USITT Refund Policy

Conference and Other Event Registration Cancellations, Refunds, and Deferrals
Adopted August 3, 2020
(Supersedes all other documents on this subject.)

SECTION I:
PAYMENTS MADE TO ATTEND A USITT CONFERENCE OR SYMPOSIUM; REFUNDS AND CANCELLATIONS THEREOF

PAYMENT METHOD

USITT strongly prefers that all payments be made with a major credit card. Only major credit cards are accepted for online purchases. Institutions, organizations, or individuals without access to a credit card may register for a USITT event by phone using a Purchase Order. Such orders are considered provisional until payment by check or money order is received and cleared. USITT reserves the right to cancel any provisional order if payment is not received within 30 days. USITT may assess a fee for checks returned for insufficient funds. Wire transfers may be accepted for international payments. Additional fees may apply. Inquire first.

CANCELLATIONS

All refunds are subject to a $50 cancellation fee.

All refunds will be made to the credit card (or original instrument of purchase) used to make the original transaction. No cash refunds under any circumstances for charges to credit cards. No exceptions.

For refunds requested 90 to 119 days prior to event, refund will be:

  • 100% of amount paid, less $50 cancellation fee;

For refunds requested 60 to 89 days prior to event, refund will be:

  • 75% of amount paid, less $50 cancellation fee;

For refunds requested 30 to 59 days prior to event, refund will be:

  • 50% of amount paid, less $50 cancellation fee.

No refunds will be issued in the 29 days prior to event or after event begins.

(Registration for USITT events will not open more than 120 days prior to an event, due to polices of credit card issuers and processors which preclude issuing credits to accounts more than 120 days after purchase.)

REGISTRATION DEFERRALS

In lieu of cancellation, any registrant may defer registration to any upcoming USITT event within 13 months of the initial event, subject to the following:

60 days or more prior to event:

  • 100% of amount paid, less $25 deferral fee, may be deferred;

Between 30 and 59 days prior to event:

  • 75% of amount paid, less $25 deferral fee, may be deferred.

No deferrals can be made within 29 days prior to the event or after the event begins.

REGISTRATION TRANSFERS

Registrants may transfer registration to another individual for a $25 transfer fee until the day prior to the start of the event. No transfers may be made after the event begins.

GROUP REGISTRATIONS

Group registrations are subject to the same provisions as individual registrations. Refund fees and transfer fees apply to each registrant in the group. Group registrants must provide name and contact information for a Group Registration Manager, who can guide USITT in financial considerations for individual registrants in the group. Group registrations without a Group Registration Manager will not be processed. Group Registration Manager does not have to be a registrant.

COMPLIMENTARY OR DISCOUNTED REGISTRATIONS

Persons who register for a USITT conference or other event and who subsequently win an award or who are selected for a participation in a program, and that award or program comes with a complimentary admission, will have their registrations refunded with no fee. Alternately, awardees or program participants may elect to transfer their paid registration to another individual with no transfer fee.

Determination of complimentary or discounted admissions for persons who hold a volunteer role in the Institute as a member of a Committee, Commission, or other group, will be made by the Executive Director and the Director of Finance, or their designee. Such persons should not pay for their registration and expect full reimbursement. If there are questions regarding complimentary or discounted admission for service, please inquire before registering.

FEES

Fees paid for professional development workshops (PDWs), console demonstrations, tours, or other Institute activities, are, in general, not refundable, except in cases where the activity is cancelled by USITT. Fees which are required to purchase supplies are not refundable.

EVENT CANCELLATION BY USITT

In the event that an event is cancelled by USITT, full refunds will be made, and all cancellation fees will be waived. Refunds only will be made to the instrument of purchase. No cash refunds under any circumstances for charges to credit cards.

