Registration & Refund Policies

In-Person / Classroom Training Events

All training fees must be paid at the time of registration. Only government agencies, nonprofit organizations, and/or employees thereof, may render payment via a pre-approved purchase order or invoice request.

Full Refund:

  • All registration cancellations and refund requests submitted by the participant more than 7 calendar days (1 week) prior to the scheduled event, will be awarded a full refund.
  • A full refund or credit toward a future training event will be issued to all participants in the event that OTAC cancels an event for any reason other than inclement weather.
  • If an event is cancelled due to inclement weather or dangerous road conditions, the event will be rescheduled and paid registrations will be applied to the rescheduled event.

Partial Refund:

  • All registration cancellations and refund requests submitted by the participant 7 calendar days (1 week) or less prior to the scheduled event, will be subject to a $50 or 50% processing fee, whichever is less.

No Refund:

  • No refunds will be granted for paid registrants who do not attend the event with no prior notice of cancellation.

Unpaid Registrations:

  • Any registration that remains unpaid 7 calendar days prior to the scheduled event will be cancelled.
  • Participants who show up to an event for which their registration was cancelled for nonpayment, may pay for the event and participate only if there is still room available.
  • No discounts will apply to registrations made, but not paid, by the early registration discount deadline.

Cancellation by OTAC:

  • Full refunds will be issued for any event cancelled by OTAC for any reason other than inclement weather.
  • If an event is cancelled due to inclement weather, all registered participants will be granted full credit toward the rescheduled event or another training or event held by OTAC.

Sponsored/Private Training Events

A 50% deposit of the total contract amount must be paid at the time of execution of the Service Agreement.

  • Cancellation of a Service Agreement must be made in writing on or before the date 30 calendar days prior to the first day of the training in order to receive a full refund, less a $100 processing fee.
  • A cancellation fee of 25% of the total agreed price will be assessed for cancellations received between 29 and 7 calendar days before the scheduled start date.
  • The entire 50% deposit will be retained for cancellations received within 7 calendar days of the scheduled start date.
  • Any additional or special cancellation policies for contracted group training events will be specified in the Service Agreement pertaining to the training.

Conference, Multi-day, & Special Events

This portion of the policy may apply in the following situations:

  • The Portland Gathering
  • Multi-day conferences
  • Training events with a participant fee of $300.00 or more

Non-Emergency Refunds and Cancellations:

All conference fees must be paid upon registration for the event unless a stipend is requested. If a paid registrant cannot attend the conference, s/he may:

  • Transfer the registration to another attendee
    • A $25.00 processing fee will be assessed for each registration transfer
    • Transfers can only be made if requested 1 week (7 calendar days) or more prior to the conference
  • Request a refund
    • Cancellations received on or before the date 30 calendar days prior to the first day of the conference, will be refunded in full minus a $50.00 processing fee.
    • A cancellation fee of 50% of registration costs will be applied for cancellations received between 29 to 10 calendar days before the conference.
    • No refund will be issued for cancellations received less than 10 calendar days before the first day of the conference unless in accordance with the Emergency Policy below.

All cancellations and requests for transfer must be sent in writing via e-mail or regular mail to the conference registrar. Telephone requests will not be honored. Please email cancellations, if possible, and expect confirmation within two days. If necessary to cancel by USPS, please allow sufficient time for a response.

Cancellation by OTAC:

OTAC is not responsible for problems beyond our control such as weather conditions, road conditions, prepaid parking, prepaid tours, etc. No refunds will be given in these situations.

Unpaid Registrations:

  • Any registration that remains unpaid 7 calendar days prior to the scheduled event will be cancelled.
  • Participants who show up to an event for which their registration was cancelled for nonpayment, may pay for the event and participate only if there is still room available.
  • No discounts will apply to registrations made, but not paid, by the early registration discount deadline.