Forma Event Refund Policy

In-Person and Radically Hybrid Conferences

Policy Statement

Forma offers conferences in two formats — in-person and radically hybrid — and the refund terms differ between them because the underlying cost structures differ. This policy applies to both formats. Where terms are identical, they are stated once. Where they differ, the variables for each format are specified clearly side by side.

In-person conferences involve substantial, non-refundable financial commitments made in advance — venue, catering, hotel blocks, audiovisual support, interpretation, and supplies — all contracted on the basis of anticipated attendance. Because these costs are incurred well before the conference begins, registration fees are partially or fully non-refundable depending on how close to the event a cancellation is requested.

Hybrid conferences combine online programming delivered via Zoom with independently organized regional on-site gatherings. Because Forma’s per-registrant costs for online programming are significantly lower than those of a single-site in-person conference, refunds for the online registration are available on a more generous schedule.

We know the reasons for cancellations are rarely easy, and we treat every request with care. This policy sets clear expectations while leaving room for pastoral judgment in extraordinary circumstances.

Rationale

Forma is a self-funded network, and our conferences are funded entirely by registration revenue. The refund schedule for each format reflects the structure of the costs Forma incurs to produce that format:

• In-person conferences: When you register, we make binding, non-refundable commitments to venues, caterers, and vendors based on your attendance. That’s why cancellations — even for good reasons — can’t always be refunded.
• Hybrid conferences: The majority of our costs — Zoom licensing, simultaneous interpretation, facilitator stipends, workshop host honoraria, and program materials — are largely flat rather than per-participant. That allows us to offer more flexible refund options for online registrations while still protecting the financial sustainability of the organization.

Format Differences at a Glance

The following table summarizes the variables that differ between the two formats. Detailed terms appear in the sections that follow.

Refund Schedule

Refund eligibility depends on the conference format and on how far in advance Forma receives a written cancellation request before the conference start date. 

Refunds are calculated on the base registration fee only. Separately purchased items — pre-conference workshops, vendor packages, and similar add-ons — may have their own schedules, which will be specified at the time of purchase. For hybrid conferences, this schedule applies to the online registration only; regional on-site gathering fees are governed by the host organization (see below).

Registration Transfers

At any time before the conference begins, a registrant may transfer their registration to another person at no cost.

Format-specific notice requirements:

• In-person format: Transfers must be requested at least 72 hours before the conference start date so that materials, name badges, and meal counts can be updated.
• Hybrid format: Transfers must be requested at least 72 hours before the conference start date so that online access can be coordinated.

Cancellations Due to Weather, Travel, or Personal Circumstances

Refunds outside the schedules above will not be issued for cancellations due to weather, travel disruptions, personal emergencies, illness, or other circumstances beyond Forma’s control. Attendees of in-person conferences are encouraged to purchase travel insurance if concerned about potential cancellation.

Hybrid format note: Because the conference is delivered online and many sessions are recorded for later access by registrants, we are generally able to accommodate registrants whose circumstances change. Where recordings are available, registrants retain access regardless of live attendance. For this reason, we encourage hybrid registrants who cannot attend live to use the recorded materials or request a transfer rather than cancel outright.

Regional On-Site Gatherings (Hybrid Format Only)

This section applies to hybrid conferences only.

Regional on-site gatherings are organized independently by local hosts. Registration fees for these gatherings are paid directly to the hosting organization and are governed by that organization’s refund policy. For questions about on-site gathering refunds, please contact the gathering host directly. Forma is not responsible for refund decisions made by regional hosts.

If Forma Cancels the Conference

In the rare event that Forma cancels a conference in its entirety — due to natural disaster, force majeure, or insufficient registration — all registrants will receive a full refund.

• In-person format: Forma is not responsible for reimbursing travel, hotel, or other expenses incurred by registrants.
• Hybrid format: The full refund applies to online registration fees only. Registrants with registrations for regional on-site gatherings should contact their gathering host regarding those fees.

Pastoral Exceptions

In extraordinary circumstances involving significant hardship, exceptions to this policy may be considered on a case-by-case basis for either format. Requests should be sent in writing to [email protected] and will be reviewed by Forma leadership within ten business days. We approach these requests with the spirit of care that animates our community.

How to Request a Refund or Transfer

All refund and transfer requests must be submitted in writing to [email protected] and include:

• The registrant’s name
• The registrant’s email address
• Conference year
• Nature of the request (refund or transfer)
  • In the case of transfer, new registrants full name and email address

Requests are reviewed in the order received. 

For hybrid conferences, requests regarding regional on-site gathering fees should be directed to the gathering host, not to Forma.