ASCE Houston Refund, Cancellation, and Registration Policy

Overview

ASCE Houston is committed to providing valuable educational, professional development, and networking opportunities for our members and guests. Many event expenses, including venue costs, catering, materials, and vendor commitments, are incurred in advance. This policy establishes guidelines for registration, cancellations, refunds, and registration transfers to ensure fair treatment of attendees while allowing ASCE Houston to responsibly manage chapter resources.

By registering for an ASCE Houston event, attendees acknowledge and agree to the terms outlined in this policy.

Registration Categories

ASCE Houston events may offer different registration categories, including:

• ASCE Member Registration – Available to current ASCE members who are eligible for member pricing.
• Nonmember Registration – Available to individuals who are not current ASCE members.
• Student Registration – Available to eligible student members or participants as specified by the event.
• Other Special Registration Categories – May include government, academic, speaker, sponsor, or other event-specific categories.

Registrants are responsible for selecting the appropriate registration category at the time of registration.

If a registration is submitted under an incorrect category, ASCE Houston reserves the right to:

• Require payment of any applicable registration fee difference;
• Modify the registration category; or
• Cancel the registration if eligibility requirements are not met.

Membership status is determined at the time of registration unless otherwise specified.

Event Types

This policy applies to all ASCE Houston-sponsored events, including:

Monthly Meetings and Luncheons

Regular chapter meetings, networking events, and technical presentations that typically include meals, refreshments, or facility costs.

Workshops and Professional Development Seminars

Educational events, continuing education programs, technical training sessions, and other learning opportunities.

Conferences and Special Events

Includes larger-scale events such as:

• Conferences
• Symposia
• Awards ceremonies
• Banquets
• Annual meetings
• Large networking events

Free Events

Events that do not require a registration fee but may require advance registration due to capacity, planning, or attendance tracking requirements.

Event-specific terms published during registration will supersede this general policy when applicable.

Cancellation and Refund Policy

Monthly Meetings, Luncheons, Workshops, Seminars, and Networking Events

• Cancellation requests must be submitted in writing at least seven (7) calendar days before the event to qualify for a refund.
• Approved cancellations will receive a refund of the registration fee, less any applicable non-refundable processing fees.
• Cancellation requests received fewer than seven (7) calendar days before the event are not eligible for a refund.
• No refunds will be issued for no-shows or same-day cancellations.

Conferences and Special Events

Due to increased financial commitments associated with venues, catering, speakers, and program materials, conferences and special events may have different cancellation deadlines.

Unless otherwise stated during registration:

• Cancellation requests received at least fourteen (14) calendar days before the event are eligible for a refund.
• Cancellation requests received after the published deadline are not eligible for a refund.

Free Events

Although free events do not require payment, registered attendees are requested to cancel as soon as possible if they are unable to attend.

Advance notice helps ASCE Houston manage attendance, capacity, food orders, and event planning.

Registration Transfers and Substitutions ("Swaps")

Registration substitutions allow a registered attendee to transfer their registration to another individual. Transfers are not considered cancellations and are not eligible for refunds.

Requests must be submitted in writing at least two (2) business days before the event.

Paid Events

Additional requirements:

• Member registrations may only be transferred to another eligible ASCE member.
• Nonmember registrations may be transferred to another attendee regardless of membership status.
• Transfers from Nonmember to Member do not receive a refund or credit for registration fee differences.
• All replacement attendees must meet event-specific eligibility requirements.

Free Events

For free events, registrations may be transferred to another individual regardless of ASCE membership status.

• Requests must be submitted before the event.
• Transfers are subject to event capacity limitations.
• Replacement attendees must meet any event-specific eligibility requirements.

Event Cancellation or Rescheduling by ASCE Houston

If ASCE Houston cancels an event, registered attendees will be provided one of the following options:

• A full refund of the registration fee;
• Credit toward a future ASCE Houston event; or
• Transfer of registration to a rescheduled event.

ASCE Houston is not responsible for travel expenses, hotel accommodations, transportation costs, lost wages, or other personal expenses related to attendance.

Refund Processing

• Refunds will be processed using the original payment method whenever possible.
• Please allow 7–14 business days for processing after approval.
• Applicable non-refundable processing fees may be deducted from the refund amount.

Special Circumstances

Refund exceptions may be considered for medical emergencies, military obligations, severe weather impacts, or other extraordinary circumstances.

Requests will be reviewed on a case-by-case basis and may require supporting documentation. Approval of exceptions is at the discretion of ASCE Houston.

Requesting a Cancellation or Transfer

Requests should include:

• Registrant name
• Event name
• Event date
• Registration confirmation number (if available)
• Details of the requested cancellation or transfer
• Name and contact information of substitute attendee, if applicable

Policy Updates

ASCE Houston reserves the right to update this policy as needed. Changes will apply to future registrations and will not affect completed registrations unless otherwise required.

Questions

For questions regarding refunds, cancellations, or registration transfers, please contact ASCE Houston through the contact information provided on the event registration page.

Thank you for supporting ASCE Houston and participating in our chapter events.