Event Policies and Procedures

Event Registration Fees

All registration fees and related pricing structures for Hope for the Heart events are determined and approved by senior leadership in consultation with the Event Planning Team. Final approval authority rests with executive leadership.

Event pricing is established in alignment with current marketplace standards for similar events, responsible financial stewardship, budgetary goals, and the organization’s ministry mission. Fees are structured to reflect anticipated direct and indirect related event costs (e.g., venue expenses, speaker travel and honorariums, lodging needs, audio/visual production, technology platforms, live streaming, marketing efforts, Continuing Education programs, administrative support, etc.).

In addition to standard registration rates for both in-person and virtual attendance options, Hope for the Heart may establish differentiated pricing structures for special ticket categories, including early registration rates, member discounts, ministry leader and organizational discounts, student rates, group pricing, Continuing Education Fees, and other promotional offers. Pre-conference intensives, workshops, or specialty training sessions/presentations may be priced separately based on instructional time, speaker costs, Continuing Education credit allocation, resource requirements, etc.

Sponsorship packages and exhibitor or vendor booth pricing are determined based on event scale, audience reach, marketing exposure, and other associated benefits. Sponsorship and exhibit pricing are structured to foster collaboration and partnership, and support event sustainability while maintaining alignment with the organization’s values and overall mission.

All registration fees, sponsorship opportunities, exhibitor pricing, and related policies are clearly disclosed on the event registration platform/website prior to purchase or agreement. Pricing is applied consistently and does not vary based on race, gender, age, national origin, disability, or theological affiliation.

Senior leadership evaluates overall event pricing and timeframes, including special ticket categories, intensives, workshops, sponsorships, and exhibitor rates, on an annual basis to ensure alignment with budget performance, market conditions, strategic objectives, and long-term ministry sustainability.

Participant/Attendee Complaints and Concerns

Hope for the Heart is committed to delivering high-quality, professionally informed training events and Continuing Education programs that are in alignment with its organizational mission and vision objectives. Participant/attendee feedback is highly valued, and concerns will be addressed in a timely, respectful, and fair manner. The following are examples of area that may present complaints or concerns:

Educational Content Concerns

Program/Presenter Content
Instructor/Presenter Performance
Continuing Education Issues or Processing
Educational, Professional or Ministerial Integrity
Americans with Disabilities Act (ADA) Accommodations

Venue/Facility Concerns

Noise/Sound Levels
Comfort or Room Temperatures
General Accommodations
Dietary or Food-related Issues (if applicable)

If a participant/attendee has concerns directly pertaining to an event, they should submit a formal written Complaint within 14 days of the event’s conclusion. Complaints must include the following:

Participant Name and Contact Information
Event Name and Date(s)
Detailed Description of the Complaint/Concern
Any Supporting Documentation (if applicable)

All formal Complaints should be submitted via email to the following email address: [email protected]

All complaints will:

Be acknowledged within five (5) Business Days
Be Reviewed by the Hope for the Heart Events Team and Senior Leadership
Receive a Written Response within 30 Days

Hope for the Heart maintains records of all Complaints and concerns, as well as suggested responses/resolutions in accordance with organizational integrity and Continuing Education standards. If a participant/attendee believes the Complaint has not been addressed or resolved appropriately, they may request further review (in writing) by executive leadership.

Refunds and Cancellations

Participant/Attendee-Initiated
As with all events, unforeseen circumstances may arise. Event registrations for the Hope Together Conference, ticketed luncheons, and pre-conference workshops are refundable (minus any applicable processing fees) if a written refund request is received on or before June 27, 2026. Refund requests received after June 27, 2026 will not be accepted.

In lieu of a refund after the stated deadline, participants/attendees may convert their in-person registration to a virtual ticket. A virtual ticket provides access to all selected event content for up to 30 days following the conclusion of the conference. Virtual registrations are non-refundable once access credentials or digital materials have been distributed. No partial Continuing Education (CE) credit will be awarded unless otherwise stated in program materials. Failure to meet attendance verification or evaluation requirements does not qualify a participant/attendee for a refund.

All cancellation or refund requests must be submitted in writing to the following email address: [email protected]
Event Cancellation or Rescheduling by Hope for the Heart
Hope for the Heart reserves the right to cancel, postpone, reschedule, modify, or convert the event format, including changing an in-person event to a virtual format, due to circumstances beyond its reasonable control. Such circumstances may include, but are not limited to, severe weather, natural disasters, acts of God, public health emergencies, governmental orders or restrictions, fire, flood, or damage to the venue, utility outages, infrastructure failure, speaker illness or inability to perform, travel disruptions, civil unrest, terrorism, labor strikes, transportation interruptions, venue cancellation, or any other emergency or unforeseen condition that, in the sole discretion of Hope for the Heart, renders the event impracticable, unsafe, illegal, or commercially unreasonable to hold as originally planned.

