Registration

Refund/Cancellation Policy

Note, Mt. Hermon has a strict refund policy that we, as event hosts, have to adhere to. Please consider purchasing travel/trip insurance in case you are unable to attend. Mt. Hermon’s policy is as follows:

  • From time of registration to 121 days prior to conference, 75% of registration fee will be refunded
  • From 120 to 91 days prior to conference, 50% will be refunded
  • From 90 to 61 days, 25% will be refunded
  • Less than 61 days prior to conference, no refunds are made

Mentoring Track

If you just want to cancel the mentoring track after purchasing but are still attending the conference

  • We can only offer a refund if someone else fills your spot
  • If someone does fill your spot, there will be a $100 cancellation processing fee

If you want to cancel your entire registration, including accommodation and the mentoring track, for the mentoring track:

  • We will give a full refund up to 91 days prior to the conference, less a $100 processing fee
  • This refund is contingent on us being able to fill the mentoring spot, otherwise we cannot give a refund

Registration Changes (Upgrades/Downgrades, etc.)

Prior to the Conference

  • Under certain circumstances, we are able to change your registration (upgrades/downgrades, single to double, double to single, etc.) but we reserve the right to charge a processing fee for such changes.
  • We cannot guarantee such changes will be possible.

At the Conference

  • Under certain circumstances, we are able to change your registration (upgrades/downgrades, single to double, double to single, etc.) but we reserve the right to charge a processing fee for such changes.
  • We cannot guarantee such changes will be possible.
  • If you request a different roommate to the one assigned, you will be required to pay any additional upgrade/downgrade charges for the assigned roommate as well as the requested roommate. A processing fee will also be charged.

Payment Plan

General Payment Plan Provisions

  • Fee: Each person applying to be on the payment plan will be charged a payment plan administration and convenience fee, which is currently $60. Thus, the total cost of any room type will be $60 more on a payment plan than if the full cost is paid at registration.
  • 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 (unless stated otherwise). 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.

Early Payment of Balance

  • 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.