Refund and Cancellation Policy

​HCAOA is committed to clear, transparent policies that help members and event participants understand their options and responsibilities. This policy outlines refund, cancellation, and transfer rules for membership dues, event registrations, and educational programs. 
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By purchasing membership, registering for an event, or enrolling in an HCAOA program, individuals and organizations agree to this Refund and Cancellation Policy. HCAOA reserves the right to update or modify this policy at any time.  

Membership Dues

General Policy 
Membership dues paid to HCAOA are non-refundable and non-transferable. 
By purchasing or renewing a membership, the member acknowledges that: 

• Membership benefits and services are made available immediately upon activation. 

• Membership dues support HCAOA’s mission, advocacy, and ongoing member services. 

• No refunds will be issued for unused time, change in circumstances, or lack of participation during the membership term. 

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Limited Exceptions 
Refunds may be granted only under the following limited circumstances: 

• Duplicate Payment: If a member is charged more than once for the same membership period, the duplicate payment will be refunded upon request. 

• Administrative or Processing Error: If an error by HCAOA results in an incorrect charge, the affected amount will be refunded. 

• Membership Application Denial: If membership eligibility requirements are not met and an application is declined, any fees paid will be refunded. 

No-Refund Situations 
Refunds will not be issued for: 

• Voluntary cancellation of membership prior to expiration 

• Change of business status, ownership, or staffing 

• Lack of use of member benefits, services, or programs 

• Dissatisfaction with membership benefits or services 

• Removal or termination of membership due to policy or code violations 

Cancellation of Future Renewals 
Members may cancel automatic renewal of their membership at any time to prevent future charges. 

• Cancellation will take effect at the end of the current membership term. 

• No refunds will be issued for the current membership period. 

Requests and Processing 
All refund requests related to membership must: 

• Be submitted in writing to [email protected]. 

• Include the member name, organization (if applicable), and transaction details. 

• Be submitted within 30 days of the original transaction for eligible exceptions. 

​Approved refunds will be issued to the original method of payment. 

Event and Program Registrations

​The following policies apply to conferences, workshops, meetings, and webinars. 

Cancellation by Participant 

• Cancellation requests must be submitted in writing to [email protected]. 

• If the notice of cancellation is received 21 calendar days prior to the start of the event or program, HCAOA will provide a refund, minus a 25% administrative fee.  

• If the notice of cancellation is received within 21 calendar days of the event or program, no refund will be given. 

• No refunds will be issued for no-shows. 

• No refunds will be issued after a webinar has been accessed or attended 

Substitutions 

• Registrants may transfer their registration to another individual within their organization if requested in advance. 

• Additional fees may apply depending on registration category differences. For example, if a member wishes to substitute a non-member participant, the non-member rate will apply. 

​Cancellation by HCAOA 
If HCAOA cancels an event: 

• Registrants will be notified promptly. 

• A full refund or alternative option such as credit or transfer will be provided. 

​Last revised: May 1, 2026