2017 Conference Cancellation Refund Information

September 26, 2017, 5:25 PM ET

Dear Friends –

We are overwhelmed with gratitude for all the kind words, patience, and understanding as we deal with the cancellation of the conference—one of the hardest things we’ve had to do as an organization. We know that everyone is disappointed and that all of you ache for the people of Puerto Rico. So thank you for your spirit of giving, collaboration, and support for our partners. It reminds all of us why the conference is such a high point of our year—it brings all of us together to discuss, brainstorm, learn from each other, and get inspired about the work we’re trying to do to create a more sustainable future.  

We will continue to post updates, as we have more information, including information on the Together for Puerto Rico fund and the virtual presentations that will be held the week of October 16.

To manage the process of securing refunds, cancellations, and all that goes into travel plans, please see below for information and resources we’ve put together to help you. It is difficult to cover every possibility, but as always, please reach out to us with any questions; we will do our best to support you!

-The NAAEE Team

Conference & Research Symposium Registration Fees

Registration fees will be fully refunded to all who registered for one or both events. We are still working with our insurance company to properly handle this, so please continue to be patient.

If you need an immediate refund (such as for grant requirements or due to the end of the fiscal year), please contact Regina Fong for assistance (regina@naaee.org).

Hotel Reservations/Accommodations

If you reserved a room at one of our partner hotels, The Caribe Hilton, or Condado Plaza Hilton, you likely received or will soon receive an email about canceling your reservation with no penalties. Refunds for the first night’s deposit will be processed in the coming weeks.

If you reserved lodging elsewhere, please refer to those providers’ respective sites/policies regarding natural disasters.

UPDATE ON HOTEL REFUNDS: October 5, 2017, 5:18 PM ET

Everyone who booked a hotel room with the Caribe Hilton or Condado Hilton will automatically receive a refund of their one night deposit. Refunds are made in the same method as the original payment. 

The Hilton processed all refunds on September 28, 2017. These transactions normally take 3 to 9 business days to appear on credit card statements, but may take longer because banks in Puerto Rico are working more slowly than usual due to the impacts of Hurricane Maria.

Useful links:  

AirBnB: https://www.airbnb.com/help/article/1320/what-is-airbnb-s-extenuating-circumstances-policy

VRBO: https://help.vrbo.com/articles/What-should-I-do-if-my-reservation-is-affected-by-a-natural-disaster

Flights

If you purchased travel insurance with your reservation, please refer to your policy for next steps. A number of airlines are offering refunds and waiving fees due to the impact of the recent hurricanes. Below are links to the travel advisories of a number of major airlines that fly to Puerto Rico, please see them for next steps you can take:

As you might notice, a number of these airlines currently are not offering refunds or rebookings within the time frame of our conference. However, we have found that if you call and speak to a representative or supervisor and explain the situation, they are often able to offer credits or a full refund. You may be asked to go through their online refund process and provide an official cancellation notice to your carrier. You can download one here:

Official Notice to Airlines - CancellatioN oF NAAEE 2017

If you need some other form of documentation, please contact Sai Muddasani (sai@naaee.org).

This page will be updated as we receive new information.

Thank you!

-The NAAEE Conference Team