Attendee Registration Cancellation and Refund Policy

The Instructional Technology Council recognizes that circumstances may change after an attendee registers for an ITC event. This cancellation, refund, credit, and substitution policy applies to registrations for events organized or administered by ITC, unless event-specific registration materials state otherwise. For purposes of this policy, the event start date is the first scheduled day of official event activities.

Cancellation Requests

All registration cancellation requests must be submitted in writing to ITC. The effective cancellation date will be the date ITC receives the written request.

Refunds will be issued according to the following schedule:

  • Cancellations received 60 or more calendar days before the event begins: Registration fees will be refunded, less a $75 administrative fee or a different administrative fee published for the event.
  • Cancellations received 30 to 59 calendar days before the event begins: Fifty percent of the registration fee will be refunded.
  • Cancellations received fewer than 30 calendar days before the event begins: No refund will be provided.

Refunds will be issued to the original form of payment whenever possible. Any nonrefundable credit card, bank, or transaction fees may be deducted from the refund.

Future ITC Event Credit

Instead of receiving a refund, an attendee canceling 60 or more calendar days before the event begins may request that the full registration amount be applied as a credit toward a future eligible ITC event occurring within 12 months of the original event date.

Event credits:

  • Must be requested in writing at the time of cancellation.
  • May be used only for registration for an eligible ITC event occurring within 12 months of the original event date.
  • Will be issued to the individual or organization that originally paid the registration fee.
  • May not be redeemed for cash.
  • May not be combined with another refund.
  • Will expire 12 months after the original event date.

Any difference between the credit amount and the registration fee for the future event will be the responsibility of the registrant.

Attendee Substitutions

A registered attendee who is unable to attend may transfer the registration to another individual at no additional charge.

Substitution requests must be submitted in writing and include:

  • The original attendee’s name.
  • The replacement attendee’s name, title, institution, and email address.
  • Any applicable dietary or accessibility information.

The replacement attendee must qualify for the original registration category. If the replacement attendee does not qualify for the original member or discounted rate, the difference in registration fees must be paid before the substitution is completed.

Emergency Circumstances

ITC may consider exceptions for documented medical emergencies, a death in the immediate family, military deployment, or other extraordinary circumstances.

Requests for an exception must be submitted in writing with appropriate documentation. Submission of a request or documentation does not guarantee approval of a refund or credit. All exception decisions are made at the discretion of ITC.

Nonattendance

Registrants who do not attend the event and do not submit a cancellation or substitution request are not eligible for a refund or future ITC event credit. Additionally, registrations who do not attend and do not cancel prior to the event are responsible for the full cost of their event registration.

Failure to attend all or part of the event does not qualify a registrant for a full or partial refund.

Workshops and Optional Activities

Registration fees for workshops, special activities, tours, transportation, or other optional components are subject to this cancellation policy unless a separate cancellation policy is provided during registration.

ITC may be unable to refund expenses that have already been committed to a hotel, caterer, transportation provider, venue, or other third party.

Travel and Related Expenses

Event registration and hotel or travel reservations are separate transactions. Attendees are responsible for canceling hotel reservations and travel arrangements directly with the applicable hotel, airline, rental car company, or other provider.

ITC is not responsible for airfare, lodging, transportation expenses, travel change fees, lost wages, or other costs incurred by attendees.

Event Cancellation by ITC

If ITC cancels the event and does not reschedule it or provide a comparable alternative, registration fees paid directly to ITC will be refunded.

ITC is not responsible for hotel expenses, airfare, transportation costs, travel change fees, lost wages, or other expenses incurred by registrants.

Event Postponement, Relocation, or Format Change

If the event is postponed, relocated, rescheduled, or converted to a virtual or hybrid format, registrations will automatically transfer to the revised event.

ITC will communicate available registration, credit, or refund options based on the circumstances and the event experience that can be provided.

By registering for an ITC event, the registrant acknowledges and accepts this cancellation and refund policy.