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Event Policy

 

NCBA REGISTRATION TERMS, CONDITIONS, AND CANCELLATION POLICY 

1. Conduct, Health, and Safety 

  • Professional Behavior: Attendees agree to display professional and respectful behavior toward all speakers, staff, and fellow participants. NCBA staff may take any action deemed appropriate, including expulsion from the Event without a refund, for inappropriate behavior. 

  • Responsible Drinking: Participants are expected to drink responsibly if alcoholic beverages are served. NCBA and venue staff reserve the right to deny service or require a participant to leave the Event. 

  • Health and Medical Care: NCBA prioritizes the safety of all attendees; however, participants are encouraged to maintain their own adequate medical or institutional insurance coverage. Participants acknowledge they are responsible for the costs of any medical care, including first aid, emergency services, or hospital treatment, for illnesses or injuries sustained during the Event.  

  • Contagious Illness: If you or a member of your household are diagnosed with a highly contagious illness (or exhibit symptoms such as a fever or a positive test) that overlaps with the Event, you must promptly notify NCBA staff. You agree not to attend in person if you cannot safely participate without risking others. 

2. Media and Privacy 

  • Recording Consent: You acknowledge that NCBA may record your participation and appearance (including video, audio, or photos) in any medium. 

  • Usage and Professional Context: You authorize NCBA to use your name, likeness, and voice for the purpose of documenting, reporting on, or promoting NCBA programs. This includes "stitching" video segments into promotional reels or professional social media highlights (e.g., LinkedIn) to encourage event attendance. 

  • Non-Endorsement: Such use is intended for the professional context of the Event and does not constitute a personal endorsement of any specific NCBA program or sponsor. No financial compensation is provided for the use of these recordings. 

  • Data Administration: NCBA uses personal data provided during registration for administration, logistics, and payment. NCBA does not sell attendee information. 

  • Meeting App: If an Event app is available, you grant NCBA the right to include your name, company, and contact information in your profile for viewing by other registered attendees. 

3. Cancellation and Refund Schedule 

The “event start date” is the first day the participant is scheduled to attend any portion of the program. All requests for refunds, credits, or substitutions should be submitted to the NCBA’s Professional Learning and Events Department via Jen Mathis at jmathis@ncbankers.org or Laura Rasnick at laura@ncbankers.org.  

Timing of Request  

Refund/Credit Eligibility 

30+ days prior to event start 

Full Refund 

29 to 14 days prior to event start 

50% Refund 

Less than 14 days prior to event 

No Refund 

No-Shows 

Not eligible for refunds or credits 

    • Extenuating Circumstances: Exceptions for serious medical emergencies or bereavement are reviewed on a case-by-case basis. NCBA may request supporting documentation (e.g., a physician’s note) to evaluate these requests. 

    • Administrative Fees: NCBA reserves the right to charge an administrative fee (not to exceed $50) for processing changes, which may be deducted from the final refund or credit amount. 

4. Credits and Substitutions 

  • Substitutions: If you cannot attend, you may send a colleague in your place at no additional cost. Please notify NCBA at least two business days prior to the event to update registration materials. 

  • Credit Application: Credits must be applied toward a registration within 12 months of issuance. Credits may be transferred to a colleague from the same institution. 

  • Residual Balances: If a future program is lower-priced, any remaining credit balance remains on the account until the original 12-month expiration date. However, credits may be applied to only one subsequent transaction; any residual balance after that application will be retired. 

5. Program Changes and Force Majeure 

  • NCBA-Initiated Changes: If NCBA cancels or reschedules a program (excluding Force Majeure), participants may choose a full refund or a transfer to a future offering. 

  • Format and Venue: A change in delivery format (e.g., transitioning from in-person to virtual) or a venue relocation within the same city or county does not trigger an automatic refund right. 

  • Force Majeure Events: NCBA is not liable for cancellations or delays resulting from severe weather, natural disasters, or government-mandated states of emergency. IN THE EVENT OF A FORCE MAJEURE CANCELLATION, REMEDIES ARE LIMITED TO THE ISSUANCE OF CREDITS TOWARD FUTURE PROGRAMS; CASH REFUNDS WILL NOT BE ISSUED. 

  • Virtual Events: Participants are responsible for testing their own access devices. If a technical failure is the fault of an NCBA service provider, a full refund will be provided. 

6. General Provisions 

  • Liability Limit: To the fullest extent permitted by law, the total liability of NCBA is limited to a refund of the attendee’s registration fee. 

  • Disclaimers: Views expressed by attendees, speakers, or sponsors are not necessarily those of NCBA. NCBA reserves the right to change speakers or cancel the Event due to unforeseen circumstances without penalty. 

  • Severability: If any portion of this agreement is held invalid, the remainder shall continue in full force and effect.