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Reservation Policies

What if I can no longer attend?

  • You have the option to cancel your reservation or transfer it to another person.
  • 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, such as adding a guest or making a name change.
  • To replace a guest or add a name on the reservation, the Lead Guest must contact the Travel Team.
  • Have everyone in your reservation create a Cloud 9 Account.

What are the fees to add or change a name on my reservation?

Change the Lead Guest:

  • $150 fee through October 14th
  • $225 fee from October 15th – November 14th

Add or Change Guest Name(s):

  • Complimentary through September 1st
  • $125 fee from September 2nd – October 14th
  • $225 fee from October 15th – November 14th

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, but due to the nature of the event, we cannot guarantee the request will be met.

The room type I wanted sold out…now what?

  • We do not allow for any room downgrades, however, you can upgrade your room if there is availability.
  • Sign into your Cloud 9 Account to indicate a room preference on the Upgrade Form by selecting the Travel Info button
  • 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 and 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 contact the Travel Team to let them know and to receive instructions if you are filing an insurance claim.
  • All cancellations must be submitted in writing by completing the cancellation form located in your Cloud 9 Account.
  • You are also able to transfer your reservation to another person, per the name change guidelines above.
  • View the Event’s Terms & Conditions HERE.

Can I reinstate a cancelled reservation?

  • You can reinstate a reservation cancelled for non payment within 48 hours your cancellation (based on availability).
  • A $75 per person Reinstatement Fee will be applied.
  • If your reservation was cancelled due to non-payment, you must pay the outstanding balance and reinstatement fee.
  • Please contact the Travel Team to begin the process.
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