Click below to view a word document version of this policy.
Budget Amendment and Cancelation Policy.docx
Will become effective with the 2024 NCHC Operating Budget – January 2024
Objective: To establish a clear and fair committee/programming budget amendment and cancellation policy that will ensure fiduciary responsibility pertaining to committee and programming budgets and to the NCHC National office to balance registration revenue with expenses associated to the event and foster a positive organizational culture. This robust budget amendment, committee and programming cancellation policy will apply to all in person and virtual events. Note: in person events with approved hotel contracts cannot be cancelled unless approved by NCHC’s Director of Conference and Events.
Budget Submission: All committee and programming events (other than the annual conference) will submit a program budget which balances revenue (registrations) with expenses associated with the program event. Expenses should be estimated based on per diem rates for the visiting location. The approved federal rates can be found at www.gsa.gov/perdiem and can be searched by city or county. These rates should be used as a guideline to accurately budget expenses for committee and program travelers. Expenses that exceed the approved budgeted amount will not be reimbursed. Program budgets presume a minimum number of registrants. Program organizers may choose to also submit proposed budget modification schemes for enrollments between the established minimum and maximum.
Beginning in the 2024 FY, the NCHC national office will begin issuing monthly dashboard financial reports to committee and program leaders including the Finance Committee, to provide updated statuses on individual committee/program budgets - on a regular basis.
Sixty (60) days prior to the event registration closing, the national office will begin communicating with the program facilitator to report the number of paid/confirmed registrants. This communication will continue, as needed, with weekly updates being provided to the program facilitator until the event is at capacity. (Registration closes six weeks prior to the event start date).
If the minimum number of registrants has not been reached at the close of registration program organizers may:
(1) cancel the event -or-
(2) submit a revised budget for review and approval by the Finance Committee or its designee, so that the final budget is established no later than 30 days prior to the event.
Note: Revised budgets cannot exceed the previously approved expenses, unless revenue (registrations) increases accordingly.
If an additional facilitator is needed, it must only be done so because the amount of attendees, covers the cost of the added facilitator. Prior approval must be obtained by the national office before adding additional facilitators to an event outside the approved budget. This can only occur after registration closes.
Expenses associated with a program eligible for reimbursement will be processed after the event has occurred (please refer to the Travel, Expense and Divvy Card Policy for reimbursement process). Faculty honorariums will be paid out according to the NCHC facilitator policy.
Non-conference-based event refund policy:
All requests for refunds MUST be submitted in writing to the national office and RECEIVED no later than 30 days prior to the event start date. Telephone requests WILL NOT be honored. All refunds will be handled by the national office.
A full refund, less $50 processing fee will be made if written notice of cancellation is received 30 days prior to the event start date. Note that the processing fee for Places/Cities as Text Programs is $350. Cancellations after this date will forfeit the registration payment unless the event is canceled by the organizers.
Refunds will be issued approximately within 2 weeks of receiving the cancellation request.
Written requests via e-mail may be submitted to:
Written requests via mail may be submitted to: