Conference 2017 Fees and Policies

NCEMSF annual conferences continue to be some of the best values in EMS education in the United States! NCEMSF strives to keep registration fees low so that as many people as possible can attend. Attendees save by registering and paying for the conference early. Personal members (different than institutional members) of NCEMSF receive a further discount as a result of their membership status if they register and pay before the end of the normal registration period. For information on personal membership visit the Membership section of our Web site. Keep in mind that verifying information and processing personal membership dues may take a few days and the Online Conference Registration Utility may not recognize you immediately as a dues-paying member, especially if not paying by credit card -- so please plan accordingly.

Early Registration
Through January 6, 2017
Personal Member: $75
Non-member or Token: $90

Regular Registration
January 7, 2017 through February 17, 2017
Personal Member: $90
Non-member or Token: $110

Late Registration (and on-site)
February 18, 2017 through February 26, 2017
Personal Member and Non-member or Token: $125

All payments must be made in US Dollars.

Conference registration fees do not include travel, parking, lodging and some meals. Lodging at the host hotel is available for a discounted rate of $139.00 per night (through February 1, 2017).

Registration for any pre-Conference classes requires that you also be registered for the main Conference. Pre-Conference class fees are not included in the main Conference registration fees, and are listed separately on the Pre-Conference Classes page (accessible only to those with a Conference registration that is paid in full).

Payment Terms

All conference registrants must register individually online through the NCEMSF website. If a registrant has not attended an NCEMSF Conference previously, or is not already an NCEMSF member, they will need to create a website account and provide information for their membership profile. If you have previously attended an NCEMSF conference, you have an NCEMSF profile and can update it by clicking here.

All individual conference registrants must select a payment method. The methods available to individuals are as follows:

  • Credit card (processed through PayPal).
    • Please note that some institutional purchasing cards do not work with PayPal.
    • Please also note that if you are using a parent's credit card, you should forward them a copy of the receipt so they do not dispute the charge.
  • Check or money order made out to NCEMSF.
    • Checks and money orders must be received within fourteen days of registration or your registration will be automatically cancelled. The exception to this deadline are registrations that occur less than two weeks before the start of the Conference; all checks and money orders must be received by the Wednesday prior to the start of the Conference.
    • In addition, all registration period dates are "pay by" dates, so if your payment is received during the subsequent registration period, you must also pay the difference to be marked as paid.
    • If your registration is cancelled due to late payment or non-payment, you must re-register at the prevailing rate.
    • For details on paying for multiple registrants on one check or money order, please see the section below on paying as a group.
  • Token code.
    • This is a code provided by your squad administrator that will reset your registration balance to zero.
    • You must still complete the "payment" process on the site to finalize your registration, even though the total due will be zero after entering the token code. This is necessary to finalize your registration. 
    • Token codes only apply to the registration fee for the main Conference. Any fees for pre-Conference classes must be paid via a different method. 
  • Institutional Purchase Order.
    • Squads may elect to pay for one or more individuals on a purchase order.
    • Only valid purchase orders will be accepted.
    • NCEMSF must receive a copy of the PO via email, fax, or postal mail within two weeks of an individual's registration or that registration will be automatically cancelled. The exception to this deadline are registrations that occur less than two weeks before the start of the Conference; all payment and mailed correspondence must be received by the Wednesday prior to the start of the Conference. 
    • In addition, all POs must be paid in full by the start of the Conference. If your registration is cancelled due to the purchase order not being received within fourteen days, you must re-register at the prevailing rate.
    • For details on paying for multiple registrants on one purchase order, please see the sub-section on paying as a group.

Although all attendees must register individually, it is possible to pay as a group. The methods available for group payment are as follows:

