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CCAI Meeting & Seminar Policies

Cancellation Policy
In order to receive a refund of registration fees minus a 10% processing fee, cancellation must be received in writing and acknowledged by the event management at least 21 days prior to the event. There will be no refunds issued for any cancellations received within 21 days of the event as the association must guarantee and pay for all event related costs at that point.

If an event is completely cancelled by the association due to inclement weather or other unforeseen issues, the association will accommodate you at a future event of the same topic and price for up to one year from the date of the original seminar or, if requested, will refund the registration fee.

If an event is held as scheduled and an attendee does not attend, there will be no refund nor future event credit provided.

Name changes will be accepted up to the start date of the event at no charge. Individual hotel cancellation policies vary. Please check directly with the event hotel regarding the cancellation or name change for your room reservation.

Unless otherwise stated on an event registration page, the above cancellation policy will be in effect for all events.


Program Changes
The association retains the right to amend the program content and speakers as necessary. The association will make every attempt to keep the schedule changes to a minimum and will notify registrants of any major (ie, date, location changes) within one week of the change. In the event of changes or cancellation, the association is not responsible for incidental costs incurred by registrants. We recommend purchasing travel insurance to mitigate any losses.

Consent for Use of Photographic Images
Registration and attendance at, or participation in an event, constitutes an agreement by the registrant to permit association management's use and distribution (both now and in the future) of the registrant's image or voice in photographs, videos, and other electronic reproductions.


Audit of Attendees
The association contracts directly with hotels to provide the meeting space and sleeping room accommodations for our attendees at events. In order to negotiate group room rates, the association must guarantee a certain number of room reservations. To ensure that the association is receiving credit for all room reservations picked up by event registrants, the group provides a list of attendee names to the hotel to compare with the hotel's guest registry. Registrants of events agree to have their name and company released to the hotel to facilitate this review and for the hotel to release their name and company to the association to ensure proper credit is provided for all guests within the association block. No other personal information will be provided to the hotel.


The association is committed to providing reasonable accommodations to individuals with disabilities so they may fully participate. Please call the association at 859-356-1575 at least two weeks prior to the event to make arrangements. Please call the hotel and/or event facility to inquire about special parking and room requirements.

If you have a food allergy or sensitivity, please contact the association at least three weeks prior to the event so that special meal arrangements can be made if necessary.