1. Workshop Chair has responsibility to do the following:
a. Solicit workshop providers and member interests to develop a slate of potential workshops for up to two years in advance of their planned date.
b. Present workshop options and budgets individually to the APAA Board for approval. Options include, provider, planned dates, prospective costs, number of days, number of students, etc.
c. Develop contracts that bind the Provider and APAA, and the workshop venue and APAA.
d. Ensure that the Treasurer, Vice President (or President) review and sign the contracts, and pass the signed copies to either the venue POC or provider. Copies of completely signed contracts shall be provided to the Vice President for archive.
e. Facilitate the workshop execution, including facility and refreshment management. This can also be delegated by the workshop chair, but the workshop chair remains responsible for overall conduct.
f. Establish a “wait list” of candidates from which open slots shall be filled on a “first come, first served” basis.
g. Solicit and summarize post-workshop feedback, and provide this summary to the Board.
h. In event of a participant requesting a refund or wanting to remove themselves from the workshop, the chair shall be the POC for all dialog with the Board, and will communicate Board results to the requestor.
2. The APAA Board will approve potential workshops/workshop budgets, set workshop costs per student for members and non-members and set amounts/timing for deposits and final payments. In event of a refund request outside the scope of the workshop refund policy (Item 3c), the Board will arbitrate and approve an equitable decision based on relevant facts.
3. Workshop Refund Policy:
a. Refunds at any time will be provided for any medical, or family hardship condition by joint decision of the President, Treasurer and Workshop Chair. Workshop chair/Treasurer will record the refund as “hardship.” Refunds will be 92% of the received payment at the time of the request (i.e., Less Transaction costs such as PayPal or other charges).
b. Refunds will be provided to anyone requesting them greater than 90-calendar days from the planned workshop by joint decision of the President, Treasurer and Workshop Chair. Refunds will be 92%of the received payment at the time of the request (i.e., Less Transaction costs such as PayPal or other charges).
c. No refunds will be by policy provided to anyone, except in “hardship cases for requests with 90 days of the planned workshop start. If a person wishes to request a Board review of their request they may do so, but the Board will delay acting on that request until the workshop start in order to determine if the refund places the workshop in a financially negative position. If the refund would result in a net negative, it shall NOT be granted. Refunds, if approved, will be 92% of the received payment at the time of the request (i.e., Less Transaction costs such as PayPal or other charges).
d. The refund requestor may ask that a “wait list” candidate be added in lieu of the requestor in advance of the workshop start. However, the refund shall not be decided until financial review of the workshop net proceeds. Alternatively, the refund requestor may solicit “wait list” candidates and arrange separate financial arrangements to swap participant names.
4. Workshop Attendees have responsibility to plan their own logistics, pay for the workshop per APAA payment requests and participate professionally in the workshop.
a. Attendees should read and understand workshop policies on refunds and payment terms/timing for deposits and final payments.
b. Request refunds if needed via the Workshop chair.