Cancellation, Refunds and Changes
Members with a cooperative.com login can make changes and cancellations online via cooperative.com > Member Center > My Registrations. Alternatively, cancellations can be submitted in writing. Cancellations received by 10 business days before the start of the conference/meeting/event (which includes pre-conference workshops or trainings) are fully refundable. Registrants who cancel after 10 business days before the start of the conference/meeting/event through the day before the start of the conference/meeting/event will be issued a refund minus a $175 cancellation fee. Substitutions are accepted. No-shows and registrants failing to cancel prior to the first day of the conference/meeting/event, (which includes pre-conference workshops or trainings) are responsible for paying the full registration fee and any pre-con, post-con workshops, courses, etc., if applicable. Special events or ticketed item fees are non-refundable. For more information on cancellations or refunds, please contact Accounts Receivable at 703.907.6875, firstname.lastname@example.org or fax to 703.907.5951.
Meeting, Event, and Activity Conduct Policy
NRECA strives to create a safe, productive and welcoming environment free from discrimination, harassment, and retaliation for all who participate in NRECA-sponsored meetings, events and activities (“Events”). For purposes of this policy, harassment includes, but is not limited to, sexual harassment, offensive or physically threatening bodily contact, and intimidation or discrimination based on race/ethnicity, nationality, religion, age, gender, gender identity, sexual orientation, disability or appearance. Sexual harassment includes any unwelcome sexual advances or attention, whether physical, virtual or verbal. Harassment, discrimination or intimidation of any kind will not be tolerated.
This policy applies to all who participate in NRECA-sponsored Events including, but not limited to, attendees, NRECA staff, sponsors, vendors, guests, contractors, students and exhibitors. Participation constitutes agreement to comply with this policy as a condition of attendance.
Suspected violations of this policy should be reported to Event sponsor or any member of NRECA management while on site at the Event or as soon as possible. Violations involving NRECA staff, members or contractors should be reported to NRECA’s Human Resources Department at email@example.com or in person if after the Event.
All reports will be treated seriously and investigated promptly. At NRECA’s sole discretion, policy violations may result in removal from or denial of access to NRECA-sponsored meetings, events and activities without refund of any applicable registration fee or other costs to the participant.
Photography Waiver Policy
By executing and submitting the Registration form, you acknowledge that you are authorized to agree to its terms on behalf of (1) yourself, (2) your employer or the entity on whose behalf you are registering, and (3) each of the individuals you are registering listed on the Registration form who are not minors (collectively “Registrants”). Registrants agree to allow NRECA to take and publish Registrants’ likeness using still photograph or motion video (“Images”) for use in the promotion of electric cooperatives, NRECA, and/or its affiliates in NRECA’s sole discretion. Registrants grant NRECA a non-exclusive, worldwide, royalty-free, and perpetual (for the duration of the applicable copyright) license to copy, crop, alter, touch up, edit, publish, display and distribute Images in whole or in part on basis, to use the Images without limitation in displays, print or electronic publications, advertisements and web sites, and without prior notification or any compensation.
Information Disclosure Policy
By executing and submitting the Registration form, you acknowledge that you are authorized to agree to its terms on behalf of (1) yourself, (2) your employer or the entity on whose behalf you are registering and (3) each of the individuals you are registering listed on the Registration form who are not minors (collectively “Registrants”). Registrants understand that their contact information – name, co-op, co-op address or email – will be provided to the event sponsors, upon request, as a benefit of sponsorship. This information may be used by sponsors to provide registrants with information about their products and services.
