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SAR Registration, Cancellation, and Reimbursement Policy

SAR Congress and Leadership Meetings

Annual SAR Congress

A late registration fee of $100 will be assessed starting twenty-one (21) days prior to the beginning of the Executive Committee meeting prior to the beginning of the Annual Congress. If the Executive Committee meeting is on Friday, then twenty-one (21) days prior would be the start of the late registration fee. This applies to all registrations postmarked after the late registration day and any online registration that occur after that day.

Due to the lead time for committing funds for various events and items needed for those events, the following is the reimbursement policy for the Annual Congress. Cancellation must be in writing (either electronic or regular postal) to the SAR Executive Director. Effective date for reimbursement will be the date of receipt at the SAR National Headquarters by the Executive Director. No cancellations will be accepted over the phone. The exception to this rule is for the death of an SAR member (or his spouse of immediate family) who was planning on attending. Immediate family is defined as the parents, spouse, spouse’s parents, or children and grandchildren and their spouses, of the member. Other exceptions to this rule must be approved by the SAR President General on a case-by-case basis within thirty (30) days of the cancellation. A written (electronic or regular mail) request will be submitted to the Executive Director for forwarding to the President General for his final decision.

  1. Cancellation before close of business twenty-one (21) days prior to the Friday prior to Congress: full refund of registration, add-on meals (George Washington Endowment Fund luncheon, SAR 1000, District Breakfasts, etc.) and tour amounts. For example, if Congress starts on 11 July, then to receive a full refund a person must cancel before 17 June.
  2. Cancellation between close of business twenty-one (21) days and close of business fourteen (14) days prior to the Friday prior to Congress: 75% refund of registration, add-on meals (George Washington Endowment Fund luncheon, SAR 1000, District Breakfasts, etc.) and tour amounts. For example, if Congress starts on 11 July, then to receive a 75% refund a person must cancel before 24 June.
  3. Cancellation between close of business fourteen (14) days and close of business seven (7) days prior to the Friday prior to Congress: 50 % refund of registration, add-on meals (George Washington Endowment Fund luncheon, SAR 1000 and District Breakfast, etc) and tour amounts. For example, if Congress starts on 11 July, then to receive a 50% refund a person must cancel before 1 July.
  4. Cancellation after close of business seven (7) days prior to the Friday prior to Congress: O % refund of registration, add-on meals and tour amounts. For example 0% will be returned after cancellations received after 1 July, except as noted above.

SAR Leadership and Trustee Meetings

A late registration fee of $50 will be assessed starting fourteen (14) days prior to the beginning of the Leadership and Trustee Meetings. For example, if the Executive Committee is to begin on a Thursday, then a late fee is assessed for all registrations that are postmarked after the Thursday that precedes the actual meeting. The same is applied to those online registrations that occur after the Thursday prior to the actual meeting of the trustees.

Reimbursement for registration fees and meals will be allowed until fourteen (14) calendar days prior to the Executive Meeting on the Thursday of the Leadership and Trustee Meeting. Registration fee is forfeited after that time and cancellations received no later than seven (7) calendar days prior to the Thursday Executive Meeting will result in meal costs being reimbursed. After seven (7) calendar days prior to the Meeting no reimbursement will be made. Cancellation must be in writing (either electronic or regular postal) to the SAR Executive Director. Effective date for reimbursement will be the date of receipt at the SAR National Headquarters by the Executive Director. No cancellations will be accepted over the phone.

The is for the death of an SAR member or his spouse or immediate family. Immediate family is defined as parents, spouse, spouse’s parents, or children and grandchildren their spouses of the member. Other exceptions to this rule must be approved by the President General on a case by case basis within thirty (30) days of the cancellation. A written request will be submitted to the Executive Director for forwarding to the President General for his decision. For example, an SAR member decides to appeal the reimbursement policy; he has thirty (30) days from the cancellation of his reservation to send a written request with documentation to the Executive Director for forwarding to the President General for his final decision.

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