Event Policy

these policies apply to any event hosted by MVMA unless explicitly stated otherwise

policies effective as of 6/22/25

Complimentary Event Registration

Speakers, moderators, and volunteers may receive complimentary registration for the day they are required to be onsite during an event. An individual will be responsible for the registration fee for any other day in which they participate as an attendee in the event.

The President of the Board of Directors may receive full complimentary registration and travel reimbursed for any MVMA-hosted event.

Images Captured at Events

Attendance at or participation in MVMA events constitutes agreement by the participant to MVMA’s use of photographs or other media created during or after the event including derivative works thereof and any reproduction of them in any form in any media whatsoever in perpetuity.

Cancellations

Event Registration Cancellation

All cancellations must be in writing and receipt confirmed. A $50 cancellation fee for an individual registration will be assessed for all cancellations. No refunds will be given for cancellations submitted seven or fewer days from an event.

A registrant may appeal to the CEO in cases of emergency. The CEO may grant either a refund, in part or in full, or a credit to apply to a future event, at her sole discretion.

Should an event be canceled by MVMA, full refunds will be issued in a timely manner.

Event Exhibit Cancellation

A request for a reduction in or cancellation of space must be received in writing and receipt confirmed. A one-time reduction is permitted at no charge greater than 2 months prior to the event. Cancellations made at least 2 months prior to the event are eligible to receive a refund less a $250 processing fee. Cancellations of partial or all space received less than 2 months but more than 1 month prior to the event are eligible for a 50% refund. Cancellations of partial or all space received less than 1 month prior to the event are not eligible for a refund.