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Refund Policy
Each year the Pacific Northwest Region conducts an annual convention for its members. The underlying purposes of the convention are to support the required Annual General Membership meeting and to satisfy the educational requirements for the Region. The convention is supported administratively by one of the Region Divisions, identified as the Host Committee for a given year.
The planning and conduct of the convention involves specific financial commitments and includes some degree of financial risk for the Host Division and the Region. The Region earns revenue from convention revenues through a preset “attendance fee”. The Division retains any excess revenues after all convention expenses are paid. Because of the fiscal climate in the post-COVID economy, many convention-related financial arrangements have changed significantly. Primary among the changes is the ability of the Host Committee to arrange appropriate hotel room rates for attendees and contract required facilities for the convention at the lowest possible cost. The room rate is typically based on a guaranteed occupancy rate, and the facility rate is based on facility space use and a food and drink minimum. As the contracting agent for the hotel room and facility spaces, the Host Committee carries the financial risk of failing to meet contract minimums. Accordingly, the fees for fares (full or partial) rate activities and extra fare activities is set to cover the convention costs. Because any refunds of fare items have a detrimental impact on the Host Committees’ ability to meet financial obligations, a set policy for fare refunds is established.
Registration Refunds
  1. Registration fares will be announced in ample time for potential attendees to determine their ability to attend the convention.
  2. Full-Fare registration, being the primary means of meeting financial obligations for the convention, will not be refunded without a specific and formal request for refund filed with the Convention Registrar.
  3. Refunds for fares paid using a credit card or similar will have the card-related charges applied to the refund. Therefore, the registrant bears the cost of card use.
  4. Refunds are available as follows (based on the May 22, 2024, convention start date):
    • a. Requests received before February 29, 2024 – 50 percent.
    • b. Requests received after March 31, 2024 – No refund.
Extra Fare Refunds
  1. Extra fare activities are based on the cost to provide any such activity. In some cases, such as bus transportation or group admission, the Host Committee pays a fixed upfront cost. Extra fare activities will include a ticket for participation in the specific activity. A valid ticket will be required for individual participation.
  2. Refunds are available as follows (based on the May 22, 2024, convention start date):
    • a. Requests received before February 29, 2024 – 50 percent.
    • b. Requests received after March 31, 2024 – No refund.
Hotel Refunds and Cancellations
Bookings are made by you, directly with the hotel. Surrey Excursion 2024 has no control over these arrangements, and we have no ability to offer you refunds or act on your behalf.
We have been told that CANCELLATIONS can be made without penalties up to 72 hours prior to your scheduled arrival date, but YOU must check the current hotel policy when you make your booking.
Matters related to reservation of hotel rooms, payment for rooms, and refunds are under the hotel’s control. The Host Committee has no responsibility regarding hotel charges for any attendee.
Last Updated February 15th 2024