Policies and Procedures

PAYMENT POLICY
Member-only online registration for Standard and Premium members of NYAEYC requires credit card payment. Online registration requires payment by credit card or APPROVED EIP orQUALITYstarsNY award number. To pay using a purchase order or check, please use the paper registration form and mail to NYAEYC at 230 Washington Avenue Extension, Albany, NY 12203.  Checks returned to NYAEYC as unpayable will incur a $25 processing fee. Registrations without payment will not be processed.

REFUND POLICY
Conference fees are non-refundable after March 1, 2025, with exceptions only for an illness or death in the family. Cancellations must be requested in writing and can be sent via email to contactus@nyaeyc.org. Proof of illness (such as a doctor’s note) or death (such as an obituary) should be sent with the request, or soon as possible after, to be considered for a refund. All cancellations, before or after the March 1^st deadline, will incur a $50 processing charge. 

The NYAEYC Executive Committee must approve all refunds requested after March 1^st. These will not be discussed and processed until after the conference, likely at its summer meeting. Refunds may only include conference registration fees, not meals, for instance, if the request comes after meal numbers have been submitted to the venue.

If you have been issued an EIP or QUALITYstarsNY Award and do not attend the conference (and have not cancelled by March 1^st), you are responsible for the reimbursement of your registration fees. You must cancel with NYAEYC and EIP or QUALITYstarsNY.

REGISTRATION TRANSFER POLICY
If you or a colleague are unable to attend the conference, you may transfer your registration to someone else in the organization. Transfer requests must be made in writing and can be sent via email to contactus@nyaeyc.org. All registration transfers made prior to March 1, 2025, will incur a $10 processing fee. Any changes on or after March 1 will incur a $20 processing fee. The deadline for pre-conference transfer requests is March 28. Any registration transfers after that date need to be made on-site at the conference and will incur a $30 processing charge.

Package selections (package A, B, C) cannot be changed with a transfer. We are unable to process transfer requests for EIP Award recipients. Programs are individually responsible for processing charges.

GROUP REGISTRATION DISCOUNT
Groups of 10 or more may qualify for the Group Registration Discount. Group registration prices do not include student registrations. Group registration is available online (when paid by credit card) and through paper registration.

STUDENT REGISTRATION DISCOUNT
To qualify for the student discount on the conference registration fee, students must scan and upload (for online registration) or submit a copy (for paper registration) of their college ID. If an ID is not available, a payment receipt for the most recent class enrollment from the college registrar's office is acceptable. Registrations received without the proper form of student verification included will not be accepted or processed.

EDUCATIONAL INCENTIVE PROGRAM (EIP) AWARDS
Scholarship funding to participate in the conference may be available through the Educational Incentive Program. CLICK HERE for additional information and to apply.

If you have already received your approved EIP award notification, you may register online or through the paper registration form. If you are awaiting your approval, please register using a personal form of payment. You will be reimbursed upon receipt of your award.

EIP cannot be used to pay for NYAEYC membership nor a la carte meals.

Please contact EIP directly with any questions about your application or award status. Email: eip@pdp.albany.edu; Phone: 800-295-9616

MEMBERSHIP VERIFICATION
To receive membership discounts on conference fees, your NYAYEC membership must be valid through April 4, 2025. All NYAEYC memberships are individual and cannot be shared. Memberships are verified throughout the registration window. If your membership expires before April 4, 2025, and you do not renew, you will be expected to either renew on-site at the conference or pay the difference between the member and non-member rates.

PHOTO RELEASE
By selecting this button prior to submitting your conference registration, you are acknowledging that pictures and videos may be taken by NYAEYC staff throughout the conference and that you may be in those photos and/or videos. The photos will be used solely by NYAEYC staff unless permission is otherwise granted. The photos and/or videos may be promoted on NYAEYC's social media pages, including Facebook, Instagram and/or X, in addition to posted on their affiliated websites. Should you have any questions or concerns regarding this policy, please contact Sneh Shah, at sshah@nyaeyc.org or 518-867-3517.