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.

Communication Breakdowns and Legal Hurdles

Our colleague Phillip S. reached out multiple times, first reporting difficulties getting through on the phone (with long holds and no direct answers) and noting that repeated attempts to speak with the cashier and other staff were unsuccessful.

After speaking with several contacts—Lillian in the front office, then Jay Slonaker and Janet Branch—Phillip was directed to additional contacts like Phil Fowler (IT supervisor) and later Meagan from the President’s Office.

It was revealed that when Phillip reached out for clarification, he was met with a demand for a “letter of representation” before any discussion about reimbursement could continue.

According to correspondence from Mr. R. Craig Miller, Chief Financial and Administrative Officer, the college requires a formal legal engagement confirmation, citing state purchasing procedures and referencing voided Invoice Number INV-BLM0880.

As a public institution governed by West Virginia rules, the college insists on strict adherence to contractual processes that preclude quick resolutions.

Numerous calls were made to BRCTC’s contact number (304-260-4380) on multiple dates, with hold times ranging from mere seconds to over an hour.

Despite these repeated attempts—including a call lasting 66 minutes and another exceeding 59 minutes—our efforts to reach the appropriate personnel went unanswered or resulted in abrupt disconnections.

The two main contacts at the college, Jay Slonaker and Janet Branch, have been central to these communication failures.

While Jay Slonaker did correspond briefly via email, he ultimately failed to connect Phillip with someone who could resolve the issue.

Additionally, Lillian in the front office informed Phillip on January 10, 2025, that Jay Slonaker does not have a phone, and that all calls should be directed to Janet Branch.

Unfortunately, Janet has been equally unreachable—with the most recent attempt ending in an over one-hour hold that had to be terminated due to policy regulations.

The call logs and email records suggest a systematic failure in addressing the reimbursement issue.

These repeated delays and lack of clear communication indicate that the institution is aware of the problem but appears to be purposefully rejecting or redirecting attempts to resolve it.

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.