Refund Policy for Membership Fees

• Membership fees are non-refundable (this applies to individual and group registrations)

Refund Policy for Character Development Programs (LTC and GFI)

• The following amounts are non-refundable according to the date that a Refund Request form is submitted via our online portal.
  • If more than 3 weeks prior to event - $20
  • If less than 3 weeks prior to event -  $140
  • If a student has checked in at the conference, no refund will be awarded.
  • If the day a conference starts, a student cannot attend the conference due to extenuating circumstances, a refund request may be submitted up to 7 days after the start of the conference but the amount withheld is at the discretion of staff.
• Refunds may take up to 30 days to process and are only processed following the conclusion of a particular Character Development program.

Refund Policy for Civic Engagement Programs (KYA and KUNA)

Schools are responsible for collecting or raising sufficient funds to cover the registration costs associated with their delegation’s participation in KYA and/or KUNA. The Kentucky YMCA Youth Association is not responsible for reducing registration fees or issuing refunds when a school has not collected or raised the necessary funds in a timely manner. For these reasons, it is recommended that funds be collected by Advisors prior to a registration being submitted. 

• • KYA and KUNA refunds may take up to 30 days for KY YMCA staff to process and are only processed following:
    • The conclusion of the KYA Conference Season (all sessions)
    • The conclusion of KUNA Conference Season (all sessions)
    • Invoices must be paid when the invoice is received and refunds checks will only be sent out after payment has been received. 
    • KY YMCA Staff must be notified in writing as soon as an attendance change is known, however this is not seen as your refund request, you must submit a Refund Request through our online portal.
    • Refunds for KYA and KUNA will ONLY be issued back to the school. It is the school’s responsibility to handle any individual reimbursements. If you are a parent requesting a refund, please make your student’s advisor aware of the request so they can look for your refund check.

• The follow amounts will be withheld from refunds: 

• • For an adult registration for whom a Refund Request Form is received less than three weeks prior to the conference: 50% will be withheld
  • For a student registration for whom a Refund Request Form is received:
    • Between 3 weeks and up to 7 days before the conference:  $70 will be withheld
    • Between 1 to 6 days prior to conference:  $140 will be withheld
  • Once a registered individual has checked in at the conference, no refund will be awarded.
  • If the day a conference starts, a student cannot attend the conference due to extenuating circumstances, a refund request may be submitted up to 7 days after the start of the conference but the amount withheld is at the discretion of staff.
• SWITCHING ATTENDEE OPTION:  If a school must drop a student, no fees will charged if a new student can replace the one who cannot attend and the new student meets the following requirements: 
  • The switch is officially approved and completed by a staff member in advance of arriving at the conference. 
  • The student must be the same sex as the student who cannot attend so that they can fill their hotel room spot.
  • All student forms (info, health and Code of Conduct) must be submitted through our online portal prior to arrival at the conference. 
  • Depending on when the switch occurs, the new student understands that they may not be listed in the session’s Bill Book and may be required to have a name tag printed upon arrival to the conference.
• If an entire delegation cannot attend a conference due to extenuating circumstances, they must contact the KY YMCA Senior Program Director to discuss financial arrangements.

Grant and Scholarship Recipients for all programs

• If your registration fees are fully covered by a grant or scholarship, no fees will be charged but we ask that you let us know as soon as possible to release space for another student to use those funds.
• If your registration is partially covered by a grant or scholarship, the refund policy remains in place for the portion that was paid.

KY YMCA Cancellation

• If an in-person conference is cancelled by KY YMCA or program venue due to weather, illness, low registration numbers, or other unforeseen circumstances, the KY YMCA will call advisors to receive feedback and determine the best course of action between creating a virtual program over the same dates, moving their registration to the already scheduled virtual conference, or if space and logistics allow, to join a later in-person conference.
• KY YMCA will make every effort to provide any changes to programming as soon as possible. If a change to programming is required, KY YMCA will review the refund policy as stated above, work with vendors to reduce incurred costs to the organization and make every effort to maximize the amount possible to be refunded. Full refunds are not promised, even if KY YMCA has to cancel due to weather, venue, illness, low registration numbers or other unforeseen circumstances. The time to make the determination of this amount may cause a short delay in refunds being processed.
• IF KY YMCA MOVES THE ENTIRE CONFERENCE VIRTUAL ALL STUDENTS WILL AUTOMATICALLY BE REGISTERED FOR THE VIRTUAL PROGRAM. Any drops from the virtual program must be submitted BY THE ADVISOR within the timeline given in the announcement.