Refunds and Cancellations
We understand you have questions about our refund and cancellation policies in light of our transition to an online convention. Please read the following information, and then submit your request by completing the refund request form. The link to the form is at the bottom of this page.
Please note: Refund requests must be submitted by July 30, 2020. Failure to submit a refund request will result in your membership being converted to a Virtual Attending Membership, and the excess you paid being donated to Utah Fandom Organization, a 501(c)(3) nonprofit organization.
“What if I’ve bought my membership and I paid more than $125?" For those members who have paid more than $125 (the cost of Virtual World Fantasy Convention 2020), we will reimburse the difference at your request. For example, if you paid $175 for your attending membership, you will receive a reimbursement of $50. And you can attend the virtual convention. Refunds will be sent in about a month, and sooner if we can work out the details.
“I don’t want to attend a virtual convention. Can I get my money back?” Though our stated policy is not to reimburse cancellations, we know these are unprecedented circumstances. If you wish to cancel your membership, your refund will come in two steps.
First, we will reimburse the difference between your purchased membership and the cost of the virtual convention. For example, if you paid $175 for your membership, you will receive an initial reimbursement of $50. That initial reimbursement will be sent in about a month, or sooner if we can.
Then, at the close of the convention when all our finances have been settled, the remaing funds will be distributed on a pro rata basis, with each person receiving a percentage according to their share of the whole. The amount you receive will be a percentage of the total available. We anticipate these refunds will be sent within 3 months of the close of the convention, and sooner if we’re able.
Here’s an example of how the second reimbursement will be calculated:
Your membership fee: $200
Immediate refund: $75
Remaining balance of your membership fee: $125
At close of convention, remaining funds (this figure used for example purposes only): $5,000
Total claims of members requesting a refund (again, an example): $7,500
Percentage of each membership to be refunded: $5,000 / $7,500 = 66.67%
Your second refund: $125 * 66.67% = $83.33
The total amount of the second reimbursement won’t exceed the full membership fee you paid. (In other words, you won’t receive back more than you paid.) Be advised that you may not receive back the full amount of your attending membership. (See the next question for an explanation.) Also, if you choose to attend any part of the virtual convention your cancellation request will be deleted and no additional refund will be made.
“Why can’t I get all my money back?” Plans for World Fantasy Convention 2020 began back in 2016. Starting at that time, contracts were signed, expenses incurred, and payments made. The list of expenses for running a convention goes on and on. We’ve spent money that we can’t recoup. So we don’t have the money to refund everyone 100% at this time. But when all the bills are paid and the convention has ended, we will give back every penny we are able. It is possible that we will be in a position to refund the full price of cancelled memberships, and if so, we certainly will. That is dependent upon the number of virtual attendees we have and the costs we incur.
“What expenses have you paid?” We’ve spent over $12,000 on a variety of expenses such as printing and mailing progress reports, printing and mailing around 1,500 WFA ballots worldwide, manufacturing the bronze World Fantasy Award statues, advertising and promotions, website hosting (both WFC2020.org and the main World Fantasy Convention website), website and registration form development, PayPal fees, and various supplies. World Fantasy Convention 2020 started with a zero balance (no seed money from our sponsoring organization) so the only income we have is membership sales.
“I'd like to go to next year's convention. Can I transfer my membership?” Yes! World Fantasy Convention 2021 will be held in Montreal, Canada November 4-7. The current membership fee is $200 USD. If you would like to transfer your 2020 membership to 2021, we will handle all the details. Just let us know by completing the refund request form where you can also tell us how you'd like to handle any amount you paid in excess of $200 USD.
“Can I donate my reimbursement?” Yes! We will gratefully accept your donation. You can either donate your refund toward the cost of a Sponsored Membership for People of Color, or to help defray the costs of hosting the virtual convention. Our sponsoring organization, Utah Fandom Organization, is a 501(c)(3) nonprofit, so if you live in the USA your donation may be tax deductible to the extent allowable by law. You will receive a receipt for your donation, and we would be honored to list your name as a sponsor in our conference materials.
“What about my hotel reservations?” The Little America Hotel has cancelled all reservations booked within the World Fantasy Convention block. We are told there is no need to call to cancel your reservation. However, if you did not book your room through the hotel, or if you did not specify the World Fantasy Convention block, you will need to handle your own cancellation. The phone number for The Little America Hotel is 1-800-437-5288.
“How do I request or donate my refund?” To request or donate your refund, or to cancel your membership, fill out the refund request form here.
Still have questions? Don’t hesitate to contact Ginny Smith at email@example.com.