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My client and I just cancelled our trip to Dallas for the eWomen Publishing Network conference. Flying out of Tallahassee, Florida, on Monday in the midst of what is now a category 4 hurricane just didn't seem like a bright decision to either one of us. We lived through Hurricanes Charley, Frances, Ivan and Jeanne last year. As a result, we take the Governor's and state emergency operations director's warnings much more seriously these days.

Unfortunately, eWomen Publishing Network has a no refunds policy. That means I lose $450 and my client loses more (I'm a member, she is not yet). Fortunately, both the hotel and the airline were extremely sympathetic so we are not out even more money.

Having planned many conferences and events over the years, I understand why the refund policy is in place. Facilities require a guarantee on the number of anticipated attendees so they can ensure adequate space, food and facility staff. Facility charges are based on the guarantee, whether you have that many people or not. I recommend a refund policy be established for any major event; however, I do not agree with a NO refund policy in situations beyond human control (aka Acts of God).

My client contacted eWomen Publishing Network to see if they would refund her registration in light of the hurricane. The email response was "no, but..." (they will still send the audio recordings of the sessions). My client is understandably disappointed and this lack of flexibility will probably deter her from joining eWomen Publishing Network now.

$495 (which included the early-bird discount) is a ridiculously hefty price to pay for a set of audio cds when cancellation was solely due to an act of God. Had we cancelled due to illness, a client crisis or some other "controllable" reason, I would understand eWomen Publishing Network's adherence to the no refunds policy; however, we cancelled because there is a hurricane bearing down on Florida.

What would I do if I were in charge of the conference? First, I would have event insurance that covers this type situation. We're in the midst of hurricane season after all. Aside from that, I would offer to credit the fee toward next year's conference or apply the fee toward an annual membership. At the very least, I would offer a partial refund derived by deducting my hard costs cpu (cost per unit -in this case, the cost per person as charged by the facility).

eWomen Publishing Network is a great organization. I'm sure the response to my client was sent by someone who did not realize the seriousness of the situation, which is understandable if you didn't live through four hurricanes in less than six weeks last year.

I hope that eWomen Publishing Network will reconsider. Time will tell.

Update 8/25/05: Just moments after I responded to the post-conference online survey, Jan King, the Founder and Editorial Director for eWomenPublishing, emailed me with her apology for the situation and her cell phone number (it was nearly midnight!). I called her the next day and received a credit for next year's event. She offered to call the accounting department for me and make sure my $55 credit was processed ASAP (I paid in full but was charged the multi-payment plan fee). The credit appeared on my next credit card statement./em>

Update 10/22/05: I still haven't received the conference cds.