IAAP Conference Cancellation and Transfer Policy

IAAP approves cancellation/refund requests up to 45 calendar days prior to Day 1 of the conference/event; a $100 administrative fee will be deducted from all conference refunds. Refunds may be processed after the conclusion of the conference.

Refunds are not available after the 45-day cutoff except in the event of a documented family or medical emergency. If public health orders or governmental agency travel restrictions prevent event attendance, credits will be issued.

Attendees may transfer their registration fee to another IAAP conference or conference modality (i.e. virtual to in-person) up to 15 calendar days prior to Day 1 of the conference using the following guidelines:

• If transferring to a different conference, the new conference date must be within 12 months of the original conference date
• If the new conference rate is less than the original conference rate, a refund will not be issued except in cases of documented family or medical emergency
• If the new conference rate is more than the original conference rate, the difference must be paid in full before the transfer is complete
• Attendees are able to transfer their registration fee to another registrant up to the 15-day cutoff
• Only one transfer per registration fee is permitted

Transfers are not available after the 15-day cutoff except in the event of a documented family or medical emergency.

All cancellation/refund and transfer requests must be sent in writing; requests will NOT be accepted via phone. Email us at events@iaap-hq.org with your name, IAAP number, and conference you are registered for.

Attendee Conduct Expectations

IAAP aspires to represent admins with professionalism and practice inclusion. To make sure everyone has a stellar experience, we ask each attendee to adhere to certain principles.

• Be respectful of your fellow attendee in thought, word, and deed.
• Be open-minded and ready to learn. If you think you won’t learn anything new, you won’t.
• Be inclusive in your speech and actions. Celebrate and appreciate our differences.
• Be present. Professional development of any kind is a time for renewal and learning; be fully engaged during the training.

We invite you to attend in a spirit of curiosity, friendliness, open-mindedness, camaraderie, and respect. We will not tolerate harassment in any form.

At any IAAP event, you agree to:

• Respect the boundaries of other attendees.
• Avoid aggressively pushing your own services, products, or causes.
• Respect confidentiality requests by speakers and other attendees.
• Give your full attention to any presenter or speaker.
• Look out for one another.

These behaviors don't belong at any IAAP event:

• Being disruptive, drinking excessively, stalking, following, or threatening anyone.
• Abuse of power (including abuses related to position, wealth, race, or gender).
• Homophobia, racism, or behavior that discriminates against a group or class of people.
• Sexual harassment of any kind, including unwelcome sexual attention and inappropriate physical contact.
• Being overly critical or aggressive toward venue staff, IAAP staff, speakers, and fellow attendees.

Contact us to Report an Incident

If, while at an IAAP event, you have been involved or have witnessed an incident that violates the Attendee Conduct Expectations policy, please make an IAAP staff member aware immediately. Share as much information as you can to help us make a thorough investigation of the onsite incident.

We also recognize that problems with the venue occur. Please bring any concern regarding the venue or its staff to the attention of an IAAP staff representative so that we may address it through the proper channels.

Presenters are asked to agree to a similar code of conduct. If any speaker violates any of these terms, please report them to your nearest IAAP staff member so that we may address it.

IAAP's commitment

IAAP will investigate all incidents reported at an event with discretion and confidentiality. IAAP reserves the right to bar any person who violates our Conduct Expectations from attending an IAAP event in its entirety or in part, and/or to revoke the membership of the person without refund.

Event Payment

IAAP accepts check, money order or credit card payment (Visa, Master Card, American Express or Discover) in US Dollars. Headquarters cannot process event registration without full payment and complete registration form. Form of payment cannot be changed once submitted to IAAP.

International Registrants 

Visa Information

Registrants are encouraged to apply for visas as early as possible, at least 3 to 4 months prior to the conference. For more information on obtaining a U.S. visa, including visa appointment wait times, please visit the U.S. State Department website. Please note that IAAP will not contact or intervene with U.S. Embassies on your behalf.

Letter of Invitation

To receive a Letter of Invitation, please email your request to events@iaap-hq.org. Your request must include:

• Complete name as it appears on passport
• Passport Number
• Email address (from verifiable company or university)
• Current Employer & Position
• Employer Address
• Home Address

Emailed requests must come from a verifiable company or university email address and this email address is where your Letter of Invitation will be sent. Please allow up to three business days for Letter of Invitation to be processed and emailed. Conference registration must be paid in full to request a Letter of Invitation. The Letter of Invitation does not imply any financial support from IAAP.

Cancellation/Refund Policy if Visa is Denied

IAAP’s standard Summit Cancellation and Refund Policy applies if a visa application is denied. If conference registration is paid with a wire transfer and you are eligible for a refund, there will be an additional fee to return the wire transfer to you. IAAP reserves the right to process refunds after the conference concludes.       

ADA

IAAP is honored to comply with the Americans with Disabilities Act and do everything we can to ensure every attendee at our events feels welcome and included. All registered attendees will receive an email one month prior to the conference requesting accommodation needs; if you register within one month of the event start date, please email us directly with any accommodation needs.

Dietary Restrictions

Attendees have the option to receive a gluten-free, vegetarian, or vegan option when registering for any IAAP conference at which meals are served. Attendees may also note any medically necessary dietary restrictions on the registration form. Any restrictions not communicated to IAAP within 14 business days of the start of the event will be accommodated to the best of our ability but cannot be guaranteed.