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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. Even with the most careful of planning, your conference's agenda from event order and which motivational speakers attend might change due to things out of your control. This happens to your attendees too.

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

From a meeting planner's 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).

 

This blog was updated on December 27th, 2018.

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