Registration Policies

Items specific to US and Canadian Programs are listed below. The following policies apply to all programs. Late fee is charged for registrations submitted within 45 days of meeting.

• Payment of registration fee (and hotel deposit if applicable) is due in full upon registration. Registration will not be processed until payment is received.
• Hotel reservations booked through the International Foundation are made on a date-received basis until 30 days prior to the meeting (based on availability), due to hotel cutoffs and penalties. After that date, you must make independent hotel arrangements. To receive the conference rate, reservation must be reserved through the International Foundation. Best available rate/hotel will be assigned if necessary.
• Substitutions (transferring a registration fee to another individual at your organization) do not incur cancellation fees. Fill out a registration form for the new individual and indicate the name of the person being replaced.
• Acceptance of the registration policy acknowledges that a third party can register and submit payment on my behalf for attendance at an International Foundation meeting. If you wish to opt-out please contact the registration office at [email protected] or (888) 334-3327, Option 2.
• Third Party Administrators: You must obtain prior consent to register an individual for an International Foundation program. Acceptance of this policy acknowledges that you have the authority to register the individual. A confirmation email will be sent to yourself and the registrant when submitting - confirming their registration.

US Programs

• Payment accepted in U.S. funds by check, money order or credit card (VISA, MasterCard, Discover or American Express).
• Registration with check payment - Mail to: P.O. Box 689954, Chicago, IL 60695-9954.
• Annual Wellness Summit Registration with check payment - Mail to the organization where you registered:
  Wellness Alliance/WELCOA/NWI: 18700 W Bluemound Road, Brookfield WI 53045
  International Foundation: PO Box 689954, Chicago, IL 60695-9954

Canadian Programs

• Payment accepted in Canadian funds by cheque, money order or credit card (VISA, MasterCard, Discover or American Express).
• Registration with cheque payment - Mail to: P.O. Box 2406, Station A, Toronto, ON M5W 2K6.
• Tax exempt organizations must submit Exemption Certificate with registration (for Canadian meetings held in Canada) to avoid GST/PST/HST charges.

Certificate of Attendance

For those needing a Certificate of Attendance for reimbursement purposes, please note the following. For in-person and virtual "hybrid" conferences:

• Those registered for in-person must attend the requisite number of sessions in-person to earn a certificate of attendance.
• Attendees will be given access to the online environment shortly after the in-person conference is over. Watching the recorded sessions will not count toward their certificate.
• Registrants will have 30 days from the live event to watch the requisite number of sessions.
• To qualify for a certificate of attendance, those registered for in-person must complete all required sessions in-person and those with virtual program registrations must complete all sessions virtually.

In-Person or Virtual Conference Cancellation Policy

• Cancellation policies apply to in-person, pre-conference and virtual conferences. Virtual training and workshops have a different policy listed below.
• All cancellations must be in writing. Refunds will be subject to the fees outlined below. Cancellation fee structure is based on the registration fee payment.
• For no shows without an advance cancellation notification, all fees collected (hotel, registration, etc.) will be forfeited.
• Substitutions (transferring a registration fee to another individual at your organization for the same program) do not incur cancellation fees.
• See details below under “Subbing (Transferring) Conference Attendees.
• Remaining registration fees can be held as credit on account for future use or refunded. Credit held on account for a meeting purchased in the current year must be used by December 31 of the following year. However, those with 2020-2023 program registrations are allowed to use their registration fee credit held on account, through December 31, 2025.

Registrations for programs occurring after January 1, 2022 are subject to the following:

Hotel Cancellation Policy

When booking your hotel room through the International Foundation (not contacting the hotel directly):

• All hotel changes prior to the hotel reservation deadline (30 days prior to the arrival) must be made to the International Foundation in writing.  After the hotel reservation deadline, both the International Foundation and the hotel property must be notified in writing.
• When cancelling within three (3) days of arrival (eight (8) days for Disney properties), all hotel deposits are forfeited.
• Cancellations made four (4) or more days (nine (9) days for Disney properties) of arrival will have a full refund of hotel deposit.
• For programs booked outside of the Foundation (booked by contacting the hotel directly), attendees are responsible for booking, cancelling and modifying their hotel stays, including any cancellation fees incurred.

Subbing (Transferring) Conference Attendees

U.S. Annual Employee Benefits Conference

The U.S. Annual Employee Benefits Conference is a members-only conference. As such, all attendees must be a member. Substitutes, defined as a person who is affiliated with your organization but is not active on your membership roster, are allowed for the core conference. These individuals must be on the same fund or with your same organization. The number of substitutes at the core conference, combined with the number of active roster members attending under one membership should not be greater than the total number of active membership spots paid for by the organization.

US Annual Preconferences

Non-members can register for any affiliated meetings of the Annual Conference, including all enrichment preconferences, TMP, CAPPP, New Trustees Level I or Level II. Registrants will be charged according to the individual’s member status, meaning individuals must be current members to receive the membership discount.

Institute for Apprenticeship, Training and Education Programs

Due to the unique structure, staffing and audience of apprenticeship programs, substitutes are allowed for the Institute for Apprenticeship, Training and Education Programs. A substitute is defined as a person who is affiliated with your organization but is not active on your membership roster. These individuals must be on the same fund or with your same organization. The number of substitutes at the conference, combined with the number of active roster members attending under one membership should not be greater than the total number of active membership spots paid for by the organization.

Apprenticeship Preconferences

Non-members can register for any affiliated meetings of the Institute for Apprenticeship. Registrants will be charged according to the individual’s member status, meaning individuals must be current members to receive the membership discount.

