Meeting of the Music Library Association and the Theatre Library Association, March 1-5, 2023

Refund Policy

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
  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
  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
  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
  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
      3. The conference is canceled for reasons related to the COVID-19
      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
    2. Lack of travel funding is not considered a valid emergency
    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

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 ( to make arrangements.

Updated: December 3, 2021