TAX-DEDUCTIBLE DONATION

Prior to the published start date of the purchased event and in lieu of a refund or deferral, any registrant may elect to donate their registration and/or fees to the Institute as a tax-deductible contribution by informing the Institute of their intent. The United States Institute for Theatre Technology is a 501(c)3 corporation (Tax ID #13-6216921). Gifts are tax deductible to the fullest extent of the law.

SECTION II:

PAYMENTS MADE TO EXHIBIT AT A USITT EVENT; REFUNDS AND CANCELLATIONS THEREOF

STAGE EXPO REFUNDS, CANCELLATIONS, and CHANGES

  • Booth & Pavilion Space

A 10% non-refundable deposit is required at time of signing. An installment payment of 40% is due six months prior to event or by September 1, whichever is earlier. Final payment is due 90 days prior to event or by December 1, whichever is earlier. Payment in full is due upon signing for booth or pavilion space reserved on or after December 1 or within 89 days of the event.

  •  Table Space

If table space is reserved prior to September 30, payment in full is due no later than September 30. If table space is reserved on or after September 30, payment in full is due upon signing.

STAGE EXPO PAYMENT

Payment may be made by check or credit card. Reservations are considered provisional until payment is received and cleared. Invoices will be sent in August for September 1 payments; invoices will be sent in November for December 1 balances due. If your initial payment is by credit card, USITT’s credit card processor will secure your card information and your balance will be automatically charged on January 15. Cancellation of the contract or reduction of space must be made in writing, and by mutual consent of the applicant and USITT, subject to the cancellation or reduction in space terms outlined below, and subject to the exclusion that USITT may cancel contract at any time for non-payment of any balances due by their specified date. In such case, any payments made will be forfeited.

In instances where exhibition space is not open for sale more than six months prior to an event, USITT reserves the right to alter these Stage Expo refund, cancellation, change, and payment policies. Such alterations will be clearly delineated on the exhibition’s website.

Payment may be made by wire transfer for some international exhibitors. Additional fees may apply. Please discuss this possibility before signing.

Cancellation or Reduction of STAGE EXPO Booth or Pavilion Space 

If an exhibitor cancels reserved booth or pavilion space six months prior to event or before September 1, 10% of total contract amount advanced to USITT as a guaranty to secure space is non-refundable.

If cancellation occurs after September 1 but before December 1, 50% of total contract amount is non-refundable. If cancellation occurs between December 1 and December 31, 75% of contract amount is non-refundable. After January 1, there are no refunds available.

Cancellation or Reduction of STAGE EXPO Table Space

Full refunds will be given if table space is cancelled prior to September 30.  There are no refunds available for table space cancelled on or after September 30.

ADDITIONAL FEES PAID

Additional fees paid by Stage Expo exhibitors including, but not limited to, publication bin rentals, backdrop showcase fees, new products showcase fees, innovation stage fees, are not refundable.

Event Cancellation

If the event is canceled by USITT for any reason, USITT reserves the right to retain up to 10% of the total gross contract amount to cover costs of services to market and plan the event. For all contracts paid by credit card more than 120 days prior to cancellation, USITT reserves the right to retain an additional 5% of the total gross contract amount to offset expenses incurred in processing said refunds. For contracts paid by credit card more than 120 days prior to cancellation, USITT may offer a credit against a future event contract in lieu of a refund.

OTHER USITT EXHIBITIONS

Payment, refund, and cancellation policies, outlined herein expressly for Stage Expo, also apply to other exhibitions or trade shows which may be developed and held in addition to or in place of the Stage Expo, held historically as a part of the event known as the USITT Annual Conference & Stage Expo. The individual exhibitions or trade shows will adhere to the general policy of 10% of contract amount paid at signing; 40% of contract amount paid six months prior to event; balance due at 3 months prior to event, with individual payment, refund, and cancellation policies iterated in detail on the web page for each event. USITT reserves the right to make additional specific payment, refund and cancellation policies, if necessary, as additional events are planned.

