BRCTC AI and Cybersecurity Conference Friday October 11, 2024
Unexpected event cancellations are an inevitable part of the conference industry. But when Blue Ridge Community and Technical College canceled its upcoming AI & Cybersecurity Conference just six days before the event, it left us, the confirmed speakers, with non-refundable travel costs.
This experience has raised questions about how institutions handle cancellations and whether current practices are fair to speakers.
Background on Industry Standards
Typically, conference organizers adhere to industry norms that include a minimum notice period and a partial honorarium payout (usually 50%) in case of cancellations.
Travel costs, when already incurred, are generally covered by the host institution, acknowledging that speakers commit both time and resources to participate. These norms create a foundation of trust and fairness, which is essential for encouraging expert participation in events.
Our Experience with Blue Ridge Community and Technical College’s Cancellation
We were invited to present at the AI & Cybersecurity Conference hosted by Blue Ridge Community and Technical College and agreed to waive any speaker fees, requesting only reimbursement for our travel expenses.
However, just six days before the scheduled event, the college canceled, leaving us with travel arrangements that were non-refundable.
Upon reaching out to clarify reimbursement for these expenses, the college’s response indicated reluctance to cover these costs.
Despite multiple attempts to resolve the issue, we have been left uncertain whether they will honor the reimbursement, which raises concerns about how cancellations are handled.
Best Practices for Handling Last-Minute Cancellations
Having organized conferences ourselves, we understand that cancellations sometimes happen due to unforeseen circumstances.
When these situations arise, we prioritize giving speakers ample notice, typically at least a month, and covering incurred travel costs. This not only honors the commitments made but also maintains the integrity and professionalism of the organizing body.
Lack of Communication and Responsiveness in Package Redelivery
This wasn’t the only time BRCTC dropped the ball. I also had a package that needed to be redelivered from the college, and they completely failed to handle it professionally.
I hired an assistant from Fancy Hands to help with the coordination. He reached out to BRCTC multiple times, trying to get in touch with someone who could help. The two main contacts, Jay Slonaker and Janet Branch, were unresponsive. Jay responded once via email but then went silent, leaving us hanging with no solution. Meanwhile, Janet Branch was simply unreachable.
My assistant spent over an hour on hold on multiple occasions, only to be ignored or redirected with no real help. The front office acknowledged the issue, but instead of escalating it or providing a clear resolution, they stalled and made excuses. The call logs show repeated attempts—some lasting nearly an hour—yet no one at BRCTC took ownership of the situation.
If BRCTC struggles with something as simple as redelivering a package, how can they be trusted to manage bigger commitments? Their lack of communication and accountability isn’t just frustrating—it speaks to a deeper issue of organizational dysfunction.
Implications for Blue Ridge Community College’s Reputation and Future Collaborations
Unwillingness to cover travel expenses due to last-minute cancellations can discourage experienced speakers from accepting future invitations. The risk of being left with unreimbursed expenses creates hesitation and could affect the college’s ability to attract top speakers.
Additionally, in an industry where word-of-mouth and reputation matter, institutions that do not respect speakers’ commitments may struggle to maintain positive relationships and continue attracting high-quality speakers.
We pursued multiple avenues to communicate with Blue Ridge Community and Technical College to resolve the matter amicably.
Despite our efforts, we felt it necessary to share this experience publicly to help others make informed decisions when considering partnerships with the institution.
We respectfully call on Dr. Peter G. Checkovich, the college’s president, to review this situation and address the issue. We believe that such actions do not reflect the core values of Blue Ridge Community and Technical College, and we trust Dr. Checkovich will take steps to ensure fair treatment for speakers and uphold the college’s commitment to professionalism and integrity.
