Refund & Transfer Policy

Questions? Contact us at info@samedcnova.org

Individual Attendee Registration

• There are no refunds or pro-rated refunds for any sponsorship/exhibitor/speaker complimentary tickets that are not registered or in the event of non-attendance.

• Individual ticket holders may transfer their ticket to another person at no additional cost, as long as it is a like-to-like transfer (ie. member to member or non-member to non-member). Please contact us in writing to receive instructions on how to transfer your ticket to another person.

• Refund and transfer requests must be submitted in writing to info@samedcnova.org by Monday, June 30 at 11:59 PM EDT.

  • Refunds will be issued minus a $50 administrative fee.

  •  Transfers will be processed for a $25 fee, including sponsor and exhibitor attendees using complimentary promo codes.

  •  No refunds or transfers will be accepted after the deadline.

  •  Walk-in transfers are not allowed.

  • Walk-in registration ($400) starts on Tuesday, July 1 after all refund and transfer requests have been received.

Key Dates for Individual Attendees

All times are EDT.

Friday, June 27 (7 pm) - Deadline to register all sponsor or exhibit booth attendees with complimentary promo codes

Monday, June 30 (midnight) - Deadline to request a refund or ticket transfer (less administrative fees)

Tuesday, July 1 (12:00 am) - Walk-in ticket rate for all late registration attendees

Tuesday, July 8 (12:00 pm/noon) - Registration Desk opens at the Capital Turnaround for Conference Start. 

• Pick up Name Badges, SWAG Bag. Visit Veterans Career Lounge, Exhibit Hall, and enjoy coffee and snacks before the first session starts at 1:00 pm at the Main Stage. See full event schedule for sessions.

Wednesday, July 9 (5:00 pm) - Conference Closes.

Sponsorship & Exhibitor Registration

⚠️There are NO REFUNDS or pro-rated refunds for Sponsorship purchases, including SWAG Bag Add-on, or if included in your sponsorship the Exhibit Booth and individual registrations. All sponsorship sales are final.

• • After your sponsorship/exhibit booth is purchased, if complimentary registrations or exhibit booth is included, you will receive a promo code to register at no additional charge. All individual, sponsorship, and exhibit booth deadlines apply. 

  • All Individual Attendees with sponsorship promo codes must be registered by Friday, June 27 at 7PM EDT or tickets are forfeit. No placeholder names (i.e. multiple tickets under the same name) will be accepted. All placeholder tickets will be cancelled and/or assessed a transfer fee of $25. After the promo code deadline, all sponsor/exhibitor attendees must pay the current rate/ticket type to attend.

Key Dates for Sponsors

All times are EDT.

Monday, June 23 (midnight) - Sponsorship purchases close.

Monday, June 23 (midnight) - Final date to select your exhibit booth using your promo code.

Wednesday, June 25 (5PM) - Deadline to submit your firm's logo, description, and contact for the sponsorship & exhibitor directory

Friday, June 27 (7 PM) - Deadline to register your individuals using your promo code / if included in your sponsorship.

Exhibit Booth Reservation and Payment Policy

• Booth selection and availability are based on a first-come, first-served basis.

• Please review the Exhibit Booth Floor Plan for location preference at purchase.

• Non-members purchasing at the member rate will be invoiced the cost difference after verification or cancelled and re-purchase will be required (based on booth availability at the time of re-purchase).

• Payment is required at checkout through the Exhibit Booth online registration system to finalize your booth reservation.

  • Booth reservations and payments are due no later than Monday, June 23 at midnight EDT.

Promo Code for Complimentary Exhibitor Registration Ticket:

• After your booth purchase is confirmed, you will receive a promo code to register one (1) complimentary attendee.

• This code must be used to complete the registration for your included ticket holder at no additional cost.

• All additional booth personnel must register separately through the individual attendee registration link.

• Exhibitors can request up to two (2) boxed lunches with registered attendees supporting the exhibitor set up on Tuesday, July 8 before the conference begins at 1:30 pm. Look for an email from the conference organizers to confirm your lunch selection.

Pro-rated Exhibit Booth Refunds

Note the deadlines for request of refund for exhibit booth purchases. There are no refunds for sponsorship-included exhibit booth reservations. All exhibit booth reservations that have been cancelled include a $50 administrative non-refundable fee.

• Monday, May 26 (5PM) - Exhibit Booth cancellation for full refund with written request (less $50 administrative fee)

• Wednesday, June 18 (5PM) - Exhibit Booth cancellation for 50% refund with written request (less $50 administrative fee). No refunds after this date.

Key Dates for Exhibitors

All times are EDT.

• Monday, May 26 (5PM)- Exhibit booth cancellation for full refund with written request (less $50 administrative fee)

• Wednesday, June 18 (5PM)- Exhibit Booth cancellation for 50% refund with written request (less $50 administrative fee). No refunds after this date.

• Monday, June 23 (midnight) – Final date to purchase booths (and sponsorship).

• Wednesday, June 25 (5PM) – Deadline to submit your firm’s logo, description, and contact for the sponsorship & exhibitor directory

• Friday, June 27 (7PM) - Deadline to register for

  1. your complimentary individual registration promo code ticket 

  2. request up to two (2) box lunches on exhibitor set up day.

• Tuesday, July 8 (10AM) – Booth setup begins and boxed lunches are available at noon same day. Exhibitor Expo starts with ticket desk registration opening at 12:00PM.

• July 9, 2025 (4PM) – Exhibit hall closes; all exhibitors must be out of the building by 5PM.

Payment Options

All reservations for individual tickets, sponsorship and exhibit booths must be reserved online. Individual tickets must be paid immediately by credit card through the online registration pages.

🛒 Purchase Individual Registration: https://tinyurl.com/SAMEDCNoVA-2025-Tickets

🛒Purchase Sponsorship: https://tinyurl.com/SAMEDCNoVA-2025-Sponsorship

🛒Purchase Exhibit Booth: https://tinyurl.com/SAMEDCNoVA-2025-Exhibit
View Exhibitor Floor Plan: https://tinyurl.com/SAMEDCNoVA-2025-FloorPlan

Sponsors and exhibitors have the option of paying via check after registering online. Please coordinate mailing payment by emailing info@samedcnova.org. All check payments must be received no later than June 23, 2025.

Other Links

Download the Sponsor & Exhibitor Prospectus
→ https://tinyurl.com/SAMEDCNoVA-2025Prospectus

Submit Sponsor and Exhibitor Directory Information
→ https://tinyurl.com/2025DirectoryForm