The following is the policy and procedure for a member to cancel or modify his registration (collectively referred to as “cancellation”) for a nation event and obtain a refund for same:
- 1. Cancellation and Refund – No refunds or partial refunds will be authorized without a valid cancellation as described in this policy and procedure.
- 2. Default Mechanism – It is the intention of the organization to clearly set out both the method of cancellation and deadline for cancellation at the point of registration through the federation website (algonquinlonghouse.org). At times, one or both of these may be overlooked; in other words, the person posting the event and opening registration or otherwise distributing information about the event may fail to include the terms for cancellation. Thus, this policy and procedure is intended, in part, to include a default deadline and default method should the terms of cancellation be otherwise overlooked. If there is no specific method for cancellation provided for a given event, members should refer to this policy for the required method. Likewise, if there is no specific deadline for a given event, members should refer to this policy for that information as well.
- 3. Default Deadline for Cancellation – All cancellations or changes in registration must be received by the Nation Chief and Nation Wampum Bearer by email at least 72 hours prior to the scheduled start of the event, except as otherwise stated in (a) a final flyer approved by the nation chief or by the tribal chief of the tribe hosting the event, (b) a communication directed to the nation membership (such as through Constant Contact), or (c) website registration page for a given event.
- 4. Method of Cancellation – All requests for cancellation and refund must be made by the member seeking a refund/cancellation, by email directed to his Tribal Chief sufficiently in advance for the Tribal Chief to forward the request to the Nation Chief and Nation Wampum Bearer prior to 72 hours before the scheduled start of the event. If the requesting member knows the email addresses, the request may be made directly by email to the Nation Chief and Wampum Bearer, with a courtesy copy of the email to his Tribal Chief.
- 5. Refund Fee – Because the Chickasaw Nation must pay a credit card processing fee to accept online registrations, the nation reserves the right to withhold a portion of the refund equal to that out-of-pocket expense.
- 6. Exceptions – While the Nation Wampum Bearer is authorized to provide refunds based upon proper and timely requests, no exceptions to this policy shall be made for any reason (including illness or emergency) except by majority vote of the nation longhouse made upon written request of the member requesting a refund and describing the reason(s) for the request, and noting any hardship(s). The fact that the Chickasaw Nation may have been able to successfully cancel the subject registration without recourse does not entitle the member to a refund. However, members who find the need to cancel after the cancellation deadline are encouraged to communicate such need through the prescribed channels, notwithstanding any of the foregoing – as a late request to be considered by the longhouse may be based upon whether the Chickasaw Nation was required to pay for the subject member’s attendance, among other things.
- 7. Conflicts – In the event of a conflict (or omission) in the terms of (a) a final flyer, (b) a communication directed to the nation membership, or (c) website registration page for a given event, the following shall take precedence in the order given here: the website registration page; the communication directed to the nation membership; then the final flyer.
