NGWA Event Policies


Space is limited; registrations will be accepted on a first come, first served basis.

By virtue of registering for an NGWA event, you grant NGWA permission to use any photos/videos/recordings containing your likeness, taken by NGWA or its official representatives during the routine business course of this event, to be used in any future promotional endeavors of NGWA and its affiliates, without any further notification or expectation of compensation.

Special note on short course registration: Preregistration is necessary for participation in limited-enrollment short courses and to receive course materials.  Payment must be received by NGWA three weeks prior to the course to ensure preregistration and check processing.  The registration fee covers course materials, instruction, and beverage breaks.  If you are unable to preregister 21 days prior to the course, please call NGWA to confirm that space is available.  Registration confirmation, along with a badge mock-up for you to review, will be e-mailed to you; actual badges are to be picked up on-site.

Special note on conference registration: Registration confirmation, along with a badge mock-up for you to review, will be e-mailed to you; badges will then be mailed one to two weeks prior to the start of the event.  If you register less than two weeks prior to the start of the event, you may pick up your badge at the on-site registration area.  If you plan to register on-site at the member rate, please be sure to have your current NGWA membership card with you, along with your payment.


A 100 percent refund is granted for cancellations if NGWA is notified in writing 21 days prior to the first day of the event.  Cancellations received less than 21 days prior to the event will be charged a $150 processing fee.  Cancellations received less than seven days prior to the event will forfeit the entire registration fee.  One substitute is permitted per registrant for the entire event; daily substitutions are not permitted.  (In other words, preregistered individuals who cannot attend the event may assign their registration to a colleague; one event registration is valid for one person only.)

Cell phone use

Please be considerate of your fellow attendees and refrain from cell phone use during educational program offerings to not disturb or distract those around you.

Phone, video, and recording equipment

No photo, video, or recording equipment of any type may be used without the advance written approval of NGWA.

Money-back guarantee

NGWA is proud of its many educational opportunities.  We are confident you will benefit from our events and be satisfied with their content.  However, if you are not completely satisfied, notify us in writing — specifying the reason(s) you were dissatisfied — within 30 (thirty) days of the event end date for registration refund consideration.

Meals, accommodations, and transportation

Meals, accommodations, and transportation are not included in registration fees, unless noted otherwise for a particular event.

Note on short course breaks: NGWA provides coffee and tea prior to the start of the course, and during breaks, unless otherwise stated for a particular event.

Special arrangements

If you have any special physical, dietary (for example, vegetarian, kosher), or other needs, contact NGWA’s customer service department at (800) 551-7379, or (614) 898-7791 outside the United States, when registering to attend this event; a minimum of three weeks’ notice prior to event start date is appreciated.

Tax deduction for educational expenses

An income tax deduction is permitted for educational expenses (registration fees, cost of travel, lodging, and books) undertaken to (1) maintain or improve skills required in one’s employment or business, or (2) meet expressed requirements of an employer imposed as a condition to retention of employment, rate status, or rate of compensation.  Meals and beverages may be deductible up to 50 percent. (Applicable to U.S. tax filers.)

Event program changes/cancellations

NGWA reserves the right to amend or cancel programs and speakers as necessary to ensure a quality event.  Should circumstances dictate an event’s cancellation, NGWA is not responsible for nonrefundable airline tickets or hotel cancellation fees.


NGWA provides a wide array of presentations, workshops, Webinars, and other forms of continuing education and/or instruction developed with the input and guidance of various groundwater professionals and others who serve as presenters.  Unless specifically noted, NGWA is not responsible for the content of these presentations and instruction, or the opinions of the presenters.  Individual situations and local practices and standards may vary, so members and others utilizing information contained within a presentation or continuing education event are free to adopt differing standards and approaches as they see fit.  Products and names mentioned in materials or presentations are the property of their respective owners and the mention of them does not constitute an endorsement by NGWA.  Information contained in a presentation or continuing education event hosted or promoted by NGWA is provided “as is” without warranty of any kind, either expressed or implied, including any warranty of merchantability or fitness for a particular purpose.  NGWA assumes no liability or responsibility for the contents of a presentation or continuing education instruction or the opinions expressed by the presenters.


Exceptions to these policies, if any, are noted within the descriptions of the specific NGWA event. Certain events such as Groundwater Week have policies superseding those here.​​

International attendees

International attendees may be required to have a valid visa to enter the United States.

While NGWA can provide an invitation letter to registered attendees, we cannot directly assist you in obtaining your visa.

Registered attendees may request an invitation letter by sending an email to Please include the following information:​

  • First name
  • Last name
  • Title
  • Company or organization name
  • Complete address
  • Email address
  • Name and date of the event you are attending.

Here are some additional tips for applying for your visa.

  1. Check to see if your country participates in the Visa Waiver Program.
  2. If not, register for the event before requesting an invitation letter.
  3. Apply for your visa as early as possible, at least 60 days prior to your departure date.
  4. Schedule your visa interview appointment as early as possible.
  5. Make sure you bring your valid passport, visa application forms, official invitation letter, and any other required documents to your visa interview.