Contact Information
For cancellation requests, registration transfers, or refund inquiries, please contact:
Email: info@ameripen.org
Phone: 413-686-9198
Attendee-Initiated Cancellations
A registered attendee may transfer their registration to another individual within their organization at no additional cost, provided AMERIPEN is notified in writing of the substitution at least seven (7) calendar days prior to the start of the event. Transfer requests received fewer than seven (7) days before the event may be accommodated at AMERIPEN’s discretion and may be subject to an administrative fee.
If an attendee needs to cancel their registration, the following refund policy applies:
- Cancellations made by April 14, 2026: Eligible for a full refund of the event registration fee paid.
- Cancellations made between April 15 and May 14, 2026: Eligible for a 50% refund of the total registration fees paid.
- Cancellations made on or after May 15, 2026: No refund will be issued.
Refunds apply solely to event registration fees and do not include travel, lodging, or other incidental expenses.
No-Show Policy
A registrant who does not attend the event and does not cancel in accordance with this cancellation policy will be considered a no-show. In such cases, the registration fee cannot be refunded or credited, as event costs are committed in advance based on confirmed registrations. Accordingly, no refunds, credits, substitutions, or transfers will be issued for no-show registrants. We encourage attendees who may be unable to participate to notify AMERIPEN as early as possible in accordance with the cancellation policy.
Cancellation by AMERIPEN
In the unlikely event that AMERIPEN cancels the 2026 Annual Summit scheduled for June 15-17, 2026, at the Willard InterContinental Washington D.C., registered attendees will be promptly notified via email and through announcements on our official website.
Members will have the following options:
- Full Refund: Receive a complete refund of the paid registration fee.
- Registration Transfer: Transfer the registration to a rescheduled event date.
- Credit: Apply the registration fee as a credit toward a future AMERIPEN event.
Please note that AMERIPEN is not responsible for additional expenses incurred by attendees, such as travel or accommodation costs.
Exhibitors and sponsors will be offered the option of:
- Refund of fees paid, less any non-recoverable costs already incurred by AMERIPEN, or
- Credit toward a future AMERIPEN event, sponsorship, or exhibit opportunity, as determined by AMERIPEN.
If the event is postponed or canceled due to circumstances beyond our control, such as, but not limited to, natural disasters, government restrictions, or health emergencies, AMERIPEN reserves the right to:
- Reschedule the event and transfer all valid registrations to the new date.
- Issue a full or partial refund, at AMERIPEN’s discretion.
- Provide a credit toward future AMERIPEN events.
Registration, exhibit, and sponsorship fees cover participation in the event only and do not include travel, lodging, shipping, staffing, promotional, or other incidental expenses, which remain the responsibility of the member, exhibitor, or sponsor.
Postponement
If AMERIPEN postpones the event, registrations, exhibit agreements, and sponsorships will automatically apply to the rescheduled event date at no additional cost.
- Members unable to attend the rescheduled date may request a refund or credit, provided written notice is submitted within the timeframe specified in the postponement notice.
- Exhibitors and sponsors unable to participate on the rescheduled date may request a credit toward a future AMERIPEN event or opportunity, or, at AMERIPEN’s discretion, a refund of fees paid less any non-recoverable costs incurred.
Credits, if offered, will be valid for a period specified by AMERIPEN and may be applied only to future AMERIPEN events or opportunities. Fees paid are limited to participation in the event itself and do not include travel, lodging, shipping, staffing, promotional, or other incidental expenses, which remain the responsibility of attendees, exhibitors, and sponsors.
In the event of postponement by AMERIPEN, standard attendee cancellation deadlines and no-show provisions shall be tolled or adjusted as communicated by AMERIPEN.
Rescheduling
If the event is canceled and rescheduled, registered attendees will have the option to:
- Transfer their registration to the rescheduled AMERIPEN event on the new date.
- Request a refund (requests must be submitted within 14 days of notification).
Event Modifications
If AMERIPEN makes a Significant Modification to the event that substantially alters its nature or value to a reasonable attendee, a registered attendee may submit a written request for a refund of the event registration fee within fourteen (14) days of receiving notice of the modification. Refunds will be limited to registration fees paid and will not include travel, lodging, or other incidental expenses.
AMERIPEN reserves the right, in its sole reasonable discretion, to determine whether a modification constitutes a Significant Modification under this policy. Minor changes, including but not limited to adjustments to the agenda, speakers, session topics, or timing that do not materially affect the overall event, shall not constitute a Significant Modification and shall not entitle an attendee to a refund.
Refund Processing
- Refund requests must be submitted via email to info@ameripen.org.
- Approved refunds will be processed within 14 business days of receipt of the request.
- Please note that service or processing fees may be non-refundable, depending on the payment platform used.