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[FAQ] Membership, Registrations & Cancellations

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#1 fridgeuk

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Posted 14 September 2009 - 07:42 PM

This topic answers the most commonly asked questions with regards to the membership to AmeCon, including registering for the convention and cancelling your membership.

For answers to other commonly asked questions, please visit the Frequently Asked Questions forum of the AmeCon Convention Discussion Forums.

#2 fridgeuk

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Posted 14 September 2009 - 07:51 PM

General Questions About Membership

Membership to AmeChibi includes the following:

  • Entry to the convention during Friday 10th April 2015 to Sunday 12th April 2015.
  • AmeChibi 2015 Conbag, which includes your conbook and membership badge

Membership does not include:

  • Accommodation
  • Food and drink

Payment for AmeChibi 2015 must be made within 14 days of registering via our website. Payment is available in the following options:

  • Credit/Debit Card

Membership details can changed online via your registrations account, however please note that details such as badge names cannot be changed after 1 March 2015.

Please note that you must be 18 or over on the weekend of the convention in order to attend.

#3 fridgeuk

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Posted 14 September 2009 - 07:51 PM

Acceptable Forms of ID
AmeCon will only accept government approved PASS Photo ID as identification. This includes, but is not restricted to:

  • Passport
  • Photocard driving license (full or provisional, photographic card only)
  • CitizenCard
  • Prove It Card
  • Validate UK Card
  • Young Scot Card (the new version with PASS hologram, not the old one)
  • Armed Forces photo identity card
  • EU National Identity Card

Your identification card must have the PASS hologram clearly displayed and must be valid for the dates of April 10th to 12th 2015. There is no exception to this rule and no other forms of identification will be accepted. Use of fake identification may result in being banned from the current and future conventions run by AmeCon.

Identification will be required when registering for the convention on the day. Without it, you will not be able to complete your registration to AmeChibi and therefore be unable to attend the convention. Staff at the hotel may request identification for the purchasing of alcohol, however this is at the hotel's discretion.

If you have recently changed your name (e.g. marriage, deed poll) we will accept any supporting documents along with your ID as proof of your name change; however new identification with your recently changed name would be preferred. If you are uncertain what qualifies as a supporting document, please contact our registrations officer.

Relevant Websites
Gov.uk - Passport application, update or renewal

#4 fridgeuk

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Posted 14 September 2009 - 07:51 PM

Online Registration & Waiting List
Registration to the convention is performed in two stages:
  • Online Registration
  • Convention Registration
Online Registration is performed prior to the convention from our website. Once completed, you will have 14 days to complete your payment via Google Checkout or post. Failure to do so will result in a cancellation of your registration, however if you are unable to complete the process in time then please contact our registrations officer within the 14 day period to arrange an extended exception to your account.

Convention Registration is performed on the weekend of the convention. You are required to have completed online registration and must have one of the acceptable form of identification listed on the Frequently Asked Questions section of the forum. This process must be completed before access is allowed at the convention.

While we try to accept as many people as possible into the convention, we do have a limit which fills very quickly. Anyone attempting online registration after the limit has been reached will be placed on our Waiting List. Being on this list means that you have taken an interest in attending the convention and will be notified if a position is available. If you have been notified regarding an available position, you will be allowed 14 days to complete Online Registration. Requests to be moved from the waiting list to the membership list are dealt with on a first-come-first-served basis.

Please note that we will contact you via email with your registration details, so please make sure to enter a valid email address and to check your spam filters regularly.

#5 fridgeuk

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Posted 14 September 2009 - 07:52 PM

Cancellation of Membership
If you have completed Online Registration and wish to cancel your membership, please contact our registrations officer at the earliest available date to arrange a refund of your membership. Please note that there is a £5 administration fee charged on all refunds and that you may receive a full or partial refund depending on the date of cancellation, as detailed in our refund policy (see below). Any cancellations during April 2015 and beyond for AmeChibi 2015 will not receive a refund.

If you are currently on the Waiting List, please contact our registrations officer so we can remove your details.

Cancellations and refunds are not dealt with on the forum, so any questions or concerns should be sent by email to either our registrations officer or treasurer.

#6 fridgeuk

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Posted 14 September 2009 - 08:01 PM

AmeCon Refunds Policy

Availability of Refunds
Registration Fee refunds are available on request from AmeCon. Accommodation refunds may be available through your accommodation provider.

Amount of Refunds

A £5.00 administration fee will be charged for refunds.
Full refunds (less £5.00 admin fee) are available until the 1st of the month prior to the convention. For AmeChibi 2015 this will be 1st March 2015.
Partial refunds (£25.00 less £5.00 admin fee) will be available in the month prior to the convention, ending on the 1st of the month of the convention. For AmeChibi 2015 this will be 1st April 2015.
No refunds will be available in the month of the convention or after the convention.
The reasoning for reducing refund amounts closer to AmeChibi is orders of materials that become non-refundable or incur 'order cancellation' fees in the month prior to the convention. Therefore in the event of your requesting a refund your 'part' of these orders must still be paid for.
In the unlikely event of AmeChibi being cancelled an equivalent free membership will be offered when AmeChibi is rearranged. If this is impossible every effort will be made to refund your full registration payment. AmeCon operates with insurance and our venue hire representing over half our expenses includes a 'no fault' clause should AmeChibi be cancelled due to the actions of the venue.
AmeCon is an NFP company, in the unlikely event of the convention closing at it's own fault, refunds will be arranged for all members. AmeCon is and has always been organised with this worst case scenario in mind.

Requesting a Refund

If you paid via our online registrations system you may request a refund via this system, however we would appreciate it if you email the addresses below to inform us that a request has been made via this system.
Email to refund@amecon.org and carbon copied (use the cc box) to registrations@amecon.org and treasurer@amecon.org, including 'AmeCon Refund' and your name in the subject line and being sure to request a delivery receipt. If you do not receive the receipt you will need to send another email.
You must include your:
  • Name
  • Badge Name
  • Registration ID number
  • The address you registered under. Your refund will be sent to this address.
If you are concerned, you may additionally Personal Message 'Mirage' (Chloé, Registrations) on the AmeCon forum, but this does not count as requesting a refund.
The amount of your refund will be taken from the date of receipt of your email.

Receiving your Refund
Refunds will be issued within 60 days of receiving your refund request. Typically refunds will be by the same method as original payment.

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