Policy Adopted Nov. 1, 2023
(Supersedes all other documents on this subject.)

Purchases and Refunds Related to:
SECTION I: ANNUAL CONFERENCE & STAGE EXPO ATTENDANCE
SECTION II: STAGE EXPO EXHIBITORS/EXPO SPACE RENTAL
SECTION III: USITT MEMBERSHIP
SECTION IV:CLASSES, TRAININGS OR SYMPOSIA
SECTION V: ADVERTISING
SECTION VI: SPONSORSHIPS
SECTION VII: DONATIONS

SECTION I:
PAYMENTS MADE TO ATTEND THE USITT ANNUAL CONFERENCE & STAGE EXPO; REFUNDS AND CANCELLATIONS THEREOF
a. Preferred and Alternate Payment Methods
b. Cancellations
c. Deferrals
d. Transfers
e. Group Registrations
f. Complimentary or Discounted Admissions
g. Fees
h. Event Cancellation
i. Tax-Deductible Donation

PREFERRED PAYMENT METHOD
USITT strongly prefers that all payments be made with a major credit card. Only major credit cards are accepted for online purchases.

ALTERNATE PAYMENT METHODS
PURCHASE ORDER. Organizations without access to a credit card may register for a USITT event using a Purchase Order. An official Purchase Order from the organization’s bursar/treasurer/comptroller acknowledging that the organization agrees to pay the recorded amount must be filed electronically with the USITT National Office within 48 hours of initial registration or registrations will be released. No exceptions. All orders purchased without a credit card are considered provisional until payment by check or money order has cleared. USITT reserves the right to cancel any provisional order if payment is not received within 30 days of order. USITT may assess a fee for checks returned for insufficient funds. No Purchase Orders will be accepted within 30 days of the event. All checks or money orders must be received no later than 10 business days prior to the event. If payment is not received 10 or more business days prior to the event, order will be cancelled.

WIRE TRANSFER. Wire transfers may be accepted for some payments. Additional fees may apply. Inquire first.

ONSITE PAYMENT. USITT's onsite registration center is a cashless facility. No cash or personal checks can be accepted onsite. Attendees are strongly encouraged to pay with a major credit card in advance.
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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. At its discretion, USITT may refund check purchases using an electronic (ACH) transaction.

For refunds requested up to 30 days prior to event, refund will be: 100% of amount paid, less $50 cancellation fee.

Refunds requested in the 29 days prior to the event for purchases made prior to that time will be considered after the event and are subject to a $100 late cancellation fee if approved. 

Sales made in the 29 days prior to the event or after the event begins are not eligible for refunds or adjustments or deferrals of any kind.

Any refund requests or requests for price adjustment made after the event begins will not be considered.

Requests for all refunds, cancellations, or adjustments of any kind must be made through the refund portal found at the top of this page. Requests made through other channels will not be considered.
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REGISTRATION DEFERRALS

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

30 days or more prior to event: 100% 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.
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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.
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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.
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COMPLIMENTARY OR DISCOUNTED REGISTRATIONS

ADMISSION FOR SERVICE. Determination of complimentary or discounted admission for persons who hold a volunteer role in the Institute as a member of a Committee, Commission, or other group, shall be determined by the Executive Director and the Director of Engagement or their designee. Such persons, including speakers, presenters, panelists, or other program leaders, should not pay for their registration and expect full reimbursement or adjustment. If there are questions regarding complimentary or discounted admission for service, please inquire before registering.

BADGE CONVERSION REFUNDS. Registrations originally purchased for Conference attendance are ineligible for conversion to a badge of lesser value and no price adjustments will be made nor any refunds given unless specifically authorized by the Executive Director and the Director of Engagement or their designee.

BADGE VALIDATION. Any badge which has been validated or verified at the event’s registration area by the event’s designated registration software and recorded therein as validated is not eligible for change including, but not limited to full or partial refunds, price adjustments, or conversions to another badge type.

AWARDEES OR PROGRAM PARTICIPANTS. 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 or discounted admission, will have their registrations refunded or adjusted with no fee. Alternately, awardees or program participants may elect to transfer their paid registration to another individual with no transfer fee until the day prior to the event.
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FEES

Fees paid for professional development workshops (PDWs), console demonstrations, tours, labs or other Institute activities, programs or application fees, in general, are not refundable, except in cases where the activity is cancelled by USITT. Fees which are required to purchase supplies are not refundable. USITT reserves the right to assess a badge reprint fee.
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EVENT CANCELLATION BY USITT

If an event is cancelled by USITT, full refunds will be made, and all cancellation fees will be waived. Refunds will only be made to the instrument of purchase. No cash refunds under any circumstances for charges to credit cards. At its discretion, USITT may refund check purchases using an electronic (ACH) transaction.
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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 federal and state law.
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SECTION II:
PAYMENTS MADE TO EXHIBIT AT A USITT STAGE EXPO; REFUNDS AND CANCELLATIONS THEREOF

a. Space Reservations and Fees Paid 
b. Future Event Reservations
c. Cancellation
d. Other USITT Exhibitions

BOOTH and PAVILION SPACE If space is reserved before December 1 for the following year’s Stage Expo, a 50% payment to reserve space is required at the time of contract signing. For any space reserved on or after December 1 for the following year’s Stage Expo, all reservations must be paid in full at the time of contract signing.

