TCEA Payment Policy

1. Accepted Payment Methods

TCEA accepts American Express, VISA, MasterCard, Discover, checks, and school purchase orders (POs) for payment.

Online Credit Card Authorization Form

 

1.1 Purchase Orders

Before submitting a P.O. It is your responsibility to make sure all personnel listed on the purchase order are registered for the event.

For purchase orders to be approved by TCEA  the purchase order must include the following information:

• Full Registrants’ names
• Breakdown of all events or services covered by the purchase order
• Dollar amount for each item
• Total amount for the purchase order
• The name of the person approving the purchase order

If you are paying by purchase order, it is your responsibility to make sure we receive the purchase order within 30 days of your registration to prevent cancellation. Registrations made less than 30 days before the event must submit payment before the start of the event, or prior to event participation. A purchase order is not a final payment. It is your responsibility to forward invoices related to your registration to your appropriate department for processing.

 

2. Access to Participate in TCEA Events and Services

Registrants will gain access to attend a TCEA event or participate in a TCEA service only if TCEA has received payment for their event registration or requested service. For a list of valid forms of payment, see Section 1: “Accepted Forms of Payment.” Access to the event or service is not permitted until payment is received.

 

3. Cancellation Policy

All cancellations must be made in writing by sending an email to registration@tcea.org.
All refund requests must include the correct mailing address for checks.

 

3.1 2025 TCEA Convention & Exposition

Cancellations received on or before January 10, 2025, will receive a refund, less a $25 cancellation fee. After January 10, 2024, no refunds will be given on any cancelled registrations. If you registered with a purchase order, your purchase order will be charged the cancellation fee.

Registrations are not refundable after January 10 for any reason, including, without limitation, lack of participation in courses, failure to use badge due to illness, acts of God, travel-related problems, acts of terrorism, public health emergencies or alerts, loss of employment, and/or duplicate purchases. TCEA will provide registration refunds and options in the event TCEA fully cancels the event.

If you need to transfer your convention registration to another person please refer to section “6.1 Transfers” for our transfer policy.

 

3.2 Other TCEA Events

Cancellation requests must be received no later than 30 days prior to the event to be considered for a refund. Refunds will be granted less a $25 cancellation fee.

Cancellation requests received within 30 days prior to the event will not be eligible for a refund for any reason, including, without limitation, lack of participation in courses, failure to use badge due to illness, acts of God, travel-related problems, acts of terrorism, loss of employment, and/or duplicate purchases. TCEA will include registration refunds and options in the event TCEA fully cancels the event.

This includes, but is not exclusive to the following events:

• • Conferences
    • Conference for Educational Coaches, Elementary Technology Conference, Librarian Conference, AI for Educators, and the System Administrators and Technical Support Conference
  • Area Events (hosted by area directors)
    • Cancellations received for area events that have a registration fee of less than the $25 cancellation fee will not receive a refund.
  • Face-to-Face Events
    • Workshops, meetings, and events hosted at TCEA headquarters
  • Virtual Conferences and Events
  • Onsite Professional Development

Cancellation and refund requests will not be accepted after the event has taken place.

The cancellation policy for TCEA Annual Convention & Exposition can be found in section “3.1 TCEA Convention & Exposition”.

 

3.3 TCEA Courses and Certifications

There is no refund for the lack of completion of certification courses.

All payments for courses and certifications are final.

 

3.4 Robotics Contests

The cancellation policy for Area Robotics Contests can be found here.

 

3.5 TCEA Membership

For inquiries regarding refunds for payment of TCEA membership, please email registration@tcea.org.

 

3.6 TCEA Convention & Exhibition Exhibitors and Sponsors

TCEA Convention & Exhibition Exhibitors and Sponsors can review their Convention Contract Terms and Conditions by logging into the exhibitor service center here.

 

4. Cancellation by TCEA for Nonpayment

Payments or purchase orders must be received no later than 30 days after the date you register. If a payment or purchase order is not received within 30 days, your registration may be canceled for non-payment.

If your registration is canceled for nonpayment, a $25 cancellation fee will be applied to your account, and all events associated with your event registration, including workshop registration, conferences, and meetings, will also be canceled.

 

5. Refund Policy

5.1 Event Refunds

Refunds will be processed within 30 days after the event has taken place. If you registered with a purchase order, your purchase order will be charged the $25 cancellation fee.

 

5.2 Exhibitors and Sponsors

Refunds will be processed within 30 days after the event has taken place.

There will be no refunds on cancellations made within 45 days prior to the event.

 

6. Changes to Event Registration

Changes in registration (i.e. adding or dropping workshops and/or events) may only be made by emailing registration@tcea.org. The email must include the registrant’s name and a list of items to be changed. Changes are made in the order received. A confirmation email will be sent to the registrant once changes are made.

 

6.1 Transfers

If you are no longer able to attend the event, you can transfer your registration to another person. Registrations will be assessed a $25 transfer fee, payable by the recipient of the transferred registration.

 

6.2 Changes to Convention Registration

Changes to convention registration badge type, including changing the day of your One-Day Badge, will be assessed a $25 fee payable prior to picking up your convention materials.

 

7. Responsible Party

Regardless of the situation, it is the responsibility of the individual registrant to pay any balance that was not paid for by the employer, including cancellation, transfer, or no-show charges.

 

8. Contact Information for Payment

Email: registration@tcea.org
Fax: 512-476-8574

Mailing Address:
TCEA Registration
P.O. Box 18507
Austin, Texas 78760

Physical Address (for overnight payments)
TCEA Registration
3100 Alvin Devane Blvd.
Building B
Austin, Texas 78741

Questions? Call us at 512-476-8500.

 

9. Addendum to Payment Policy

Agreements, terms, partnerships, and contracts agreed upon that are not listed in the payment or cancellation policies above are not negated by this payment policy and shall be honored according to the original agreement.

 

Updated 9-06-2024