MLA Conference Refund Policy for 2023 Meeting (In-Person and Virtual)

1. All cancellations and refund requests must be made in writing to the
   Convention Manager via email at cm@musiclibraryassoc.org.
2. Cancellation requests generally will be approved or declined within 30
   days of receipt, except for requests received 14 days preceding the
   conference, or after the conference starts. In those cases, responses
   generally will be sent within 30 days after the last day of the
   conference. In case of extraordinary circumstances requiring mass
   refunds, Registrants will be notified within 30 days of any likely
   delays.
3. Refunds will be allowed as follows:
   
   1. Registrations canceled by Friday, December 16, 2022 (75 days before
      the start of the conference) will receive a full refund.
   2. Registrations canceled by Sunday, January 15, 2023 (45 to 74 days
      before the start of the conference) will receive an 80% refund.
   3. Registrations canceled by Sunday, January 29, 2023 (31 to 44 days)
      before the start of the conference will receive a 50% refund.
   4. No refunds will be given for cancellations received on or after
      noon CST Monday, January 30, 2023 (within 30 days of the start of
      the conference) or after the beginning of the opening reception,
      unless in accordance with the Emergency Circumstances
      below.
4. Registrants who cancel their in-person attendance and who wish to
   attend the online conference can have the online conference
   registration fee deducted from their remaining refund upon request, at
   the same membership level.(Note that in-person attendance registration
   will otherwise come with online access.)
5. Refunds will be sent by check, and cannot be applied back to credit
   cards. If payment was made or reimbursed by an institution,
   organization, or business, it is the responsibility of the Registrant
   to ensure funds are made out to and mailed to the appropriate entity.
6. Refunds will only be given for conference fees. Itemized fees for
   special events, tours, concerts, workshops, MOUG meetings, extra
   banquet tickets (for accompanying guest/s), or other add-ons at the
   conference will be non-refundable, unless they have a separately
   published refund procedure.
7. Registration fees are non-transferable to another party, program, or to
   dues.
8. Emergency Circumstances
   
   1. A Registrant is eligible to receive a full refund of all
      registration fees under the following circumstances:
      
      1. Registrant is unable to attend the conference due to the death
         of an immediate family member or significant other (domestic
         partner or spouse).
      2. Serious illness or debilitating health condition of Registrant,
         a direct family member, or significant other which necessarily
         restricts travel and full conference participation by the
         Registrant.
      3. The conference is canceled for reasons related to the COVID-19
         pandemic.
      4. Registrant is unable to travel due to a lockdown, isolation, or
         quarantine enforced by Registrant’s country of residence;
         travel restrictions imposed by Registrant’s institution,
         company, or organization due to the COVID-19 pandemic; or visa
         restrictions related to the COVID-19 pandemic.
      5. Other extraordinary circumstances (e.g., the death of a service
         animal on which a disabled Registrant’s attendance is
         predicated).
   2. Lack of travel funding is not considered a valid emergency
      circumstance.
   3. Refund requests due to emergency circumstances must be received
      prior to Saturday, March 4, 2023, the last day of the conference.
      Registrant may be asked to provide documentation of proof for
      cancellation related to emergency circumstances. By accepting these
      Terms and Conditions, Registrant agrees to provide such
      documentation, if requested.
   4. Individuals receiving full refunds will not have access to the
      online conference, unless they ask to have the online conference
      fee deducted from the refund.
9. Conference registration fees will not be refunded for weather or
   travel-related delays or cancellations.
10. Leaving the conference early, for any reason whatsoever, will not
    result in a refund, and no refunds will be made for any unused portions
    of the event. Likewise, refunds will not be granted for no-shows.
11. Cancellation of the Meeting
    
    1. If any portion of the meeting cannot be held or is postponed due to
       events beyond the reasonable control of MLA or due to events that
       are not attributable to unlawful intent or gross negligence of the
       conference organizers, MLA cannot be held liable by participants
       for any damages, costs, or losses incurred, such as transportation
       costs, accommodation costs, costs for additional orders, financial
       losses, etc.
12. Change of Meeting Format
    
    1. If the meeting is not held as an in-person function due to events
       beyond the control of MLA or its meeting venue(s), such as acts of
       God; war; curtailment or interruption of transportation facilities;
       strikes, or the imminent threat thereof; threats or acts of
       terrorism or similar acts; disease outbreak, epidemic, or pandemic;
       State Department or other governmental or international agency
       travel advisory; corporate travel restrictions; civil disturbance;
       or any other cause which, in the reasonable judgement of MLA or the
       meeting venue would make it inadvisable (from a safety, health or
       financial standpoint), illegal, impracticable, or impossible to
       hold an in-person meeting, the meeting may be moved to an entirely
       virtual format, on the same dates if feasible, or at a later
       announced date.
    2. In the event of such a change, all persons who registered for the
       event prior to the change will automatically be considered
       registered for the event in its new format. Registrants will be
       refunded the difference between what they paid for the in-person
       conference and virtual meeting within their appropriate
       registration category.
    3. If any Registrant chooses to cancel participation following the
       change to a virtual venue, or if the virtual conference does not
       take place, the Cancellation Policy described above continues to
       apply.

13. Addendum regarding exhibitors

1. For exhibitor registrants, the cost of any expenses incurred by MLA
   specifically for them (including exhibit tables, special paraphernalia,
   etc.) will be deducted from their refund. All other aspects of the
   refund policy will apply to exhibitors.Exhibitors may send materials to
   the hotel at their own expense to be arranged and shown during the
   conference. Contact (cm@musiclibraryassoc.org) to make arrangements.

Updated: December 3, 2021