If an exhibitor cancels reserved booth or pavilion space before December 31, for the following year’s Stage Expo, 75% of the total amount advanced to USITT as a guaranty to hold space is non-refundable. Any cancellations occurring on or after December 31 for the following year’s Stage Expo are non-refundable. USITT, at its discretion, may convert fees paid for Stage Expo or pavilion space into sponsorships. Please reach out to the Director of Sales & Events for a determination.

All space reservations made before December 1 for the following years Stage Expo are payable IN FULL no later than December 1. All space reservations not paid in full by December 1 will be released for resale.

Notice of cancellation of the contract or application for a reduction of contracted 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 above, 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 electronic banking (ACH), major credit card, check, or, for some exhibitors, by wire transfer. Additional fees may apply to wire transfers. Please discuss this possibility before signing. To reduce credit card fees on large purchases, USITT appreciates ACH transactions for exhibition space rental whenever possible.

TABLE SPACE Full refunds will be given if table space is cancelled prior to September 1.  There are no refunds available for table space cancelled on or after September 1.

ADDITIONAL FEES PAID Additional fees paid by Stage Expo exhibitors including, but not limited to, publication bin rentals, showcase fees, enhanced signage, Expo stage fees, are not refundable.

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FUTURE EVENT RESERVATIONS Select preferred exhibitors and sponsors may be eligible to reserve space several years in advance. USITT will guarantee space to these select preferred exhibitors for future shows subject to payment terms and conditions on the same calendar as outlined above and illustrated below.

Space Reserved at Rebook for:

NEXT EXPO: 50% Deposit to Hold Due at Signing (At Rebook)

FOLLOWING YEAR: Next Year’s Rebook

THIRD YEAR: Following Year’s Rebook

Final payment for future shows must be made on or before December 1 for the following year’s Stage Expo or reservation will be cancelled and monies advanced will not be refunded.

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EVENT CANCELLATION
If the event is cancelled by USITT for any reason, USITT may, at its discretion, offer a credit against a future event contract in lieu of a refund. 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 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 refunds.

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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. These individual exhibitions or trade shows will adhere to this general policy 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.

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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 and monthly subscription memberships expire on the date posted after which benefits lapse.

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SECTION IV:
PAYMENTS MADE FOR CLASSES, TRAININGS OR SYMPOSIA; REFUNDS AND CANCELLATIONS THEREOF

a. Payment Method
b. Registration Cancellation 
c. Deposits
d. Event Cancellation
e. Tax-Deductible Donation

PAYMENT METHOD
Payments for any USITT class, training or symposia, whether in-person or online, that require a registration fee must be paid online with a major credit card prior to receiving access to attend and/or view the event. Payments for online programs are generally non-refundable unless noted on the web page for the event, which will serve as the official payment and refund policy for that event. Group registrations may be available using a Purchase Order or other instrument. These must be approved in advance and may be subject to additional terms and conditions. Please inquire first.

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CANCELLATIONS
If an in-person class, training or other event which 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. At its discretion, USITT may refund check purchases using an electronic (ACH) transaction.

Requests for refunds must be made through the Refunds Portal found at at the top of this page. Requests made through other channels will not be considered.

If a class, training or other event has a posted price of less than $50, refunds generally are not available. USITT may elect to extend a credit for a future class, training or other event. Refunds for these classes may be made at the discretion of the Director of Education & Training.

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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, which will serve as the official payment and refund policy for events that require a deposit.

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EVENT CANCELLATION BY USITT
If a class, training, or other 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. Payments made by check may be refunded by electronic means, such as ACH payments, at USITT’s discretion.

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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 federal and state law.

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SECTION V:
PAYMENTS MADE FOR ADVERTISING, MERCHANDISE, OR JOURNAL SUBSCRIPTIONS

No refunds are available for advertising that is cancelled after a paid insertion order has been received. Advertising placed in USITT publications, both print and electronic, may also be subject to specific additional provisions outlined in the original insertion order. No refunds are available for employment advertising placed on JobsUSITT that is cancelled 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.

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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: If written notice of cancellation is received no later than 90 days prior to event, 50% of the total amount of the sponsorship agreement will be refunded. 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.

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SECTION VII:
PAYMENTS MADE FOR DONATION

Donations made to USITT are not refundable.

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

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