Event Refund Policy

1. Purpose
This policy provides clear guidelines for issuing refunds for AWWEE events, promoting transparency, consistency, and accountability in the handling of participant payments while protecting AWWEE’s financial interests.

2. Scope
This policy applies to all participants registering for AWWEE events, including workshops, conferences, seminars, and special programs.

3. General Refund Rules

• Events $20 or less are non-refundable.
• For events over $20, refunds may be issued upon request. A 10 percent credit card processing fee will be deducted from the refund amount.
• Refund requests must be submitted via email to AWWEE and received at least 72 hours before the event, unless otherwise stated.
• Exceptions are only considered for non-refundable or special-deadline events described in Section 4 below. 

4. Non-Refundable Events or Special Deadlines

• Some events require advance payments for venues, catering, or other services, or have specific cancellation deadlines. These events will be clearly labeled as non-refundable or will specify a cancellation date at the time of registration.
• Exceptions may be considered on a case-by-case basis at the discretion of the Executive Committee, particularly for higher-cost events, and only in extenuating circumstances.
• Participants automatically receive a full refund if AWWEE cancels or reschedules an event.

5. Donation Option

• Participants who are unable to attend an event may choose to donate their registration fee to AWWEE instead of requesting a refund.
• This option allows participants to support AWWEE’s mission while reducing administrative processing.

6. Refund Processing Procedure

• Refunds will be issued to the original form of payment.
• Eligible refunds will be processed within 15 business days of receiving the request.
• AWWEE staff, under the direction of the Executive Director, is responsible for processing refunds in accordance with this policy.

7. Policy Posting

• Refund and donation policies will be clearly displayed on all event registration pages.
• Participants are responsible for reviewing and understanding the policy prior to registration.

Notice of Filming & Photography

• The Association of Women in Water, Energy and Environment ("AWWEE") events may be filmed, photographed, and recorded (audio and video).
  
• AWWEE reserves the right to use any photograph or recording taken at any event sponsored by AWWEE, without the expressed written permission of those included in the photograph or recording.  
• AWWEE may use the photograph or recording in publication or other media material produced, used or contracted by AWWEE including but not limited to: brochures, invitations, website, newsletters, magazines, social media, etc. 
• You release AWWEE, its officers and employees, and all persons involved from any liability connected with the taking, recording, digitizing, or publication and use of photographs or recordings. 
• By entering the event premises, you waive all rights you may have to any claims for payment or royalties in connection with any use or publication of photographs or recordings irrespective of whether a fee for admission or sponsorship is charged. 
• You also waive any right to inspect or approve any photograph or recording taken by AWWEE or the person or entity designated to do so by AWWEE. 
• You have been fully informed of your consent, waiver of liability, and release before entering the event.