  • Token codes.
    • Groups may purchase a fixed number of Conference registrations in advance, allowing you to lock in the lowest possible rate, even if you have not yet decided who your attendees will be. The group administrator will then receive a token code, which should be distributed to the group's attendees. This works like a gift certificate or coupon code, which can be used by individuals in your group to set their registration balance to zero.
    • Token codes can be used during any registration period, allowing groups to buy tokens at a lower early rate, and use them in a later registration period. 
    • Tokens are non-refundable and expire at the end of the Conference. We will not, under any circumstances, refund unused tokens. In addition, tokens must be used prior to the Conference, or their value is forfeited. Please do not purchase more tokens than you think you will need.
    • Tokens may be paid for via credit card (processed through PayPal), check, money order, or Institutional Purchase Order. For credit card orders on institutional purchasing cards, please check with your institution's finance department to ensure the card can be used with PayPal and that there are not purchase limits that would prevent payment. For details on the other payment options, see the subsequent bullets.
    • All individuals attending the Conference must still register individually; they will enter the group's Token Code during their registration in lieu of payment. 
    • Token codes may not be used for pre-Conference classes, which have a separate fee. 
  • Check or money order made out to NCEMSF.
    • You may pay for tokens, an individual registration, or multiple individual registrations via check or money order.
    • Checks and money orders must be made out to NCEMSF.
    • In your mailed correspondence to NCEMSF, please include the order number and/or name(s) of registrant(s) for which the check/money order applies. When paying for multiple individuals, include all individuals' names.
    • Checks and money orders must be received within fourteen days of registration or the corresponding order(s) will be automatically cancelled. The exception to this deadline are registrations that occur less than two weeks before the start of the Conference; all checks and money orders must be received by the Wednesday prior to the start of the Conference.
    • In addition, all registration period dates are "pay by" dates, so if your payment is received during the subsequent registration period, you must also pay the difference to be marked as paid. If your order(s) is/are cancelled due to late payment or non-payment, you must re-order at the prevailing rate.
    • All individuals attending the Conference must still register individually; they will select check/money order as the payment method during their registration, and their registration will be finalized when payment from the group is received. 
  • Institutional Purchase Order. 
    • You may pay for tokens, an individual registration, or multiple individual registrations via a purchase order.
    • Only valid purchase orders will be accepted. In order to be valid, a purchase order must contain, at a minimum, a purchase order number, a listing of what the purchase order is for, and all required signatures. 
    • Many institutions require that the organization being paid via purchase order (in this case, NCEMSF), be in their "vendor" system. As part of that process, you may need to provide your school with NCEMSF's Tax and Financial documents
    • In your correspondence to NCEMSF, please include the order number and/or name(s) of registrant(s) for which the purchase order applies. When paying for multiple individuals, be sure to include all individuals' names. 
    • NCEMSF must receive a copy of the PO via email, fax, or postal mail within two weeks of the order or that order will be automatically cancelled. The exception to this deadline are registrations that occur less than two weeks before the start of the Conference; all payment and mailed correspondence must be received by the Wednesday prior to the start of the Conference. 
    • In addition, all POs must be paid in full by the start of the Conference. 
    • If your order is cancelled due to the purchase order not being received within fourteen days, you must re-order at the prevailing rate.
    • All individuals attending the Conference must still register individually; they will select Purchase Order as the payment method during their registration in lieu of payment, and their registration will be finalized when payment from the group is received.

For groups paying via purchase order, money order, or check, you can also pay your $25 annual NCEMSF dues at the same time. Please specify this on any correspondence with NCEMSF, and be sure to click the "My Membership" link under the Membership menu to start the renewal process (specifying check, money order, or purchase order as the payment method). To pay dues via Credit Card, please click the "My Membership" link under the Membership menu to renew online (unlike checks, money orders, and purchase orders, you must pay your $25 via credit card as a separate transaction). 

Remember, all dates are "pay by" dates. All accounts must be paid in full by the time of on-site conference check-in for individuals to be permitted admittance. Any mailed correspondence or mailed payment must be received by the Wednesday prior to the start of the Conference. Please send checks or money orders payable to NCEMSF to:

NCEMSF
Attn: Conference Registration
PO Box 93
West Sand Lake, NY 12196

We strongly encourage both individuals and groups to settle all Conference accounts prior to arrival at the Conference. In the unlikely event that you must pay on-site, we prefer check or money order. Credit cards will be accepted, but you must be sure that, if using an institutional purchasing card, the transaction will be allowed. If the card is rejected, we must have payment via an alternative method in order for those with outstanding balances to be allowed to attend the Conference. 

Cancellations and Refunds

Refunds are only issued for certain payment/order types, and only issued on or before January 27. 

A full refund (minus any credit card processing fees incurred by the Foundation, if applicable) will be issued for any individual who registers and pays for the conference via credit card, check, money order, or purchase order and, for whatever reason, cancels their registration on or before January 27.

A full or partial refund for group registrations paid for via check, money order, or purchase order will be issued if the registration(s) is/are cancelled on or before January 27. 

Token orders are non-refundable, even if unused tokens remain at the conclusion of the Conference. Pre-Conference Classes are non-refundable.

In most cases, refunds will not be given after January 27. However, if you are unable to attend for any reason, you may substitute another individual in the same registration category at no additional cost. (For example, if you are an NCEMSF member, and the substitute attendee is not a member, the difference in price will be charged). 

If an individual who paid for their registration with a token is unable to attend, you may substitute another individual in that person's place at no additional cost. Because tokens may be used during any registration period, pricing differences do not apply. 

If someone registered for a pre-Conference class is unable to attend, you may substitute another individual in that person's place (in the same class) at no additional cost.

Please note: a conference registration or pre-Conference class registration for which payment is not received by NCEMSF within two (2) weeks of registration will be automatically canceled. This includes registrations that are to be paid with a university PO – the PO must be received within two weeks and payment in full for POs prior to the start of the conference. If a registration is cancelled due to lack of payment, the registrant will have to re-register for the conference at the then-prevailing rate, which may be higher than the original registration.

Additional general conference policies exist to ensure a safe and enjoyable conference experience for all attendees. Each attendee will be required to sign a copy of these policies upon individually checking in at the conference (photo ID is required upon check-in; there is no group check-in). A copy of the pdf Conference Policies 2017 (83 KB) (PDF) is available for review.

If you have questions, please contact the NCEMSF Conference Committee by e-mailing confinfo@ncemsf.org.

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