Registration Policies

Transfers, Cancellations, and Refunds

You may transfer your conference registration to another person within your organization at any time at no cost by notifying us in writing. If you must cancel, please notify Stacy Foley (stacy@foyinc.com) in writing by the Early Registration deadline, March 7, 2025, to receive a refund for your registration, less a $150 administration fee. Cancellations made after the Early Registration deadline as well as “no-shows” are liable for the full registration fee.

Hotel Reservations

All attendees are responsible for booking and paying for their own hotel reservations. Follow the “Hotel” link on our conference page or call the hotel directly to book your accommodations. Make sure to tell them you are with the “Foy EPICS Conference” to receive the discounted conference rate.

Hotel Cancellation

If you are unable to attend for any reason, you are responsible for canceling your own room reservations directly with the hotel in accordance with their cancellation policy or you will be subject to penalties and fees by the hotel.

Letter of Invitation / Visa Letter

If you require a letter of invitation to attend the conference, please contact Stacy Foley (stacy@foyinc.com) and provide the following information: Name, Company, Address, Date of Birth, Passport/ID Card Number, Passport Expiration, Country of Issue.  A pdf letter will be emailed to you. We do not mail original copies.

Special Requirements

If you foresee any special requirements while attending the EPICS User Conference (dietary, access, or otherwise), please contact Stacy Foley (stacy@foyinc.com) or 972-782-7282 at least one month in advance and we’ll do our best to accommodate your wishes.