Refunds to annual meeting registration are available for any reason up to 30 days before the meeting. Refunds will be prorated in accordance with the following written policy. Exceptions apply. Note: Certain exigencies allow for full refunds at almost any time. See Emergency Circumstances for details.

Approved by the MOUG Executive Board, October, 2025

All refunds must be requested in writing to the MOUG Treasurer (treasurer@musicoclcusers.org)

For the 2026 meeting, refunds will be processed as follows:

  • Registrations canceled by Friday, December 12, 2025 (75 days before the start of the conference) will receive a 100% refund.
  • Registrations canceled by Sunday, January 11, 2026 (45-74 days before the start of the conference) will receive an 80% refund.
  • Registrations canceled by Sunday, January 25, 2026 (31-44 days before the start of the conference) will receive a 50% refund.
  • Registrations canceled on or after Monday, January 26, 2026 (within 30 days of the start of the conference) will receive a 0% refund.

In exceptional circumstances, written requests for a change or cancellation of registration may be submitted at any time to the MOUG Treasurer, in accordance with the Emergency Circumstances section below.

Refunds will only be issued for conference fees and will be sent to the registrant. If payment was made or reimbursed by an institution, organization, or business, it is the responsibility of the registrant to ensure funds are properly returned to the appropriate entity.

Registration fees are non-transferable to another party, program or MOUG dues.

Emergency Circumstances

A registrant is eligible to receive a full refund of all registration fees under the following circumstances:

  • The registrant is unable to attend the conference due to a death of an immediate family member or significant other (domestic partner or spouse).
  • Serious illness or debilitating health condition of the registrant, a direct family member, or significant other that necessarily restricts travel and full conference participation.
  • The registrant is unable to travel due to: lockdown, isolation, or quarantine enforced by their country of residence; travel restrictions imposed by their institution, company, or organization due to disease outbreak, epidemic, or pandemic; or related visa restrictions.
  • Other extraordinary circumstances (e.g. the death of a service animal on which a disabled registrant’s attendance depends).

Note: Lack of travel funding is not considered a valid emergency circumstance.

For the 2026 meeting, refund requests due to emergency circumstances must be received prior to Tuesday, February 24, 2026.

Registrants may be asked to provide documentation to support their request. By accepting this policy, the registrant agrees to provide such documentation if requested.

Individuals receiving full refunds will not have access to the virtual conference.

Conference registration fees will not be refunded for weather- or travel-related delays or cancellations.

Leaving the conference early, for any reason, will not result in a refund, and no refunds will be issued for unused portions of the event. Likewise, refunds will not be granted for no-shows.

Cancellation of the Meeting

If any portion of the meeting cannot be held or is postponed due to events beyond the reasonable control of MOUG, or due to events not attributable to unlawful intent or gross negligence of the conference organizers, MOUG cannot be held liable for any damages, costs, or losses incurred, including transportation, accommodation, additional orders, or financial losses.

Change of Meeting Format

If the meeting cannot be held as an in-person function due to events beyond the control of MOUG or its venue(s) – including acts or God, war, transportation disruptions, strikes or threats thereof, terrorism or similar acts, disease outbreak, epidemic or pandemic, government travel advisories, corporate travel restrictions, civil disturbances, or any other cause that, in the reasonable judgement of MOUG or the venue, makes an in-person meeting inadvisable, unsafe, illegal, impractical, or impossible – the meeting may be moved to an entirely virtual format, either on the same dates if feasible or on a later announced date.

In the event of a format change, registrants who registered prior to the change will automatically remain registered for the event in its new format. If a registrant chooses to cancel following a switch to a virtual-only format, the Refund Policy above will continue to apply.

If the meeting is canceled entirely and cannot reasonably be held virtually, MOUG will issue full refunds of registration fees to all registrants.