Important Policies for Presenters

Participating in a conference program should inspire pride in one’s work. With that professional pride comes professional responsibilities. Among those responsibilities are paying NCSA membership and conference registration fees and informing the program committee if one is unable to take part in the conference after being accepted onto the program.

Please take a moment to review the following policies before you submit a proposal to ensure that you are adequately prepared for your presenter role/s:

PARTICIPANT APPEARANCE LIMITS & SCHEDULING REQUESTS

  • An individual may be listed on the program no more than two (2) times per annual meeting unless they have the permission of the Program Chair, Gail McGuire.
  • Scheduling requests must be made by December 20, 2025.

ACCEPTANCE OF PROPOSAL INTO THE FINAL PROGRAM

  • The lead author of a proposal will be notified via email of their proposal’s status prior to January 20, 2026.

REGISTRATION REQUIREMENT

All attendees, presenters, organizers and speakers are required to pay the conference registration fee. Registration for the conference includes one year of membership in the NCSA. Conference fees help to pay for the venue and all related services as well as fund NCSA’s operating expenses throughout the year. NCSA seeks to keep costs to a minimum and thus affordable to as many people as possible.

  • Registration Requirement: All program participants are required to register for the conference; registration for the conference includes one year of membership in NCSA.
  • Non-Presenting Co-Authors: Non-presenting co-authors are not required to register if they are not attending the conference. However, if they attend the conference, they are required to register for the conference and pay the applicable fees.
  • Registration Deadline: All program presenters must register for the conference no later than thirty (30) days prior to the first day of the conference. Those that do not register (30) days prior to the first day of the conference will be removed from the final program. Paid registration is required to access all sessions.
  • Receipt: We recommend every attendee save the emailed receipt as their record of registration. Have a copy with you when checking in at the association conference desk in case of questions.
  • Cancellations: NCSA’s policy is that any registration may be canceled without penalty up to thirty (30) calendar days prior to the first day of conference. The requirement of registration fees helps to guarantee the presence of presenters listed in the final program. This policy hopes to reduce the number of last-minute drops and no-show presenters, thus greatly increasing the quality of the program for all attendees.

PRESENTATION CANCELLATION AFTER ACCEPTANCE INTO THE PROGRAM

  • Cancellations: To cancel, presenters should notify the Program Chair, Gail McGuire by email [gmcguire@iu.edu] as soon as possible. Cancellations must be received at least thirty (30) calendar days prior to the first day of the conference. If you do not attend the conference without canceling, you are still responsible for paying registration fees.
  • Substitute Presenters: If you are unable to present, but a co-author is available, contact the Program Chair, Gail McGuire at gmcguire@iu.edu with the name of the presenter so that the session is not removed from the program.
  • Refunds: All cancellations that qualify for a refund will be credited through a refund check payment or credit to the card used to make the original payment.
  • Last Minute Cancellations: We understand that unforeseen events outside of a presenter’s control (e.g., medical issues, family emergencies, and unforeseen travel problems) may prevent them from presenting as scheduled. In these situations, email Gail McGuire at gmcguire@iu.edu, so that we can remove you from the program. Conference registration refunds will be evaluated on a case-by-case basis.
  • No Shows: Presenters who do not attend their scheduled session and/or do not notify the Program Chair, Gail McGuire [gmcguire@iu.edu], will be considered a ‘no show.’ Registration fees for ‘no shows’ are not refundable. Failure to give scheduled presentations without adequate notice is disruptive and leave gaps in the conference program. This diminishes the experience of conference attendees.

REFUNDS

A processing fee and the 2026 membership dues will be deducted from any refunds made. All refund requests must be made by the attendee or credit card holder. Refund requests must include the name of the attendee and/or transaction number. Please let us know if you would like to donate your registration fee in lieu of a refund. For payments received by credit or debit cards, the same credit/debit card will be refunded. Refunds will not be available for registrants who choose not to attend the conference.

Refund requests must be submitted via email to Anjel Stough-Hunter at stoughhunter@capital.edu.

Updated July 2026