Policies for INFORMS Meetings

Cancellation and Refund Policy   

We understand that unexpected circumstances can arise, and we are committed to supporting our attendees as much as possible. These cancellation and refund guidelines are designed to balance that support with the planning and costs that INFORMS incurs when managing conference logistics. 

  • Cancellations must be submitted at least 45 days prior to the first day of the meeting.
  • Approved refunds will be issued minus a $200 administrative fee.
  • Refunds requested within 45 days of the conference are not issued. However, in cases of emergency or extenuating circumstances, partial refunds may be considered. 
  • All cancellation requests must be submitted using the cancellation and refund request form (form coming soon). 
  • Registrants who do not cancel before the first day of the meeting and fail to attend will be considered no-shows and are not eligible for a refund. 

Extenuating circumstances may be considered for the following reasons, with documentation required: 

  • Medical issues: A doctor’s note indicating travel is not advised. Please do not include any diagnosis or personal medical records. 
  • Military deployment or jury duty 
  • Death of an immediate family member 

Requests for extenuating circumstances will be reviewed after the meeting concludes and may qualify for a refund of up to the full amount, at the discretion of INFORMS. 

Refund Policy for Visa-Related Cancellations   

INFORMS is committed to supporting international attendees in navigating the visa application process. To help ensure a smooth experience, we encourage registrants to plan their travel and visa arrangements well in advance of the meeting. 

Registrants whose visas are denied may cancel for a full refund if the request is made 45 days or more before the meeting. Requests made within 45 days before the meeting, but before it begins, are eligible for a 50% refund with documentation. Cancellation refunds for visa related issues are not available once the meeting starts. 

All cancellations must be submitted using the cancellation and refund request form (form coming soon). Supporting documentation, such as an official notice from the consulate or embassy, must accompany any refund request due to visa denial. 

If you require a letter of invitation to support your visa application, you can locate the request form on the respective INFORMS meeting webpage. 

Registration Transfer and Substitution Policy   

INFORMS allows registration transfers up to 10 business days prior to the start of the meeting. There is no fee for this service, but all transfer requests must be initiated by the original registrant through the INFORMS customer service department.

If the new registrant falls into a badge category with a higher registration fee (for example, upgrading from a student to a full registrant), the new registrant will be responsible for paying the difference in cost. Refunds will not be provided for registration transfers to a lower-priced category. 

A meeting registration may only be transferred once. On-site transfers/substitutions are not allowed, except in emergency situations at the discretion of INFORMS staff and may incur an administrative fee. All registration transfer requests are subject to review and approval by the Director of Meetings. 

Guest Policy and Guest Registration   

INFORMS defines a "guest" as an individual accompanying a registered attendee but not attending professional sessions such as tutorials, plenaries, keynotes, or technical sessions. Guests may not be professionals in the field, speakers, or individuals working for or associated with exhibiting or sponsoring organizations.

Please refer to the conference registration page for detailed guest rates, as fees vary by event. Guests must be registered to access meals, social activities, and other designated events. There will be fees for all guests 12 and over. Guests under the age of 12 must be registered but there is no fee. Badges will be issued for all guests and must be worn. Guest badges will not include a professional affiliation for the guest.

Guest registration helps us plan appropriately for meals, social activities, and overall event safety, allowing family and friends to participate in meaningful ways without disrupting the professional focus of the meeting. Guest registration and access may vary depending on the meeting.

At times, we understand that a guest may want to attend just the presentation of the speaker. For example, a sibling may want to attend their sibling's talk. If the individual is not connected to our profession, we will try to accommodate this request, but it will depend on the security requirements of the hotel and/or convention center. Ask to speak to an INFORMS staff member at the registration desk.

Children and Supervision 

For guests under the age of 18, a registered adult must accompany and assume responsibility for their supervision. Specific guidelines for children’s access to areas or events will be provided in the mobile app. Policies for certain locations may be different based on the rules of the facility and INFORMS insurance policies.

Childcare Services 

If childcare is offered, details will be available on the respective meeting website under Frequently Asked Questions or Know Before You Go. 

INFORMS tries to offer family-friendly spaces, such as quiet or nursing rooms, but will vary based on the venue. Please refer to the mobile app for details. 

Name Badge Policy   

To ensure security and accurate attendee verification, all registrants are required to check in and pick up their own badge. Collecting badges on behalf of others is not permitted. 

Attendees and guests must wear their official meeting name badge at all times while participating in any meeting-related activity. Badges are not just for identification—they serve as official tickets to events. For this reason, badge replacements are strictly regulated. 

Replacement badges: 

  • Require identity verification with a government-issued photo ID. 
  • Are subject to a non-refundable fee of $50. 
  • Are limited to one replacement per attendee. 

Badges are non-transferable, may not be shared, and must be worn at all times during conference events. In exceptional circumstances, an INFORMS staff member may waive the above.

Any misuse of a badge or unethical behavior, such as sharing a badge, will result in a Code of Conduct complaint and may lead to further action.