Conference Registration Cancellation and Refund Request

Conference Registration Cancellation and Refund Request

Please complete this form to request cancellation and refund for your conference registration. Note: Hotel cancellations must be handled directly with the hotel.
Refund Policy
- We cannot refund transaction fees.
- Maximum Refund: 90% of the base registration fee for cancellations made up to December 31, 2025.
- 75% refund of the base registration fee. for cancellations made between January 1 and January 31, 2026.
- 50% refund of the base registration fee for cancellations made between February 1 and February 10, 2026.
- No refund for cancellations made on or after February 10, 2026.
- Compassionate Refunds: After February 10, 2026, a 50% refund of base registration fee may be granted for compassionate reasons, such as the death or hospitalization of the registrant or an immediate family member, or other extraordinary circumstances and after submitting the attestation that is part of this cancellation form.
- Extraordinary circumstances are defined as an unforeseen, unavoidable event (e.g., natural disaster, legal subpoena) that physically prevents attendance.
- Hotel cancellation fees are subject to the policies of The Marcus Whitman Hotel and must be requested directly by the registrant with the Marcus Whitman Hotel.
Primary Registrant Information

Please provide your registration details to help us locate your registration. Using this information, we will look up your registration and if you also registered a guest we will process a cancellation and refund for the guest as well.
Full Name*

First NameLast Name
Rotary Club Name*
Email Address*
example@example.com
Phone Number*
Please enter a valid phone number.Format: (000) 000-0000.
Guest Name Registration (provide only if you registered a guest in addition to your own registration).

First NameLast Name
Conference Registration Cancellation

If you also registered a guest, we will cancel the guest's registration as well.
Base Registration Fee Paid (in USD)*
If other amount, please list below:
Cancellation Request Date*

MonthDayYear
Date
Mailing Address (required for refund by check)*

Street Address

Street Address Line 2
CityState / ProvincePostal / Zip Code
Please upload a copy of your registration receipt provided at time of registration.*

Cancelof

Request for Compassionate Refund & Formal Attestation
Section 1: Policy Acknowledgement
I, the undersigned, acknowledge that the standard refund deadline of February 10, 2026, has passed. I understand that per the District Conference policy, refunds requested after this date are restricted to 50% of the base registration fee and are granted solely for documented compassionate reasons or extraordinary circumstances.

I further acknowledge that:
- Standard schedule conflicts, business travel changes, or elective cancellations do not qualify for a refund.
- The District has already committed non-refundable funds to venues and catering based on my registration.
- The District Conference Committee reserves the sole and final authority to approve or deny this request.
Section 2: Statement of Extraordinary Circumstances
Medical Emergency: Hospitalization or acute medical crisis of the registrant.Bereavement: Death of the registrant or an immediate family member.Immediate Family Emergency: Serious injury or hospitalization of an immediate family member for whom the registrant is a primary caregiver.Extraordinary Event: An unforeseen, unavoidable event (e.g., natural disaster, legal subpoena) that physically prevents attendance.
Section 3: Formal Attestation
I hereby attest and affirm that the reason selected above is true, accurate, and is the sole cause for my inability to attend the District Conference. I understand that providing false information in a Rotary context is a violation of our shared values and the Four-Way Test.

"By signing below, I certify that this request is made in good faith due to the circumstances described above. I understand that this document will be kept on file for District audit purposes."
Signature*

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Date*

MonthDayYear
Date
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Conference Registration Cancellation and Refund Request

Refund Policy

Primary Registrant Information

Conference Registration Cancellation

Request for Compassionate Refund & Formal Attestation

Section 1: Policy Acknowledgement

Section 2: Statement of Extraordinary Circumstances

Section 3: Formal Attestation