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).