Registration Cancellation Policy

Cancellations must be received by ECI in writing at least 28 days prior to the start of the conference in order for a full refund (less a 4% processing fee) to be considered. 

The ECI auditors require that refunds for all conference cancellations be processed after the conference so that the necessary back-up information (e.g., hotel list of those in-house) can be attached to the refund request and ECI can verify that the hotel has not charged ECI a cancellation fee. 

Cancellation fees

  • Cancellations received more than 28 calendar days prior to the conference start date are subject to a processing fee of 4% of the total fee, plus any direct expenses incurred by ECI. 
  • Cancellations received 15 – 28 days prior to the conference start date are subject to a $250 cancellation fee, plus any direct expenses incurred by ECI. 
  • Cancellations received 8 – 14 days prior to the conference start date are subject to a $500 cancellation fee plus any direct expenses incurred by ECI. 
  • No refunds will be issued for cancellations received less than 7 days prior to the conference start date. 
  • No refunds will be issued due to inclement weather or travel disruptions/cancellations. 

Substitutions and Transfers:

Conference registrations can be transferred between attendees without incurring penalties or cancellation fees.

Effective September 1, 2025

For conferences with a start date after September 1, 2025, cancellations must be received by ECI in writing at least 28 days prior to the start of the conference in order to receive a registration refund, less $250 cancellation fee. 

The ECI auditors require that refunds for all conference cancellations be processed after the conference ends so that the necessary back-up information (e.g., hotel list of those in-house) can be attached to the refund request, and ECI can verify that the hotel has not charged ECI any additional cancellation fees. 

Cancellation fees

  • Cancellations received more than 28 calendar days prior to the conference start date are subject a $250 cancellation fee plus any direct expenses incurred by ECI. 
  • Cancellations received 11 – 27 days prior to the conference start date are subject to a $500 cancellation fee plus any direct expenses incurred by ECI. 
  • No refunds will be issued for cancellations received less than 10 days prior to the conference start date. 
  • No refunds will be issued due to inclement weather or travel disruptions/cancellations. We recommend you purchase travel insurance to provide financial protection against unexpected events that can disrupt your travel plans.

Substitutions and Transfers: Conference registrations can be transferred between attendees without incurring penalties or cancellation fees. 7-days’ notice is required for all substitutions. 

Denied or delayed VISA: If a participant is forced to cancel due to a denied or delayed entry visa, ECI will issue a full refund provided that ECI has been notified of the cancellation at least 10 days prior to the conference start date. 

  • No refunds can be issued for cancellations received less than 10 days prior to the conference start date. 

Change of payment method: If a participant who has already paid the conference fee with a credit card requests that the fee be refunded to that card so that it can be paid in a different manner (charged to an alternate credit card, or paid via check/ P.O./ or bank transfer), a processing fee of 4% of the total amount will apply.

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