reserve Your Space
Let us know how many spaces and which rooms you'd like. We will being accepting payments in July 2018. But, to be sure the early birds get the spaces, we'll keep a very careful chronological record of the reservations in case all the rooms are reserved before July 2018. We can accommodate 200 people for the June 2019 Festival. We will acknowledge your reservation when you make it, and then contact you starting July 9, 2018, in the order in which you signed up, about payments. The reason we are not going to take your payment yet is so you can reserve your spaces, and then make plans, have a meeting, talk to your group or your family, and decide in earnest in June 2018. No money necessary now, but you can reserve your space. You'll be able to pay by credit card, wire, or check, and in installments if you like. We want to make this as simple and group-friendly as possible.
Cancellations & Refunds
It's always a good idea to get some travel insurance if you are concerned about cancellation, and you can do that through your private agent. For out part, since we pay non-refundable deposits to hold venues including accommodations, we can offer a refund of all but your 10% deposit (which is what we will ask you for in June 2018 to confirm your reservation) if you cancel prior to December 1, 2018. We can offer you a 50% refund on cancellations made by April 21, 2019, eight weeks prior to the Luther500 Festival. Within eight weeks of the festival, we can no longer offer refunds on cancellations. Of course, you are welcome to transfer registrations and change travelers up until the day of the Festival, so if you have a cancellation perhaps you can find someone who'd like to fill that spot. However, we may not be able to change accommodations (room configurations) and cannot make any guarantees in that regard -- but of course, we will try. That just means that if you switch one traveler for another -- transfer a registration -- that new traveler may have to take the hotel space of the traveler being replaced at the Festival.