OkWhen Policies
Cancellation and Refund Policy
We understand that plans can change. Our goal is to be clear, fair, and consistent while ensuring we can responsibly plan and deliver high-quality events for everyone involved.
Customer Cancellations
If you need to cancel your registration, please notify us in writing at least two (2) weeks prior to your scheduled event date by emailing [email protected].
• Cancellations made two (2) weeks or more in advance are eligible for a full refund.
• Cancellations made within two (2) weeks of the event date are not eligible for a refund.
• No-shows are not eligible for a refund.
Because significant planning and resources go into each event, this policy applies regardless of individual circumstances, including scheduling conflicts, travel disruptions, or illness. We appreciate your understanding.
Event Changes or Cancellations by OkWhen
While we make every effort to host events as scheduled, there may be situations that require us to cancel, reschedule, postpone, or modify an event.
This may occur due to circumstances such as: low enrollment, presenter illness or unavailability, technical or platform-related issues, venue challenges, natural disasters or severe weather, other acts of God, labor disputes, or other events beyond our reasonable control (“Force Majeure Events”).
If We Cancel an Event
If an event is canceled and not rescheduled, you will be eligible to receive a full refund of the registration fee paid. Refunds will be issued to your original payment method within 7–10 business days.
If an event is rescheduled, your registration will automatically transfer to the new date. If you are unable to attend the rescheduled event, you may request a full refund.
Limitation of Liability
In the event of cancellation or modification, OkWhen’s responsibility is limited to the amount of the registration fee paid. We are unable to reimburse additional expenses that participants may incur, including travel, lodging, meals, lost wages, or third-party fees. We encourage participants to make travel arrangements accordingly.
Refund Processing
When eligible, refunds will be issued to the original payment method within 7–10 business days. No administrative fees or deductions will be applied.
Consistency of Policy
To ensure fairness and consistency for all participants, we are unable to make exceptions to this policy.
Contact Us
If you need to cancel your registration or have any questions, please reach out to [email protected]. We’re here to help and will do our best to assist.
Privacy and Security Policy
At OkWhen, your privacy matters to us. We’re committed to protecting your personal information and ensuring your data is handled safely and responsibly.
1. Information We Collect
We collect only the information needed to plan and deliver your event to you successfully. This may include:
1. Your name, contact details, and event preferences
2. Payment information (processed securely through our payment provider)
3. Communication records (such as emails or messages related to your event)
We never collect unnecessary data, and we never sell or share your information with third parties for marketing purposes.
2. How We Use Your Information
Your information is used solely to:
1. Coordinate and deliver your event services
2. Communicate updates or details about your booking
3. Process payments and issue receipts, invoices, or refunds
4. Improve our services and client experience
3. Data Security
We take data security seriously. All personal and payment information is protected using industry-standard encryption and secure storage methods. Access to client information is limited to authorized team members who need it to perform their work.
4. Third-Party Services
In some cases, we may work with trusted partners—such as venues or payment processors—to fulfill your event needs. These partners are carefully selected and required to follow strong privacy and security standards.
5. Your Rights
You can request to review, update, or delete your personal information at any time by contacting us at [email protected]. We’ll respond promptly to any privacy-related inquiries.
6. Updates to This Policy
We may occasionally update this Privacy and Security Policy to reflect changes in our practices or legal requirements. Any updates will be posted on this page with an updated “last revised” date.
7. Contact Us
If you have any questions or concerns about your privacy, please reach out to us [email protected]
Your trust means everything to us—thank you for choosing OkWhen to help make your event a success!
Feedback and Complaint Policy
At OkWhen, we truly value what our users have to say. Your feedback helps us celebrate what’s working and improve what isn’t. Whether you’d like to share a compliment, suggestion, or concern, we welcome your input and promise to listen carefully.
1. Sharing Feedback or Compliments
We love hearing when our clients are happy! If you’d like to recognize a member of our team or share what you enjoyed about your event, please reach out by:
Email: [email protected]
Phone: 1 (877) 706-7303
Your positive experiences mean a lot to us—and we always make sure to pass them along to the team!
2. Submitting a Complaint
If something didn’t meet your expectations, we want to make it right. You can submit a complaint through:
Email: [email protected]
Phone: 1 (877) 706-7303
Mail: 8601 Dunwoody Place, STE 348, Atlanta GA 30350
Please include:
- Your name and contact information
- Event details (specific event, date, location)
- A description of your concern
- Any supporting information or documents (if relevant)
3. What to Expect
- We’ll acknowledge your complaint within 2 business days.
- A team member will review your concern thoroughly and may contact you for more details.
- We aim to resolve all complaints within 10 business days, depending on the complexity of the issue.
4. Resolution and Follow-Up
After reviewing your complaint, we’ll contact you to explain the outcome and any steps we’ll take to
resolve it. If more time is needed, we’ll keep you updated along the way.
5. Our Commitment
All feedback—positive or negative—is treated with respect and confidentiality. We review complaints regularly to identify ways to improve our services, communication, and client experience. Your voice helps us grow, and we appreciate the opportunity to make every event the best it can be.
Our mission is to unite people, exchange knowledge, and empower individuals and communities. With a passionate team of experts and a commitment to excellence, we're here to help you achieve more - smarter, faster, and with greater impact.