Non-Member Eligibility & Registration Fee Policy
NRECA convenes several members-only meetings throughout the year, specifically the Annual Meeting, Regional Meeting and Legislative Conference. These meetings are for NRECA member employees, directors and consultants only. By registering for and attending these meetings, the registrant acknowledges that he/she is one of these individuals and will not distribute or disclose information from any of these meetings to anyone other than these individuals. Requests to attend from non-members will be considered on a case-by-case basis. All such non-member requests to attend must be submitted in writing (email messages are acceptable) to firstname.lastname@example.org. NRECA's decision will be final and provided in writing. Non-members cannot register until permission has been granted. Additionally, non-members permitted to register must pay the non-member registration fee (50% higher than the member fee) and agree to abide by the Photography Waiver, Disclosure Policy and the Meeting, Event and Activity Conduct Policy. Substitutions are not allowed. No-shows and registrants failing to cancel prior to the first day of the meeting are responsible for paying the full registration fee and any pre-con, post-con workshops, courses, etc., if applicable. Special events or ticketed item fees are non-refundable. NRECA reserves the right to refuse or cancel ineligible registrations at any time and shall not be held accountable for any external fees associated with the cancellation.
Ineligible Registration Policy
All registrations are reviewed to ensure they meet the NRECA eligibility requirements. NRECA reserves the right to refuse or cancel all ineligible registrations at any time and shall not be held accountable for any external fees associated with any cancellation.
Side Meetings at NRECA Events Policy
NRECA understands that it may be convenient and economical to conduct various types of meetings in conjunction with an NRECA event. To the extent that such side meetings do not conflict with or detract from the NRECA event, these meetings are permissible. It is the policy of NRECA that no affiliate member, associate member, service member, sponsor, exhibitor, vendor and/or speaker will schedule and hold a side meeting (training meeting, demonstration meeting, member meeting, etc.) to which attendees of the NRECA event are invited to attend that conflicts with the NRECA program agenda. Side meetings by affiliate members, associate members, service members, sponsors, exhibitors, vendors and/or speakers may only be held during non-scheduled program times. Requests for meeting space held by NRECA in the event venue must be submitted in writing to the NRECA meeting planner for that event, along with the meeting title and description, desired room set-up, approximate number of participants, and meeting start and end times. The requestor understands that it will assume all costs – food and beverage, audiovisual equipment, labor, etc. – associated with the side meeting. NRECA does not make any guarantees regarding the availability of space for side meetings. To the extent that such space is available, requests will be considered on a first come, first served basis.
Exhibiting at NRECA Events Policy
NRECA understands that there are numerous benefits associated with exhibiting at NRECA sponsored events, including increased exposure, reinforcement of message, recognition, and many more. It is the policy of NRECA that only event sponsors – at any level – may exhibit at our conferences and meetings. In other words, event exhibitors must be sponsors of the event as well. The only exceptions to this policy are the TechAdvantage Conference & Expo and the INTERACT Conference. Event sponsorship requests and requests for space to exhibit must be submitted to NRECA’s business development staff. Requests will be considered on a first come, first served basis.
Accommodation/Hardship Policy for NRECA Event Cancellation/Refunds Policy
According to NRECA's cancellation and refund policies, members who timely cancel their registrations – earlier than 10 days prior to an event or the calendar date stated on the event registration web pages – are entitled to a full refund of the event registration fee. However, special events or ticketed item fees are non-refundable. Those that cancel within the 10-day window are assessed a cancellation fee ($175 for conferences and meetings; 50% for training programs and courses). No-shows are responsible for paying the full registration fee, including any pre- or post-conference workshops, training, or ticketed activities.
This policy outlines the accommodations for those members that were not able to meet the requirements for cancelling registrations due to a "hardship" situation.
Cancellation reasons that trigger this hardship policy and waiver of the applicable cancellation penalty:
- His/her own illness or that of someone for which the member is a caretaker (e.g., spouse, parent, child, or grandchild).
- Severe inclement weather impacting the member's ability to travel.
- There was a death in the family of the member.
- There is a temporary situation beyond the member's control other than the above which caused the member to be unable to cancel in a timely manner. (Examples: flight cancellations, extended power outage requiring registrant to stay at home to work or to show support, airport closure, etc.)
- There is an unanticipated security concern at the event's location. (Examples: pandemic/virus outbreak, terrorist threat, shooting, etc.)
If any of the above situations occurs, then a waiver of the applicable cancellation fee should be granted. The member's hardship explanation should be recorded for future reference.
If the member's situation seems to be of a very similar nature to, but is not one of the reasons stated above, the staff member receiving the waiver request should contact the E&T program manager for that program to determine whether or not to grant the waiver.