How the Payment Plan Works

Payments for your selected room types are determined by taking the cost of the room type you’ve chosen and dividing by eight. Each installment is due on the 15th of the month, from June through January. The payment is taken automatically from a card on file (so no need for you to do anything each month after setting the plan up).

Examples: If the room cost $1,600, your monthly payment would be $200. If your room costs $1,200, your monthly payment would be $150.

This payment plan starts on June 15th and cannot be shifted or adjusted. The initial payment would include the current month’s payment and any prior months’ payments. Future payments would always be made on the 15th of the month. So, for example, if you joined the plan June 30th, you would be invoiced for the June 15th payment and the next payment would be made automatically on July 15th. If you joined the plan July 7th, you would be invoiced for both the June and July payments, with the next, automated payment, being August 15th.

Payment dates for this option are:

  • June 15th
  • July 15th
  • August 15th
  • September 15th
  • October 15th
  • November 15th
  • December 15th
  • January 15th

On receipt of payment for the first invoice, we will remove one room (of the requisite type) from the availability online and reserve it for you.
When we have received the final payment, we will place your full order in our ticketing/registration system, which will automatically send you your formal registration receipt/ticket.

Transaction fees and Cancellation policies apply.

An additional $60 set up fee is charged for the payment plan option.

Payment Plan Terms and Conditions

  • Code of Conduct: By applying to be on the payment plan, you agree to adhere to the conditions of the Code of Conduct, which can be read here.
  • Right of Denial: We reserve the right to deny anyone entry to the payment plan.
  • Initial Invoice: The initial invoice, which activates the payment plan, will be issued, after agreeing to the terms of the payment plan and at a mutually agreed time, with the understanding it must be paid within 24 hours of issuance. Failure to make this payment, in the absence of extenuating circumstances, will result in denial of entry to the payment plan.
  • Scholarship Donations: If you indicate you wish to donate to our scholarship fund, the donated amount will be included on the Initial Invoice; it will NOT be spread throughout the individual monthly payments.
  • Automated Subscription: On receipt of payment for the first invoice, an automated monthly subscription will be set up, in equal amounts, to pay off the remaining balance. Payments will be made on the 15th of each month, with the final payment on January 15, 2025.
  • Refund Policy: Our standard refund policy also applies to those on the payment plan and will be based on the total amount owed, not the amount paid at the time of cancellation.

Non-Payment

  • Payment Failure: If any automated payment fails as a result of an expired card on file, the card issuer declining payment, insufficient credit, or any other reason other than one caused by a failure of the payment processing system or our own fault, we will notify you of the payment failure and you will be given two (2) days from when notice is sent to bring your account current.  If payment is not made in a timely manner, the entire balance will become due, for which an invoice will be issued, and the payment plan will be canceled.
  • Canceling Registration: Failure to pay off the outstanding balance within five (5) days of the invoice being issued will be treated as a request to cancel the registration, according to the cancellation terms described above. Notice of cancellation will be sent out to you, should this occur.
  • Room Returned to Inventory: In the event of canceling your registration, the room reserved for you will be returned to inventory and made available to the public or, if applicable, anyone on a related waiting list.
  • Reinstatement Fee: Should you wish to reinstate your registration for the conference, there will be a $150 reinstatement fee. However, accommodation options will be limited to those available to the general public at the time we process your reinstatement request.

Note: The outstanding balance may be paid in full at any time. If you wish to pay off your balance, please contact us at conference@vcwconf.com.

If you would like to set up a payment plan, please:

If you have any questions, please email us at conference@vcwconf.com.

Last Updated: May 8, 2023