IMPORTANT AZPCA Information

PCA AZ Region Event Cancelation Policies & Event Organizer Responsibilities

Event Cancellation Policy

Most of our events have attendance limits, and they fill up quickly. Also, we often have waiting lists for those wishing to attend but do not have a secured attendance spot. Increasingly, attendees sign up and simply do not show up for the event without canceling in advance. This behavior impacts the event registrar/organizer, the event facility, and those on the waiting list wanting to attend but cannot. This behavior demonstrates a lack of common courtesy, requiring it to be addressed proactively. On the first occurrence a warning will be issued, and on the second occurrence privileges to attend future events may be impacted. Also, any registration fees for paid events will be forfeited without recourse since the club is charged regardless. The cancelation policy requires cancelation of your registration on MSR for paid or unpaid events a minimum of 7 days prior to the event date, unless there are serious and extenuating emergency circumstances as assessed by the event registrar/organizer. Most importantly, please be courteous to your fellow members so that everyone has an opportuni ty to enjoy events.

Event Organizer Responsibilities

Event organizers are required to send out a reminder approximately 9 days in advance of any event reminding registrants of the event and summarizing their responsibilities by including the following language:

Thank you for your RSVP. Please note that whether or not there is a registration fee for this event, the restaurant is expecting a certain number of attendees we provide to them in advance and incur cost accordingly. If you need to cancel please do so at least one week prior to the event date (being a no-show without notice is rude to other members who wish to attend, the restaurant and to the event organizer). Additionally, if there is a fee or prepayment associated with the event, it will be forfeited if cancelled less than 7 days before the event. Thank you!”

Additionally, event organizers are requested to send out a reminder two or three days prior to the event simply as a courtesy to remind those attending.