Eligibility Guidelines for Cancellation and Refund Requests

Refunds will only be issued under the following circumstances:

• An emergency that prevents attendance at the conference.
• A court-ordered appearance requiring the registered attendee to be absent during the duration of the conference.  

If a refund is requested for a reason that does not qualify for a full refund, a partial refund may be granted provided the request is submitted at least 30 days prior to the start of the conference. In such cases, a cancellation fee of $75.00 will be deducted from the original registration fee. 

Refund requests must be made before the conference starts. Any requests made after the event begins are ineligible. Please follow the outlined policy for submitting refunds.

If an individual needs to cancel their attendance due to valid reasons, they may choose to nominate a replacement attendee. The replacement must be:

• Confirmed with the conference organizers prior to the start of the event.
• Eligible to participate in the conference.

The substitution provision ensures that organizations or individuals can retain their registration investment while accommodating unforeseen circumstances.

Vendors are eligible for a full refund if their request is submitted at least 45 days prior to the start of the conference. Any credit card processing fees incurred by KACP will be deducted from the refund amount.

Refund requests made between 44 days prior to the conference and the start of the event will be granted at 75% of the fees already paid. If a vendor cancels their space after the 45-day deadline, KACP may lose the opportunity to resell the space to another vendor, resulting in potential loss of revenue and limiting options for other interested participants.

All refund requests must follow the established submission procedures and deadlines outlined in this policy.

Attendees or Vendors who fail to show up for the conference without prior notice or a valid refund request will not be eligible for a refund under any circumstances.

To request a refund, attendees must:

• Provide written notification detailing the reason for cancellation.
• Attach supporting documentation for emergencies or court orders, if applicable.
• Submit all refund requests via email to Michael Ward, KACP Treasurer, mward@kacp.org  prior to the conference start date.

For questions regarding refunds or substitutions, please contact the Michael Ward, Treasurer, Kentucky Association of Chiefs of Police, email mward@kacp.org  

This policy ensures clarity and fairness while accommodating genuine situations that may affect attendance.