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How to Write a Conference Cancellation Policy

Posted by Jody Urquhart on Tue, May 03, 2016 @ 11:46 AM

Sometimes, our most well laid out plans change.

Most conference attendees register for a conference months in advance and due to shift changes or unforseeable events, their plans must be revised and they are unable to attend.

From a meeting planners perspective, there is a lot on the line from meals to hotel blocks, so it's important to confirm conference numbers as early as possible.

It is important to have a conference cancellation policy and advertise it well in advance of registrations coming in.

Below are things to consider in writing a conference cancellation policy:

Elements of a Conference Cancellation Policy: Consider-

How can cancellation requests be made?  For example: All cancellation requests must be made by sending an email to ( insert email) or by calling ( insert phone number.

 Decide on Timing-  For example: Full refunds will be issued if cancellation requests are received via email before ( insert date).

Cancellation after this date- Cancellation requests received after this date will be subject to a ( insert amount) administrative fee.

No refunds will be issued on cancellation requests after ( insert date).

“No shows” are not refundable and are liable for the full registration fee.

In extenuating circumstances, event registrations can be transferred to another delegate, with a ( insert amount) administration fee. 

If you have any additional questions, please contact(insert name and email )or by phone ( insert phone number).


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