Registration Policies

After studying the events and consulting with the Staff-Parish Committee, ministers should send their choices for the upcoming events to their District Superintendent on the form that will be sent to each minister after Annual Conference. The Superintendent may then add events that may be beneficial.

The Superintendent will forward all of these event selections to the Conference Service Center. Registration cards will be issued with priority given to those persons meeting requirements for ordination, to those nominated by the Superintendents, to ministers under current appointments, to those retired, and then to spouses/laity if not specifically invited to the event. In such cases, spouses/laity pay the stated fee. Retirees will pay the same subsidized fee as active ministers. There is a limit to the number of events for which ministers receive nominations at the subsidized fee.

Actual registrations are made when ministers RETURN the registration CARDS on a first come, first served basis. If a card for a requested event was not received, please ask to be added to the waiting list for that event. Those on the waiting list are encouraged to keep the dates free. With normal attrition, openings can occur shortly before the event, and we seldom have to turn anyone away.

Payment of the registration fee is due three weeks prior to the event. Cancellation must be made at least FIVE days prior to the event in order for registrants to have the fee refunded or not be billed for the event. (Notification will be given if the seminar site requires a longer period for cancellation.) The only exception to this policy will be in case of an emergency (funeral, sickness, etc.) Notifying the Service Center prior to the event is still required. For any “NO SHOWS” (those not notifying the Conference Service Center of the need to cancel), the registration fees and expenses for room and board will be billed to the registrant at the stated level and NOT at the subsidized rate. Cancellations must be made through the Service Center at 1-800-783-5138, ext 13.

A confirmation letter is mailed giving registrants notice that they are registered. This letter also tells registrants if there is a balance due for that event. Two to three weeks before the seminar, a memo is mailed reminding registrants of: 1) the registration; 2) details on time and place of the event; 3) a balance due statement; and 4) a registration list. After the event concludes, if the balance is still not paid, a statement is again mailed.

Fees that are not paid will be recorded on ministers’ individual scholarship records and be deducted from future scholarships granted. Persons who owe funds for unpaid registration fees, or who in the past did not participate without notifying the Conference Service Center after having registered in an event, are INELIGIBLE to attend additional events at the subsidized rate or to receive scholarship monies until their account is paid.

If you register as “assign a roommate”, it is your responsibility to share a double room. ONCE YOU ARE THERE, IF YOU CHOOSE A SINGLE ROOM, YOU WILL BE CHARGED THE SINGLE ROOM RATE.