Reservation Policies
What if I can no longer attend?
- You have the option to transfer it to another person by performing a name change.
- If you choose to sell your room, it is your responsibility to find a buyer and sort out the finances.
- Log into your Cloud 9 Account for details on how to transfer or cancel your reservation.
How do I add or change my guest?
- The Lead Guest is the only person on the reservation that can initiate changes (i.e. adding a guest or making a name change).
- During the complimentary period, the Lead Guest can log into their Cloud 9 Account to replace or add a guest on the reservation.
- After the complimentary period, the Lead Guest can must log into their Cloud 9 Account to fill out the Name Change/Guest Addition Form to replace or add a guest on the reservation.
- Please note, a guest with financial responsibility cannot be removed from a reservation without their permission.
What are the fees to add or change a name on my reservation?
Change the Lead Guest:
- $150 fee through October 15th
- $225 fee from October 16th – November 30th
- No Lead Guest changes will be accepted starting December 1st.
Add or Change Guest Name(s):
- Complimentary through August 31st
- $125 fee from September 1st – October 15th
- $225 fee from October 16th – November 30th
- No name changes will be accepted starting December 1st.
Can I make a room location request?
- In the spirit of fairness to all guests, we DO NOT take room location or building requests.
- You can request to be close to your friends by emailing the Travel Team with everyone on copy. We will do our best to accommodate; however, due to the nature of the event, we cannot guarantee the request will be met.
The room type I wanted sold out, now what?
- If you already have a reservation but would prefer another room type, please fill out the Upgrade Form within your Cloud 9 Account.
- The Travel Team will contact you if anything becomes available between now and the event.
- Should an upgrade become available, you will be required to pay the cost difference between suite types.
What is the Cancellation Policy?
- All deposits & payments for Closer to the Sun are non-refundable.
- The Event HIGHLY recommends that all guests purchase Travel Insurance that includes Cancel for Any Reason coverage.
- Cancellations are only accepted from the Lead Guest with the understanding that the entire reservation will be cancelled.
- If one person in your reservation needs to cancel or will not be attending, please contact the Travel Team and to receive instructions if filing an insurance claim.
- All cancellations must be submitted in writing by completing the Cancellation Form within your Cloud 9 Account.
- You are also able to transfer your reservation to another person, per the name change guidelines above.