) Within 59 days Prior to Commencement of the Event: 100% of the total anticipated charges set forth in C.1 above will be assessed the Coordinator for cancellations occurring within 59 days of the event; the 100% charge will be deducted from any deposit made pursuant to subsection C.1 above and the balance will be reimbursed to the Coordinator, or the balance will be due from the Coordinator within 30 days of cancelling the Event.Cancellation within 59 days or less at 100% = amount stated in contract
- (e) Cancellation by the MBL: The MBL may cancel this Contract for any reason 6 months or more prior to the scheduled commencement of the Event. The MBL may also cancel this Contract within 90 days prior to the scheduled commencement for reasons beyond its control, including fire, natural disaster, labor strike, and the like, and the MBL’s obligation to the Coordinator in the event of such a cancellation shall be limited to refunding all deposits and other payments made by the Coordinator in connection with the Event, less the amounts the MBL has expended specifically in connection with the Event; Coordinator agrees it is not entitled to any other incidental or consequential damages of any kind.