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Conference 2026 Fees and Policies

Public Heath Police Notice

In the event of a public health emergency, NCEMSF will follow guidance from the CDC and local health authorities in effect at the time of the Conference. Because it is impossible to predict in advance what this guidance may be (or if such guidance will be in place), NCEMSF cannot provide specifics on our public health mitigation measures. As such, we reserve the right to implement one or more of the following mitigation measures should the CDC guidance recommend such measures:

  • Mask-wearing
  • Proof of vaccination
  • On-site testing
  • Restrictions on capacity of lectures and/or hotel rooms

NCEMSF will do its best to communicate any public health mitigation measures to all registered and prospective attendees as soon as they are imposed, however by registering for the Conference you agree in advance to comply with any mitigation measures that are in place, and will not be able to request a refund if you are not willing to comply with those measures. As such, our normal fees and policies, including policies regarding cancellations and refunds for registrations, remain in place as outlined below. 

Conference Fees

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. 

Early Registration: $115
December 1, 2025 through January 2, 2026

Regular Registration: $135
January 3, 2026 through February 13, 2026

Late Registration (and on-site): $150
February 14, 2026 through February 22, 2026

All payments must be made in US Dollars.

Conference registration fees do not include travel, parking, lodging and some meals. Lodging rates can be found on the main Conference webpage. 

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. Token Codes cannot be applied to Pre-Conference classes, but group payment may be made using either the check/money order or purchase order options as described below.

The EMS Skills Classic involves an additional fee (per team). Those fees are dependent upon the time the sign-up process is completed, as detailed on the Skills Classic page. Token Codes cannot be applied to the Skills Classic, and all fees must be paid by credit card only. 

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.

Institutional Vendor Registration Systems

In general, NCEMSF does not register as a vendor in the payment systems of schools or other organizations who wish to pay for Conference attendance. This process is overly burdensome on NCEMSF's all volunteer staff and sometimes cannot be accomplished within the timeframes available for Conference registration. Groups looking to pay for Conference registrations should consult their institutional purchasing policies for alternative methods, such as travel payments, purchasing card payments, or one-time check payments. 

NCEMSF has no objection to requests for verification of NCEMSF's organizational status for the purpose of processing payments. Information normally needed for these requests can be found at our Tax Forms page.

In the event that an organization cannot pay NCEMSF without NCEMSF registering as a vendor, then NCEMSF will assess an additional $100 fee which must be paid prior to submitting orders for Conference registrations or token codes for payment. This fee is non-refundable, and will apply for each year NCEMSF is asked to create or update a vendor profile. 

Individual Payment

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 individual registrations, the check should only cover the amount for the single registrant (we do not allow a single check for multiple individual registrations, except as described below in the Group Payment section).
  • 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 or the Skills Classic sign-up must be paid via a different method. 

Institutional Purchase Orders are not available for attendees registering and paying individually for their Conference registration. 

Group Payment

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 or Pre-Conference Class fees 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 Pre-Conference class 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.
    • You cannot use a check to pay for multiple individual Conference registrations. The check should be applied to a Token code order, and the individuals should use the Token Code to reigster themselves. 
  • Institutional Purchase Order. 
    • You may pay for tokens or Pre-Conference Class fees 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 Pre-Conference class 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.
    • You cannot use a Purchase Order to pay for multiple individual Conference registrations. The check should be applied to a Token code order, and the individuals should use the Token Code to reigster themselves. 

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 16 except as noted below. 

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 Conference registration on or before January 16.

A full or partial refund for group registrations paid for via check, money order, or purchase order will be issued if the Conference registration(s) is/are cancelled on or before January 16. 

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 16. 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.

Skills Classic sign-up fees may be refunded through the Friday three weeks before the start of the Conference. 

Attendee Policies

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 these Policies are available for review.

Accessibility

Registrants may request accommodations to facilitate their full participation at the NCEMSF annual conference. NCEMSF will make every effort to provide reasonable accommodations to attendees. The deadline to request a reasonable accommodation for disability is 28 days prior to the start of the conference. Please email your request to confinfo@ncemsf.org. An NCEMSF staff member will contact you to discuss your needs and possible arrangements.

Questions

If you have questions regarding our conference fees and/or policies, please contact the NCEMSF Conference Committee by e-mailing confinfo@ncemsf.org.

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