All Other International Foundation Programs

For all other educational programs, any person is eligible to attend. Current members will receive the membership discount. If a registration needs to transfer to an individual within your organization, the member status of the attendee will prevail, meaning a member cannot substitute a non-member and maintain the membership discount. However, you can easily adjust your membership roster to accommodate your conference attendance needs by working with our membership department at [email protected].

Virtual Training and Workshops Cancellation Policy

The following policy applies to virtual events that are live curriculum-based interactive programs.

Registrants can cancel their registration and receive a refund or request a transfer of their registration fees to be used for a program the following year.

• All cancellations must be in writing. Refunds or transfers will be subject to the fees outlined below. Fee structure is based on the registration fee payment.
• Cancellation requests are accepted up until midnight of the day the program begins.
• Cancellation requests received after the program begins will not be honored—the registrant will be considered a no show. No money will be returned nor transferred.
• Remaining registration fees can be held as credit on account for future use or refunded.
• Substitutions (transferring a registration fee to another individual at your organization) do not incur cancellation fees.
• Those with 2020 or 2021 program registrations are allowed to use their registration fee credits held on account, including fees transferred from 2020, though December 31, 2023.

Highly Contagious Illness Policy

COVID-19/Highly Contagious Virus (HCV) Safety Protocols

The Foundation is implementing the following measures at all programs to ensure a safe educational experience:

• Health and safety measures will be in place as issued and/or recommended by federal, state/provincial and local health authorities, including the conference venue and the Centers for Disease Control (CDC) and Canada Health.
• Vaccinations: The Foundation does not require vaccinations for its attendees, but we strongly recommend that attendees get vaccinated if they are able to. The Foundation respects that certain health issues and religious beliefs may prevent some attendees from being vaccinated.
• Mask Wearing: The mask policy will defer to any CDC or local guidance. Attendees of each program will be advised of any policies in place.
• Physical Distancing: All session and breakout room seating will follow local distancing guidance at the time of the event.
• Session Attendance: When available session attendance scanning will be used along with the use of QR codes, facilitating contactless session attendance verification.
• Handouts: In order to minimize touchpoints, there will be minimal handouts available. Attendees are encouraged to download handouts via the website.
• Social Functions: When available, all gatherings will follow the current regulatory guidelines and event policies.
• COVID/HCV Protocol Communication: Health and safety guidelines will be communicated on the Foundation website, on the conference mobile app when available. If escalated protocols are in place from health authorities, additional information may be communicated via pre-event messaging and on-site event signage.

Please be aware that the safety protocols may change as the situation evolves.

Conference Participant Expectations

• Adhere to all federal (CDC/Canada Health), state/provincial, and local health authority guidelines while traveling to and at the program;
• Do not participate if you are experiencing any flu-like symptoms or have recently been exposed to anyone who tested positive for COVID‑19 or variants;
• Wear masks at all conference events when guidance is in effect;
• Wash hands often with soap for at least 20 seconds and/or use an alcohol-based hand sanitizer;
• Avoid touching your eyes, nose, and mouth with unwashed hands;
• Engage in additional responsible health and safety practices, traveling to and at the program;
• Act in the best interests of your own well-being, and that of your fellow conference participants; and
• When guidance is in effect, avoid crowded social gatherings, receptions, venues or other indoor activities that do not implement social distancing or other recommended hygiene practices.

Warning Related to COVID-19/HCV Infection

The Foundation has taken and will continue to take reasonable precautions to prevent against the presence and spread of COVID-19 and other highly contagious viruses at its conferences but cannot and does not guarantee against exposure; and therefore, in choosing to attend a Foundation‑sponsored conference, you acknowledge that you are assuming a risk that you may be exposing yourself to COVID‑19 and other highly-contagious viruses and its potential health risks.

Acceptance (Assumption) of Risk

I have read and understand the above warning concerning COVID-19/HCVs. I acknowledge that in connection with attending a Foundation-sponsored in-person program, I have determined that attendance is of value to me and I therefore accept the risk of being exposed to COVID-19 and other highly-congious viruses in order to attend in person. I agree that I am personally responsible for complying with the announced measures to prevent the presence and spread of the disease and for my safety and actions while attending the program.

Recording Sessions

Recording or streaming conference sessions is not permitted.

Consent to Use Photographic Images

By registering, attending or participating in the International Foundation of Employee Benefit Plans (IFEBP) conferences, meetings and/or other activities, you hereby grant IFEBP permission to use and distribute (now and in the future) your name, image, performance and/or voice as they may appear in photographs, video recordings and audiotapes of such IFEBP events and activities. Such use may include, but is not limited to, live video broadcast and/or streaming video, DVDs’ and other recordings of IFEBP events and activities, websites, brochures and other promotional materials used to promote IFEBP events, programs, products and services.

Guest Policy

The International Foundation of Employee Benefit Plans is committed to providing a productive, welcoming and safe learning environment for all program registrants and International Foundation staff.

To foster an environment that is conducive to learning, only program registrants (no registrant guests) are permitted into educational programs. This includes children or other dependents, regardless of age. As these programs are designed for those with fiduciary responsibilities, no persons under the age of 18 are permitted to attend. Some general sessions at larger events such as the opening presentation at the Annual Conference are designated as being open for a broader audience; in that event it will be noted in program materials that guests are permitted into these programs.

Educational Program registrants needing special accommodations due to a disability in order to fully participate in the educational program are encouraged to contact the International Foundation Registration Department in advance of the program so that appropriate arrangements can be made.

All participants, including but not limited to, attendees, speakers, volunteers, exhibitors, International Foundation staff, service providers and others are expected to abide by this policy.

For more information regarding administrative policies such as complaint and refund, please contact our offices at (888) 334-3327, Option 2 or [email protected].