Events: Registration & Invoicing Processes

Important information about processing registrations, invoicing, and cancellations/refund requests:


ILA requires attendees to complete registration online and strongly encourages individuals to register themselves. ILA is not able to complete registrations over the phone or by email.

Note: This registration process does not apply to Noon Network webinars or other free virtual events. Registration for Noon Network and other free webinars will still be done via the linked Zoom registration on the specific webinar event pages. 

If you still have questions or concerns after reviewing the below information and event specific information, reach out to ILA at ila@ila.org.

Processing Registrations:

Our registration system is set up for individuals to register themselves online (including a Bill me later option which allows registrants to submit an invoice to their library and/or pay via check).

ILA does not accept registrations made via a third party by email or phone. Registration must be completed via the online registration form. All events will have detailed registration instructions to walk registrants through the process. 

ILA highly encourages individual, self-registration for all events. The information that's needed to complete a registration covers a lot more than just the name of the attendee. Certain events require those who already have an ILA personal profile (not a personal membership - see ILA’s FAQs for more information) to be signed into their profile. It is best that each attendee completes the registration on their own so that they can: 

  • Review and confirm their information is correct
  • Properly indicate their dietary restrictions, as we cannot accommodate these requests on-site
  • Provide an email that they will have easy access to as important event information is sent to registrants via email before, during, and after events
  • See the ILA website and all the event information ILA staff make available to help them prepare for the event to make the most of their attendance

ILA staff are available at ila@ila.org to answer any questions related to registration or assist with any issues and a phone call can be scheduled if necessary.

Bill me later:
We understand that most libraries will need an invoice to issue payment for registrations. When attendees register online, they have the option to select Bill me later at the payment section of their registration. Once they submit their registration, they can either submit the confirmation for payment or log back into their profile to print out or save their invoice via the payments tab. They can then turn in the printed invoice or email the PDF to the appropriate person or department in their library. If you have multiple registrations, you can issue one check for all, but if paying via credit card, it will be an individual charge per registration.

If a PO number needs to be included on an invoice, registrants or administrative staff can email ILA, ila@ila.org, and provide the PO number and which registrants need this added to their invoice. We will add the PO number and email you an updated copy of the invoice.

Confirmation:
A confirmation email is automatically sent when the online registration is submitted. This is sent from an automated email so it's possible it may end up in spam or be blocked by security settings. When a registrant completes the online registration, they'll be brought to a confirmation page, in which they can print or save the confirmation as needed. 

Registration confirmations can also be located in your ILA personal profile under Event history. (An ILA profile is automatically created upon registration for individuals who do not already have a profile. To set up a password, click on Forgot your password? from the ILA login page.) An ILA profile is NOT the same thing as an ILA membership (see ILA’s FAQs for more information).

Registration Deadlines:
In order to provide ILA members and event attendees with the exceptional programs and services they have come to expect from ILA, we have instituted registration deadlines to allow ILA staff ample time to finish preparations for events. Events will have a registration deadline that will be noted on the event registration page. Registrations WILL NOT be accepted after the stated registration deadline. Be sure to take note of when event registration deadlines are so that you don't miss out! 

Registration Payment:

As stated above, payment is NOT necessary at the time of registration. Select the Bill me later option on the payment page to generate an invoice. However, payment is due prior to the event and registration is not complete until payment has been made. 

If payment cannot be made prior to the event (e.g., if your registration needs board approval, the invoice has to be sent to the city, etc.) then it is your responsibility to email ila@ila.org letting us know approximately when payment will be sent and for which registrations. If notice is NOT given to ILA and no payment is received after several attempts by ILA to collect payment, registration may be rescinded and the privilege of utilizing the Bill me later option may be forfeit for future events. All invoices must be paid before confirmed registration on future events. 

Name badges will only be mailed to registrants that we have received payment for or received email communication stating when payment will be arriving by the registration deadline. Registrants that we have not received payment for by the registration deadline will have to stop by the ILA Help Desk when they arrive to pick up their name badge. 

Payment will still be expected even if a registrant does not attend the event unless a cancellation/refund request has been submitted by the stated deadline. See below for further details on cancellations and refund requests. 

Invoicing: Paper invoices are periodically mailed to the registrant’s indicated billing address. Registrants are able to access their invoice at any time by signing into their ILA personal profile. See further details on the ILA FAQ page.

Cancellation/Refund Requests:

Our cancellation/refund request policy and deadlines are stated on an event's registration page. All cancellations/refund requests must be received in writing by emailing ila@ila.org by the specified deadline. All cancellations are subject to a processing fee unless otherwise stated. The processing fee is dependent on the event registration and each event registration page will have the processing fee amount listed.
Instead of cancelling, registration can be transferred to a different person with advance notice by emailing ila@ila.org at no extra fee.

Cancellation/Refund Request Deadlines: All events will have a deadline by which cancellations/refund requests must be made. This deadline, along with the cancellation policy, will be included on the event registration page. They will also be on the confirmation page upon registration completion. No refunds will be given after the stated event cancellation/refund request deadline.

Due to a significant increase in paid, duplicate registrations, these will now be considered a cancellation/refund request and therefore, subject to the processing fee. 

Changes to Registration:

Changes to registration can be made by emailing ila@ila.org and letting us know of the change. If you need to change your registration type you must do so by the cancellation/refund request deadline. For example, for the ILA Annual Conference if you are registered for the Full Conference but something unexpected occurred and you need to change to Single Day, you can do so up to the stated cancellation/refund request.

We can transfer registration to another person, even after the cancellation/refund request deadline. However, we may not be able to accommodate dietary restrictions depending on when the registration transfer request is submitted. 

Outstanding Invoices:

After ILA staff have mailed the outstanding invoice three times and reached out to the registrant via email, if the invoice remains unpaid the following, escalating steps may be taken to resolve the issue:

  1. ILA will reach out to the library director via email about the outstanding invoice

  2. ILA will reach out to the library board via email about the outstanding invoice

  3. The individual may not be allowed to register using the Bill me later option for any future ILA events; instead, they will be required to pay with a card at the time of registration.

  4. The individual may be barred from registering for ILA events or from being an ILA personal member until all outstanding invoices are paid in full.

  5. Staff and/or trustees of the library may not be allowed to register using the Bill me later option for any future ILA events; instead, they will be required to pay with a card at the time of registration. 

  6. The library may forfeit their ILA institutional membership and be barred from rejoining until all outstanding invoices are paid in full.

If you have any questions, please email ila@ila.org. 

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