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COVID-19

Updated March 16, 2020

AFLV is disappointed to announce that the ongoing threat associated with the spread of COVID-19, also known as the novel coronavirus, means that AFLV West 2020 will not take place. The County of San Diego issued a public health order on March 12, 2020, that bans all gatherings with more than 250 people through at least the month of March. Within the last 24 hours, the Center for Disease Control has recommended that all gatherings of more than 50 people should not take place over the next eight weeks.

With consideration to all of these factors and based on how rapidly the situation continues to change, we determined that it would not be in anyone’s interest to move forward with AFLV West this year. AFLV wants to ensure that our experiences never compromise the health and safety of our attendees, our organizations, our staff, or the public at large. In order to do so, we must follow all local, state and federal policies and recommendations regarding this national crisis.

We want to thank the hundreds of people involved in bringing AFLV West to fruition, including our volunteers, presenters, exhibitors, sponsors, and the many campuses who were planning to attend. Your hard work and support is appreciated more than you know. We would not be successful without you!

Our commitment to accelerating progress in the fraternity/sorority experience remains unchanged. We will continue to provide change-enabling experiences and think creatively to address unmet needs, especially as we work to maintain community in a time where distance is a reality.

Below you will find additional information based on what we believe will be the most frequently asked questions. If you have additional questions or didn’t find an answer you were looking for, please reach out to us at support@aflv.org.

How do we receive a refund for our AFLV West registration(s)?

AFLV will be issuing full refunds for all AFLV West 2020 registrations. We will process all refunds by Monday, April 6, 2020.

  • If you have not yet made any payments associated with your invoice, we will reduce the amount owed to $0, and will be reflected on your associated account.
  • If you paid via credit card, we will process the refund to the card used for payment. Please allow five business days for that refund to reflect in your account.
  • If we received your payment via check and it has processed, please complete the AFLV West Check Refund Processing Form. If you paid your invoice via multiple payments, please submit the form for each individual payee (person or organization). If the payee information is different from the original payor please provide an explanation. If we do not receive a completed form by Friday, April 3, 2020, we will issue a refund via check to the address and contact listed on the associated invoice.
  • If you mailed a check to us that has not been processed, once received, we can either destroy the check or return the check to the sender under the billing address associated with the invoice. Please email support@aflv.org with your preference by Friday, April 3, 2020.
  • If you had previously canceled your AFLV West 2020 registration, you will also receive a full refund.

What is the process to cancel our hotel reservations? Is there a deadline?

Guests can cancel hotel reservations through the booking link by selecting the “Manage Existing Reservation” on the booking link home page or by calling 1-888-544-2523 for phone assistance.

Here is the direct link for modifications.

The hotel’s cancellation policy states that if hotel rooms are not cancelled 72 hours prior to arrival you will still be charged for the room.

What do we do about our previously confirmed travel and transportation plans?

Immediately refer to the current policies regarding any cancellation fees associated with your flight, bus transportation, etc. AFLV is not responsible, nor can we intervene or supersede any policies or practices with companies and organizations external to us.

We participated in Council Compass and the Awards + Assessment process. Did we win an award?!

Your council and member chapters worked hard this year to advance fraternity/sorority communities. That work deserves recognition! AFLV is committed to celebrating your achievements. We hope you will join our virtual awards recognition celebration on April 2! Please watch for more information in the coming weeks to celebrate live. All award certificates and plaques will be mailed to the fraternity/sorority life office of the named institutions.

We will host awards consultations via interactive conference calls with members of the awards and assessment volunteer team. To connect with a member of the committee, please contact Lindsay Stoltz at lindsay@aflv.org. She will assist in coordinating these conversations.

I was slated to speak/present at AFLV West 2020. Will my session automatically be selected for AFLV West 2021?

The short answer is no. Here’s why: our commitment remains on creating a best-in-class experience that provides the most relevant educational content for fraternity/sorority communities. It would be challenging to accomplish that goal if we simply deferred AFLV West 2020 sessions to AFLV West 2021. We encourage your presentation team to reconvene and participate in our conference Call for Programs launching this fall.

What should I do if I or my organization were given and accepted a scholarship? What if that scholarship included a travel reimbursement?

Although the scholarship is not transferable to AFLV West 2021 (or any future year), we encourage you to apply again in 2021. Additional consideration will be given to our 2020 scholarship recipients.

If you were awarded an AFLV scholarship that included a travel stipend and you are unable to cancel or receive airfare credit for the cost of travel, we will reimburse you within the allowance provided. Travel booked prior to March 17, 2020, will be eligible for this reimbursement.

If you have any additional questions about scholarships, please contact Jen McDaniel at jen@aflv.org.

As an organizational partner, we were slated to sponsor and/or exhibit at AFLV West. What are our options moving forward?

You will receive a full refund for your exhibit hall event registration if you so choose. We also have two additional offers.

  1. You can apply any registration and sponsorship dollars as a credit towards the same opportunities in 2021.
  2. We can reallocate any registration/sponsorship dollars as a donation to AFLV, which is a 501(c)3 organization. You would receive appropriate donor credit and tax credit as outlined by IRS regulations.

Please let us know which option you would like to use by emailing Mark Gehrke at gehrke@aflv.org by Wednesday, March 25. If we do not hear from you by March 25, refunds will be processed by Monday, April 6, 2020.

For sponsors with annual agreements, we will be following up with you shortly to discuss options for your continued partnership with AFLV.

Is there anything we can do to support AFLV as you work through the impact of this difficult decision?

We appreciate the ongoing support from so many as we reached this difficult decision. It was not easy and not without implications, but we know it was the right decision for all involved. Our team of volunteers, interns, and staff would greatly appreciate your recognition and support. As we mentioned above, a lot of hard work went into the planning of AFLV West 2020.

Creating developmental opportunities will be so important moving forward. If you are able and would like to support new and ongoing efforts in that space, you can make a gift to AFLV. We are also moving forward with our summer experiences, so please consider allocating any unused funds from AFLV West toward attending The Gathering and students attending AFLV LeaderShape.

Finally, we are working through plans to launch registration for AFLV Central 2021 and AFLV West 2021 in June 2020. We will offer discounted rates for anyone who would like to use current fiscal year funds toward 2021 conferences. Stay tuned for more information in the coming weeks.

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