Event Cancellation & Attendance Policy

ACEC Washington plans events carefully based on registration numbers, venue commitments, food and beverage guarantees, speaker agreements, and other program expenses. To help us manage these commitments fairly and consistently, the following cancellation and attendance policy applies to ACEC Washington events unless otherwise stated on the individual event registration page.

Registration Cancellations

Cancellations must be submitted in writing to ACEC Washington.

Unless otherwise noted for a specific event:

• Cancellations received at least 10 business days before the event: Eligible for a full refund, less any non-refundable processing fees.
• Cancellations received fewer than 10 business days before the event: No refund will be provided.
• No-shows: No refund will be provided.

For purposes of this policy, business days are Monday through Friday and do not include weekends or ACEC Washington office holidays.

Registration fees cannot be transferred as a credit toward a future ACEC Washington event unless specifically approved by ACEC Washington.

Attendee Substitutions

If you are unable to attend, you may transfer your registration to another individual from your organization at no additional charge.

Substitution requests should be submitted prior to the event and include the replacement attendee's:

• Name
• Title
• Company
• Email address
• Dietary restrictions, if applicable

Membership eligibility and registration pricing may be reviewed when a substitution changes the applicable member or non-member rate.

Conferences, Retreats & Multi-Day Events

Conferences, retreats, and multi-day events may have separate cancellation deadlines due to hotel, catering, transportation, speaker, and venue commitments.

When a different policy applies, the cancellation terms listed on the individual event registration page will supersede this standard policy.

Attendees are responsible for cancelling or modifying their own hotel reservations directly with the hotel according to the hotel's cancellation policy. ACEC Washington is not responsible for hotel cancellation fees.

Golf Tournaments & Special Events

Golf tournaments and other events involving reserved teams, advance purchases, sponsorship commitments, or significant food and beverage guarantees may have event-specific cancellation policies.

Foursomes, sponsorships, and other special registrations may become non-refundable once ACEC Washington has made contractual or purchasing commitments on behalf of the registrant.

Any event-specific terms will be communicated during registration.

Webinars & Virtual Programs

For paid webinars or virtual programs, cancellations received at least 2 business days before the event may be eligible for a refund unless otherwise stated.

Cancellations received fewer than 5 business days before the program and no-shows are non-refundable.

If a recording is available, ACEC Washington may provide registered attendees access to the recording  (if available) in lieu of a refund.

Availability of recordings is not guaranteed unless stated on the registration page.

Complimentary Events

If you register for a complimentary event and can no longer attend, please cancel your registration as soon as possible so the space may be offered to another participant and ACEC Washington can adjust event arrangements.

Repeated no-shows for limited-capacity complimentary events may affect priority registration for future programs.

Dietary Restrictions & Special Accommodations

Attendees should provide dietary restrictions and accommodation requests during registration whenever possible.

Requests received after venue or catering guarantees have been submitted may not be able to be accommodated.

ACEC Washington will make reasonable efforts to accommodate requests but cannot guarantee that all dietary needs or special requests can be fulfilled.

Late Arrivals & Early Departures

Partial refunds will not be provided for late arrivals, early departures, missed sessions, or portions of an event that an attendee chooses not to attend.

Event Cancellation by ACEC Washington

If ACEC Washington cancels an event, registered attendees will generally receive a refund of the event registration fee.

ACEC Washington is not responsible for expenses incurred by attendees related to airfare, lodging, transportation, parking, meals, or other travel or personal expenses.

Event Rescheduling or Format Changes

ACEC Washington may reschedule an event, change the venue, substitute speakers, modify programming, or transition an in-person event to a virtual format when circumstances require.

If an event is rescheduled, registrations will generally be transferred to the new date. Additional options may be communicated depending on the circumstances.

Program schedules, speakers, and session content are subject to change.

Weather, Emergencies & Circumstances Beyond ACEC Washington's Control

If an event is affected by severe weather, natural disaster, public emergency, transportation disruption, venue closure, government action, or another circumstance outside ACEC Washington's reasonable control, ACEC Washington will communicate available options to registered attendees as soon as practicable.

Refunds or credits will be evaluated based on the circumstances and ACEC Washington's existing contractual obligations.

Registration Responsibility

By registering for an ACEC Washington event, the registrant acknowledges and agrees to the cancellation and attendance terms stated on the registration page and in this policy.

If an event has its own cancellation terms, those event-specific terms take precedence over this general policy.

Questions

Questions regarding cancellations, substitutions, or event registration should be directed to:

ACEC Washington
Pamela Beachnau