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Policies

Event Scheduling:

  • Event scheduling requests are made through this site.
  • Requests are processed during our standard administrative office hours – Monday through Friday, 8:00 a.m. to 6:00 p.m. US Eastern Time, excluding holidays.
  • If off-hours service is required, please leave a message on our priority line at 301.250.7202 after submitting your request.
  • All requests are processed within 48 hours.
  • Requests made with fewer than 48 hours’ notice or processed off-hours may incur an expedite fee.
  • We make every effort to address standard and non-standard requests based on resource availability.

Changes & Cancellations

  • Changes & cancellations should be requested by “reply-all” to your original submission. Please ensure your ticket number – [##1111##] for example – is included.
  • Change & cancellation requests are processed during our standard administrative office hours – Monday through Friday, 8:00 a.m. to 6:00 p.m. US Eastern Time, excluding holidays.
  • If off-hours service is required, please leave a message on our priority line at 301.250.7202 after submitting your request.
  • All requests are processed within 48 hours.
  • Requests made with fewer than 24 hours’ notice or processed off-hours may incur an expedite fee.
  • We make every effort to address requests based on resource availability; however, changes & cancellations may not be made to an event that has been opened by Event Services.
  • Fees will apply for any services delivered prior to or associated with a cancellation.

Post-Event Deliverables

  • Conference reporting will be delivered by your Event Producer within 24 hours.
  • Recordings and transcripts (conversions) are processed during our standard administrative office hours – Monday through Friday, 8:00 a.m. to 6:00 p.m. US Eastern Time, excluding holidays.
  • Requests for expedited conversion must be made 24 hours prior to event start and will incur an expedite fee.
  • The schedule below addresses standard conversions – event duration up to 90 minutes, no additional editing. Non-standard conversion delivery is dependent upon the event duration and/or editing requirements.
Audio-Only
mp3, wav, dial-in replay*		 Transcript Audio/Visual
mp4, wmv, hosted archive**		 Captioning
Standard 2 business days 4 business days 3 business days 5-7 business days
Expedited 2 hours 1 business day 1 business day Not available
Immediate Not Available Not Available 2 hours Not available

*30-day dial-in replay availability by unique number (single event) or recurring number (series).
**30-day hosted archive availability by unique web link (single event) or persistent link (series).