Refund / Cancellation Policy

Collection Policy

Membership

·         Membership fees are from January – December each calendar year.

·         Members are billed annually in November for their membership dues. 

·         Membership dues (full and associate) are due January 31.

·         Late fees will be assessed for payments received after January 31.  (New Members will not be assessed a late fee.)

·         After a three-month period of nonpayment (February 28), notification of membership suspension will be sent.

Conference Registration, Educational Courses, and Regional Events

·         Participants have the option to make an online credit card payment at the time of registration or they can choose the “bill me” option.

·         VGFOA will send an invoice within 7 days to those choosing the “bill” me option.

·         Payment is due within 20 business days of the invoice.

·         A second notice will be sent on delinquent payments 30 days after the original invoice was sent.

·         All open accounts receivable will be reported to the Treasurer on a monthly basis.  The Treasurer will discuss with the administrator any invoices that are over 60 days old.  The Treasurer will contact the respective committee chair, as appropriate, and follow-up with responsible individuals.

·         The VGFOA has the right to pursue additional collection actions on delinquent invoices.

Sponsors/Exhibitors

·         Sponsors/exhibitors have the option to make an online credit card payment at the time of registration or they can choose the “bill me” option.

·         VGFOA will send an invoice within 7 days to those choosing the “bill me” option.

·         VGFOA must receive payment within 10 days of the invoice date or the date of the conference, whichever is sooner; otherwise, their sponsor/exhibit booth/additional attendee registration may be cancelled.

Cancellation Policy

Membership Cancellation

The Virginia Government Finance Officers’ Association (VGFOA) reserves the right to refuse/cancel a membership in the VGFOA.  If VGFOA refuses a new or renewing membership, registrants will be offered a full refund.

At times, members (full and associate) may find it necessary to cancel their membership to the VGFOA.  In such cases,

·         Membership cancellations received within 7 days of the membership renewal deadline are eligible to receive a full refund.

·         Cancellations received after the stated deadline will not be eligible for a refund.

·         Cancellations will be accepted via fax or email, and must be received by the stated cancellation deadline.

·         All benefits and incentives of membership received by participant will be cancelled by the VGFOA.

·         All refund requests must be made by the member or credit card holder.  Refund requests must include the name of the member and/or transaction number.

·         Refunds will be issued by refund check.

VGFOA Event Refund/Cancellation

The Virginia Government Finance Officers’ Association (VGFOA) reserves the right to cancel an event due to low enrollment or other circumstances which would make the event non-viable. 

·         If VGFOA cancels an event, registrants will be offered a full refund.  Refunds will be made to the person or entity that paid for the event. 

·         Should circumstances arise that result in the postponement of an event, registrants will have the option to either receive a full refund or transfer registration to an event at a future date. 

Registration Cancellation by Participant

·         Cancellations will be accepted via fax or email, and must be received by the stated cancellation deadline.

·         Unless otherwise specifically stated on registration materials, the deadline to cancel a registration and be eligible for a refund is 7 business days before the event.

·        All cancellations that qualify for a refund will be credited either through a refund check payment or a credit may be applied toward future events at the time of cacellation.  Please note that this includes invoice payments made by credit card.

·         All refund requests must be made by the attendee or credit card holder.  Refund requests must include the name of the attendee and/or transaction number.

·         Cancellations received after the stated deadline (7 business days unless otherwise specifically stated on registration materials) will not be eligible for a refund.  The registrant has the option of (1) substituting another person to attend, or (2) apply the credit balance toward a future course or conference.

·         Refunds will not be available to registrants who do not give advance notice of cancellation and who do not show up at the event.

VGFOA Vendor Cancellation Policy

The Virginia Government Finance Officers’ Association (VGFOA) reserves the right to cancel an event due to low enrollment or other circumstances which would make the event non-viable. 

·         If VGFOA cancels an event, sponsors/exhibitors will be offered a full refund. 

·         Should circumstances arise that result in the postponement of an event, sponsors/exhibitors will have the option to either receive a full refund or transfer registration to an event at a future date.

Cancellation by Vendor

·         Cancellations will be accepted via phone, fax or email, and must be received by the stated cancellation deadline.

·         Cancellation of a sponsor/exhibitor must be made 30 days prior to the conference to be eligible for a refund.  No refunds will be given for any cancellations of a sponsor/exhibitor within 30 days of the conference.

·         Unless otherwise specifically stated on registration materials, the deadline to cancel a registration for an additional attendee and be eligible for a refund is 7 business days before the event.  Additional attendees follow the same guidelines as the participants, stated above.