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Exhibitor/ Sponsorship Cancellation Refund Procedures

Cadmium
Cadmium

Written by Jen Kehrin, CEO of Sponsorship Boost

Here are some questions to consider when determining your refund policy for exhibitors and sponsors during the COVID-19 pandemic.

1. Determine Refund Policy

  • Will you refund companies?
    • Will it be a full refund?
    • What about sponsorships that already happened (eblast, attendee list, etc.)?
  • Will you offer a credit?
    • For Next year’s meeting
    • Other potential sponsorships this year?
  • Will your vendors offer refunds?
    • Official Service Contracts (Decorators) – Will they offer refunds for furnishings, electricity, banners, etc?
    • AV – Will they offer refunds for AV already rented?
    • Sales team  – Will you issue commissions for items already sold?

2. Determine process Who Will Be Credited vs. Refunded

  • Will association decide on credit vs refund?
  • Will companies self select credit vs refund?
  • Give deadline for suggestion. After deadline, automatic roll-over to credit only.
  • Create a list of companies to be refunded
    • Company
    • Items Purchased, Total $
    • Payment Type
  • Create a list of companies to be credited
    • Company
    • Items Purchased, Total $

3. Determine Process

  • Refunds
    • How will the association refund the companies back?
    • Will there be merchant processor charges associated with refunds?
    • If a credit card has been cancelled or the merchant processor will not allow for a refund, will you write a check refund?
    • What if a wire transfer was used?  Will a check be issued?
    • When will refunds be issued?
  • Credits
    • Will the credits be applied to a future show?
    • Will the credits be per item or per $ (ex. Eblast credit vs. $1,500 credit)?

4. Determine Reconciliation

  • Refunds
    • Will a receipt be sent to companies?
    • Will a receipt be sent to the association?
    • How will refunds be tracked internally?
    • Reconcile each week!!
Event ManagementSponsorship Sales and Expo Management

Cadmium

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