Smart City Mobility Council understands that schedules change. This policy explains how cancellations, substitutions, refunds, and event changes are handled for Smart City Mobility Council programs, including webinars, workshops, masterclasses, meetings, and in-person events.
Scope of This Policy
This policy applies to events, programs, workshops, webinars, masterclasses, and meetings organized by Smart City Mobility Council, unless a specific event page states different cancellation or refund terms.
If an event has its own cancellation deadline or registration terms, the event-specific terms will apply.
Paid Registrations
For paid registrations, refund eligibility depends on the cancellation deadline stated on the specific event registration page.
Unless otherwise stated on the event registration page:
- Unless otherwise stated on the event registration page, cancellations received before the stated cancellation deadline may be eligible for a refund, less a $150 administrative fee and any applicable payment processing fees.
- Cancellations received after the cancellation deadline are not eligible for a refund.
- No refunds will be issued for no-shows.
The cancellation fee helps cover administrative costs and financial commitments made to venues, speakers, facilitators, service providers, and event partners.
Complimentary and Public-Sector Registrations
Some Smart City Mobility Council programs may be offered on a complimentary basis to eligible public-sector participants.
For complimentary registrations, no refund applies. However, attendees are asked to cancel as early as possible so that the seat may be offered to another eligible participant.
For limited-capacity complimentary events, repeated no-shows may affect eligibility for future limited-capacity programs.
Substitutions
Attendee substitutions are permitted at no charge before the event, provided the substitute attendee is from the same organization and meets the eligibility requirements for the event.
To request a substitution, please contact Smart City Mobility Council with the original attendee name, substitute attendee name, organization, title, email address, and event name.
Refund Method and Timing
Approved refunds will generally be processed using the original payment method.
Credit card refunds are generally submitted within 10 business days after approval, though posting times depend on the card issuer or payment processor.
If payment was made by check, ACH, invoice, purchase order, or another offline payment method, refund timing may vary. Refunds by check may take up to 30 days after approval.
Credit card or payment processing fees may be non-refundable unless required by law.
Unpaid Invoices and Purchase Orders
If registration was made using an invoice, purchase order, or other offline payment method, cancellation after the stated cancellation deadline does not automatically eliminate payment responsibility.
Any applicable cancellation fee, administrative fee, or committed registration charge remains due unless Smart City Mobility Council confirms otherwise in writing.
Travel and Lodging
Unless explicitly stated otherwise, attendees are responsible for their own travel, lodging, meals outside the official program, and incidental expenses.
Smart City Mobility Council is not responsible for airline tickets, hotel reservations, ground transportation, parking, visa costs, or other third-party expenses incurred by attendees.
Attendees are encouraged to make travel arrangements that can be changed or cancelled if needed.
Event Cancellation by Smart City Mobility Council
If Smart City Mobility Council cancels an event, paid registrants will receive a refund of the registration fee paid, with no SCMC administrative cancellation fee deducted, or may apply the registration fee to a future eligible event. Payment processing fees may be non-refundable unless required by law or recoverable from the payment processor.
Smart City Mobility Council is not responsible for travel, lodging, or other third-party expenses.
Event Postponement or Format Change
If an event is postponed, registrations will automatically transfer to the rescheduled date unless otherwise communicated.
If a postponed event is rescheduled and a paid registrant cannot attend the new date, the registrant may request a refund within the timeframe communicated by Smart City Mobility Council. Unless otherwise stated, approved refunds for postponed events will not be subject to the SCMC administrative cancellation fee, although payment processing fees may be non-refundable.
If an in-person event is converted to a virtual event, Smart City Mobility Council will communicate whether registrations will be transferred, credited, partially refunded, or fully refunded based on the revised event format and cost structure.
Force Majeure
Smart City Mobility Council is not liable for cancellation, delay, relocation, or modification of an event due to circumstances beyond its reasonable control, including severe weather, natural disasters, public health restrictions, labor disruptions, government action, venue disruption, transportation interruption, technology failure, or other force majeure events.
In such cases, Smart City Mobility Council will make reasonable efforts to communicate changes promptly and provide appropriate options where practical.
How to Cancel or Request a Substitution
To cancel a registration or request a substitution, please email Smart City Mobility Council with the following information:
- Attendee name
- Organization
- Event name
- Registration email address
- Requested action: cancellation or substitution
Email: admin@smartcitymobilitycouncil.com
Smart City Mobility Council will confirm cancellation or substitution requests by email.