Refund and Cancellation Policy

Last Updated: 06/10/2025

Overview

This Refund and Cancellation Policy applies to all event registrations and exhibitor booth purchases processed through our payment system. By completing your registration, you acknowledge and agree to the terms outlined below.

Registration Fees

Standard Registration

  • Registration Fee: $325 per attendee
  • Required for: All attendees, including those attending display portion only
  • Payment Method: Credit card accepted
  • Payment Deadline: September 1, 2025

Late Registration

  • Late Fee: Additional $100 for submissions after September 1, 2025
  • Availability: Subject to space availability
  • Processing: Late registrations accepted on a first-come, first-served basis

Exhibitor Booth Fees

Booth Pricing

  • Booth Fee: $1,250 per booth
  • Includes: 1 attendee registration
  • Payment Method: Credit card accepted

Sponsor Fees

Gold Sponsor Pricing

  • Gold Sponsor Fee: $3,000
  • Includes:
    • Selection of Gold Level Booth Locations
    • Company logo displayed in WWR venue
    • Company uploaded literature available for download/viewing
  • Payment Method: Credit card accepted

Platinum Sponsor Pricing

  • Platinum Sponsor Fee: $6,000
  • Includes:
    • Selection of Platinum Level Booth Locations
    • Company logo displayed in WWR venue
    • Company uploaded literature available for download/viewing
    • Company-provided literature included in registration package if desired (TCG reserves the right to limit the literature provided)
  • Payment Method: Credit card accepted

Other Sponsorship Pricing

  • Other Sponsorship Fee: varies from $5,000 to $7,500 based on choice
  • Includes:
    • Wi-Fi in Conference Center
    • Conference APP
    • Monday Coffee Break
    • Tuesday Coffee Break
    • Bottled Water with Your Company LOGO
  • Payment Method: Credit card accepted

Refund Policy

Registration Refunds

  • Full Refunds Available: Until September 1, 2025
  • Processing Fees: Administrative and credit card processing fees will be deducted from refunds
  • Refund Timeline: 5-10 business days after approval
  • Refund Method: Original payment method

Exhibitor Booth Refunds

  • Refunds Available: Until September 1, 2025 only
  • Processing Fees: Administrative and credit card processing fees will be deducted from refunds
  • Non-Refundable After: September 1, 2025 - no exceptions
  • Refund Timeline: 5-10 business days after approval
  • Refund Method: Original payment method

Cancellation Policy

After September 1, 2025

  • Registration Cancellations: NOT honored - no refunds available
  • Booth Cancellations: NOT honored - no refunds available
  • Final Deadline: All cancellation requests must be submitted before September 1, 2025

Cancellation Process

  • How to Cancel: Submit written cancellation request via email to aflcmc.wlni.c130tcgwwr1@us.af.mil
  • Required Information:
    • Full name of registrant
    • Registration confirmation number
    • Reason for cancellation
  • Confirmation: Cancellation confirmation sent within 24 hours

Substitution Policy

Attendee Substitutions

  • Permitted: At any time, including after September 1, 2025
  • No Additional Fee: Substitutions processed at no extra charge
  • Process: Contact aflcmc.wlni.c130tcgwwr1@us.af.mil with substitute's information
  • Required Information:
    • Original registrant's name and confirmation number
    • Substitute attendee's full contact information

Administrative Fees

Processing Fees

  • Credit Card Processing: 2.9% + $0.30 per transaction
  • International Processing: Additional 1.5% for international cards
  • Currency Conversion: Additional 1% if currency conversion is required

Force Majeure and Event Cancellation

Event Cancellation by Organizer

  • Full Refunds: Provided if event is cancelled by organizer minus processing fees
  • Alternative Dates: Credit applied to rescheduled event if preferred
  • Timeline: Refunds processed within 30 days of cancellation announcement

Force Majeure Events

  • Covered Circumstances: Natural disasters, government restrictions, venue unavailability
  • Options Available:

Refund Processing

Timeline

  • Standard Processing: 5-10 business days
  • Peak Periods: Up to 15 business days during high-volume periods
  • Notification: Email confirmation sent when refund is processed

Refund Method

  • Credit Card: Refunded to original payment method
  • Processing Time: Depends on card issuer (typically 3-5 business days after processing)
  • Statement Appearance: May appear as credit from BRAND825/C-130 TCG WWR

Dispute Resolution

Chargeback Prevention

  • Clear Communication: All policies provided at time of purchase
  • Documentation: Event registration website includes policy links
  • Customer Service: Available to resolve issues before disputes

Contact for Issues

Terms and Conditions

Policy Acceptance

  • Agreement: Completion of registration constitutes acceptance of this policy
  • Modifications: Policy may be updated; registrants notified of material changes
  • Governing Law: Tennessee/United States law governs this agreement

Important Deadlines

  • September 1, 2025: Final deadline for refunds
  • September 1, 2025: Late fee applies to new registrations
  • No Exceptions: Deadlines strictly enforced

Contact Information

For refunds, cancellations, or substitutions:

  • Email: aflcmc.wlni.c130tcgwwr1@us.af.mil
  • Subject Line: Include "2025 C-130 TCG WWR REFUND REQUEST" or "2025 C-130 TCG WWR CANCELLATION REQUEST"
  • Phone: 1-478-337-1659

By registering for this C-130 TCG WWR event, you acknowledge that you have read, understood, and agree to be bound by this Refund and Cancellation Policy. This policy is designed to ensure fair treatment of all participants while maintaining event planning integrity.