SECTION III:

PAYMENTS MADE FOR USITT MEMBERSHIP; REFUNDS AND CANCELLATIONS THEREOF

Purchases of annual or monthly memberships in the Institute, whether made at the time of Conference registration or at any other time, are not refundable under any circumstance. If a member chooses to cancel their membership before it expires, refunds are unavailable. Annual memberships should be renewed on or before the renewal date due, but may be paid, without penalty, in the 30 days after the membership has expired, after which time benefits lapse. Monthly memberships expire on the date posted and benefits lapse on the same date.

SECTION IV:

PAYMENTS MADE FOR CLASSES, TRAININGS OR OTHER EVENTS NOT OUTLINED ABOVE; REFUNDS AND CANCELLATIONS THEREOF

PAYMENT METHOD

Payments for USITT online programming that requires a registration fee, including, but not limited to, INNOVA, eSET, USITT Presents, USITT Forum, or other online programming, must be paid for online with a major credit card prior to receiving access to attend and/or view the event. Payments for these online programs are non-refundable.

CANCELLATIONS

If a class, training or other event has a posted price of more than $50, refunds are subject to a $50 cancellation fee if cancelled by the registrant prior to the start of the event. No refunds are available after the posted start date of the event. All refunds will be made to the credit card (or original instrument of purchase) used to make the original transaction. No cash refunds under any circumstances for charges to credit cards. No exceptions.

If a class, training or other event has a posted price of less than $50, refunds are not available. USITT may elect to extend a credit for a future class, training or other event, if the event is cancelled by USITT.

DEPOSITS

Some Institute events require advance payments made in installments. These deposit payments are a guaranty and are generally not refundable, except in cases where the event is cancelled by USITT or the contracted event operator. The deposit, refund, and cancellation policy for these events, if different, will be clearly delineated on the event’s web page.

EVENT CANCELLATION BY USITT

In the event that an event is cancelled by USITT, full refunds will be made, and all cancellation fees will be waived. Refunds only will be made to the instrument of purchase.

TAX-DEDUCTIBLE DONATION

Prior to the published start date of the purchased event and in lieu of a refund or deferral, any registrant may elect to donate their registration and/or fees to the Institute as a tax-deductible contribution by informing the Institute of their intent. The United States Institute for Theatre Technology is a 501(c)3 corporation (Tax ID #13-6216921). Gifts are tax deductible to the fullest extent of the law.

SECTION V:

PAYMENTS MADE FOR ADVERTISING, MERCHANDISE, OR JOURNAL SUBSCRIPTIONS

No refunds are available for advertising cancellations received after the order date. Advertising placed in USITT publications, both print and electronic, may also be subject to specific provisions outlined in the original insertion order.

No refunds are available for employment advertising placed on JobsUSITT for cancellations received after the ad has been submitted online.

Publications or merchandise purchased from USITT or from the USITT online store may be returned in original condition within 30 days of purchase for a full refund. Postage, shipping, and handling fees will not be refunded. Merchandise deemed defective or damaged will be replaced by USITT or the purchase price refunded.

Electronic publications or other digital downloads are non-refundable.

Subscriptions to Theatre Design & Technology (TD&T) are not refundable.

SECTION VI:

PAYMENTS MADE FOR SPONSORSHIPS

Organizations or individuals that have entered into a sponsorship agreement with USITT and who subsequently must cancel their sponsorship, will be refunded as follows: 50% of the total amount of the sponsorship agreement will be refunded if written notice of cancellation is received no later than 90 days prior to event. No portion of a sponsorship is refundable in the 89 days prior to event.

SPONSORED EVENT CANCELLATION BY USITT

The Institute will work with individual sponsors to determine if sponsorships can be deferred to a future event or if sponsorships can be converted to tax-deductible contributions to USITT. In cases where neither deferral nor contribution is possible, USITT will refund the full amount paid for the sponsorship.


SUBMIT A REQUEST FOR REFUND

All refunds must be made HERE. Generally, determinations will be made within 72 hours. Determinations submitted within one week of an event may be delayed.