Conference Invoice Fee Explained

Why We Apply a 10% Fee to Invoiced Registrations

We strongly encourage all conference registrants to register through Eventbrite. Eventbrite registrants typically have straightforward needs that we can anticipate and address through our normal communication process, with funds received immediately and no additional follow-up required.

Registrants who request an invoice often need more individualized support, including virtual meetings, multiple rounds of email correspondence, and, in some cases, follow-up to secure payment even after the conference concludes. Many institutions also require additional forms to be completed by our staff, often through a third-party system that our team must learn and navigate on the institution’s behalf. This level of support requires significant staff time to manage invoicing, payment tracking, required documentation, and communication.

Because RGPN McNair staff supporting this conference cannot use grant funds for conference administrative work, the 10% invoice processing fee allows us to responsibly cover their time. This fee reflects good stewardship of our limited time and resources, not an added cost for its own sake. Registering through Eventbrite avoids this fee and offers the simplest, fastest path for both you and our team.

Documentation and Deadline Requirements

Registrants requesting an invoice must provide documentation confirming that payment is forthcoming, such as a purchase order or an official letter from their institution, at least one month prior to the conference. The final deadline to submit this documentation is September 1, two weeks before the conference.

If documentation is not received by this deadline, registration may be affected. Depending on our vendors’ financial requirements, this could result in the cancellation of part or all of the registration.

If you seek to cancel your invoice registration, you will still owe the invoice fee (if the invoice was created). We can send you a new invoice that just has the invoice fee.  Your Eventbrite registration will be canceled until the invoice fee is paid.

We understand that institutional payment processes vary, and we’re glad to work with you. If you have questions about this policy or need guidance on your specific situation, please reach out to our team (via the Conference Assistance Form), and we’ll be happy to help!

KEEP IN MIND:

• The invoice process is used to confirm reservations, not to hold and then release spots!! It’s a binding confirmation, as we’ve already set up logistics based on those numbers. At this point the cancellation fee is the registration fee (no refunds after July 15th).
• To finish the registration process, you must register via Eventbrite [LINK] with the promo codes provided in the follow-up invoice email.
  • If applicable: You may only be able to use one ticket type code at a time, so use the code associated with one ticket type and then submit the form again for the remaining ticket type codes.
    We encourage you to try to register all participants for any one given ticket type at the same time, if your network allows.
  • Please have student attendees’ institutional emails ready as this will be tied to their access to our conference app.
    • NOTE: If applicable, student presentation spots will be turned into “Attendee Only” registrations if there are no longer any presentation spots by the time the submitter registers the attendees listed in the invoice via the Eventbrite system using the promo codes provided above. The promo codes will allow you to choose the “Attendee Only” option.  
• We accept ACH Payments (Direct Deposit).  We would need you to submit the required form via our Conference Support Form. 
  • Please let us know if you will be sending it via ACH Payment, even if there is no ACH form for us to complete.