In the event of cancellation or a material modification, participants/attendees may elect to receive a full refund of registration fees paid (minus any applicable processing fees), transfer their registration to a rescheduled date, or convert their registration to a virtual attendance option if available. Refunds are limited to registration fees only. Hope for the Heart is not responsible for any associated airfare, lodging, travel expenses, visa fees, or other incidental or consequential costs incurred by participants/attendees. Hope for the Heart’s total liability in connection with any cancellation, postponement or modification of the event shall be limited to the amount of the registration fee paid by the participant/attendee.

By registering for the event, participants/attendees agree to release, indemnify, and hold harmless Hope for the Heart, its officers, directors, employees, agents, contractors, speakers, and affiliates from and against any and all claims, liabilities, damages, losses, costs, or expenses, including reasonable attorney’s fees, arising out of or related to the cancellation, postponement, rescheduling, modification, or format change of the event due to circumstances beyond Hope for the Heart’s reasonable control.

Participants/attendees acknowledge that Hope for the Heart shall not be responsible for any incidental, consequential, special, or indirect damages, including but not limited to travel expenses, lodging costs, lost income, or other related expenditures incurred in connection with the event.

Registration for the event constitutes acknowledgement and acceptance of these terms by the participant/attendee.

Accessibility and ADA Accommodations

Hope for the Heart is committed to providing equal access to all participants in accordance with the Americans with Disabilities Act (ADA). Participants/attendees with disabilities are welcome and all reasonable accommodations will be made to ensure access to conference venues, programming, materials, and Continuing Education participation opportunities and requirements.

Non-Discrimination and Accessibility
Hope for the Heart does not discriminate on the basis of race, gender, age, national origin, disability, or theological affiliation. All reasonable and appropriate accommodations for participants/attendees with disabilities will be provided upon written request at least 30 days prior to the event.

Requesting Accommodations
Participants/attendees requesting accommodations should submit a written request at least 30 days prior to the event to the designated ADA Coordinator: Travis Goodman, Senior Director of Events: [email protected] Please include:

Participant/Attendee Name
Event Name and Date(s)
Description of Requested Accommodation
Any Relevant Supporting Documentation (if applicable)

Requests received fewer than 30 days prior to the event will be considered; however, accommodation availability cannot be guaranteed with limited notice. Hope for the Heart will respond to all accommodation requests in a timely manner and will make every reasonable effort to meet approved requests. Participants/attendees who believe they have been denied reasonable accommodation may submit a written complaint under the Participant Complaint Policy (see above).

Secure Storage and Confidentiality of Participant/Attendee Data

Hope for the Heart is committed to protecting the privacy, confidentiality, security, and integrity of participant/attendee data collected in connection with all events and Continuing Education programs. Participant/attendee information is not sold or shared with third party vendors for marketing purposes without explicit consent.

Data Collected
Information may include:

Contact Information
Professional Credentials and License/Certification Numbers
Attendance Verification Records
Continuing Education Certificates
Payment Data (processed securely)
Program Evaluation Responses
Accommodation and Complaint Documentation

Data Use
Participant information may be used for:

Event Registration and Administration for Current and Future Events
Continuing Education Tracking and Certificate Issuance
Continuing Education Approved Provider Accreditation Auditing and Reporting (when required)
Program Evaluation and Continuous Quality Improvement
Notification Regarding Other Services, Resources, Events, etc., Offered by Hope for the Heart

Digital Security Measures
Documents are digitized whenever appropriate.

Data is Stored on Secure, Password-protected Platforms
Access Is Limited through Role-based Permissions
Continuing Education Records Are Accessible Only to Authorized Personnel
Payment Transactions Are Processed through PCI-compliant Vendors
Systems Utilize Encryption and Secure Hosting Environments

Physical Record Security
Any physical documents (e.g., sign-in sheets, written evaluations, etc.) are:

Stored in Locked Filing Systems
Maintained in Secure Office Environments
Accessible Only to Authorized Staff

Confidentiality of Evaluations & Complaints

Identifiable Information Is Removed from Instructor-facing Reports
Complaint Records Are Accessible Only to Designated Leadership
Feedback Is Used for Program Improvement and Accreditation Compliance

Record Retention
Continuing Education records, including all attendance related documentation and issued certificates, are retained for a minimum of five (5) years or as required by accrediting bodies. After the retention period, records are securely destroyed via:

Permanent Digital Deletion
Shredding of Physical Documents

Data Breach Protocol
In the event of a suspected data breach:

The Incident Will Be Promptly Investigated
Corrective Measures Will Be Implemented
Affected Individuals Will Be Notified in Accordance with Applicable Federal and Texas State Law

Texas Data Privacy Compliance Statement
Reasonable administrative, technical, and physical safeguards are maintained to protect personal information from unauthorized access, disclosure, or misuse. Hope for the Heart operates in the State of Texas and complies with all applicable state and federal data privacy laws, including:

Texas Business & Commerce Code Chapter 521 (Identity Theft Enforcement and Protection Act)
Applicable Breach Notification Requirements
Federal Consumer Data Protection Standards

Event Policies and Procedures

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