2027 AFBF National Convention – Terms and Conditions

These Terms and Conditions apply to travelers registered through the Indiana Farm Bureau (INFB) registration and payment page for the 2027 American Farm Bureau Convention in Charlotte, North Carolina (the “Convention”). By submitting a registration, the person completing the form acknowledges these terms for themselves and the other travelers included in that registration. The Convention program runs January 8-13, 2027; individual travel and hotel dates may differ.

Registration, payment and confirmation

Summit Planners coordinates INFB Convention registration, the Omni Charlotte Hotel reservation, the Indiana Reception and selected ticketed events and tours. Each traveler’s member status and eligibility for INFB coverage determine the amount due at online checkout. The final amount for the selected travelers, hotel stay and optional activities appears before payment. Unless INFB is paying the applicable charges, payment is required to complete registration. Review the confirmation email and promptly report errors to Summit Planners.

Summit’s online AFBF Convention registration price is $259 for a member and $518 for a nonmember. AFBF Convention registration is complimentary for a child age 17 or younger. The checkout total shows the amount payable for all selected arrangements. Children ages 12-17 must be registered with AFBF; children younger than 12 do not need an AFBF badge. AFBF charges $50 to reprint a badge. A child’s complimentary AFBF registration does not make hotel accommodations, the Indiana Reception or ticketed activities complimentary.

Hotel nights and INFB coverage

The Convention hotel dates are January 8-13, 2027 (check-in January 8 and checkout January 13), for a maximum of five hotel nights within those dates. The online registration collects hotel payment for selected nights within these dates when no eligible INFB internal member is included on the registration. The price depends on room occupancy and the nights selected.

INFB covers the AFBF registration, Summit management fee, Indiana Reception and up to four hotel nights within the Convention dates for each eligible INFB internal member. A guest or spouse on the same registration is not automatically an internal member. Each person’s status determines their registration and reception charges. Optional events and tours are payable unless INFB separately confirms coverage. No hotel payment is collected online when an eligible internal member is included on the room reservation. INFB covers the shared room for up to four nights within the Convention dates; the traveler pays the hotel directly at check-in for any additional night(s). If an internal member requests more than four nights, Chris Fenner of INFB must confirm availability via email to the internal member directly. The traveler pays the hotel directly at check-in for any confirmed additional nights. Wait for Chris’s written confirmation before purchasing or finalizing airfare for registrations requesting additional nights.

Hotel nights outside January 8-13: For any traveler, nights before January 8 or after the January 13 checkout date are requests only and are not charged through the online registration. Chris Fenner of INFB must confirm availability for nights outside of the convention dates by email. The traveler pays the hotel directly at check-in for any confirmed nights outside these dates. Wait for Chris’s written confirmation before purchasing or finalizing airfare for registrations requesting additional nights.

All additional nights, including an internal member’s fifth night within the Convention dates, are subject to hotel availability and confirmation via email by Chris Fenner at Indiana Farm Bureau. Hotel incidentals and charges outside the registration are the traveler’s responsibility unless INFB has expressly agreed to cover them.

Changes, cancellations and refunds for Summit reservations

To change or cancel reservations made through Summit Planners, email IFB_NatConvention@spmeetings.com or call Summit at 574-968-4301. A cancellation request must be received by email by 5:00 p.m. Eastern Time on the applicable deadline. A request is not completed merely by canceling airfare with AAA or by notifying the hotel or AFBF separately. Refunds, when available, apply only to amounts actually paid by the traveler for the affected items; amounts paid by INFB are handled with INFB. Summit does not reimburse separately purchased airfare or other expenses outside the Summit registration.

• November 9, 2026: Last day to cancel without a $25 per-person cancellation fee. Beginning November 10, the $25 fee may apply in addition to any nonrefundable hotel, Convention registration, event or tour charges.
• December 11, 2026: The cut-off date for reservations is December 11th, 2026. After December 11th, hotel rooms are on a request basis and are subject to availability. To avoid a one-night cancelation penalty (plus tax and fees) rooms must be canceled at least 72 hours before the convention start date (1/8/2027).
• December 14, 2026: The cancelation deadline for ticketed events and tours is December 14, 2026 at 5:00 PM. No refunds for these arrangements will be given after 5:00 PM starting December 14, 2026.

Registration and ticket availability, itinerary details and supplier charges can change. Summit will advise you of the applicable amount and refund eligibility for a requested change before processing it where possible. Changes to one traveler or item do not automatically cancel the other travelers or items on a registration.

Hotel and optional activities

The INFB hotel is the Omni Charlotte Hotel, 132 E. Trade Street, Charlotte, NC 28202. Hotel check-in is 4:00 p.m. and checkout is 11:00 a.m. Hotel requests, including additional nights, are subject to availability and confirmation via email by Chris Fenner at Indiana Farm Bureau. The Indiana Reception is scheduled for Saturday, January 9, 2027. The Flapjack Breakfast Fundraiser and Leadership Luncheon are optional ticketed events on Sunday, January 10, 2027. Optional North Carolina tours are scheduled for Saturday, January 9, and Tuesday, January 12. Event locations, tour itineraries and times may change. Full tour ticket price applies to children age two and older. All tours require walking and climbing steps; closed-toe shoes are required. Some tours visit working farms or historic buildings, involve smaller vehicles or require substantial travel time. Participants with mobility limitations should notify AFBF staff when registering about needed accommodations, including help selecting a suitable tour. Lunch is provided on selected tours; participants with food allergies should notify AFBF staff when registering. Some tour stops may be limited to travelers age 21 or older.

AFBF and/or North Carolina Farm Bureau may add, change or cancel a tour after registration, including because of unsafe travel conditions, weather, fire, flood, riot, national emergency or another circumstance beyond their control. To see specific tour details and pricing, click on the links below.

Airfare booked through AAA Corporate Travel

Airfare is separate from the Summit online registration. Travelers may book their own flights or request AAA Corporate Travel assistance. If INFB is paying for your airfare, use the AAA arrangement designated by INFB. INFB may pay for one person on a registration but not a spouse or guest, or may authorize coverage for more than one person; AAA will confirm the payment arrangement applicable to each traveler. Do not assume that INFB coverage of registration or hotel also covers airfare.

After submitting your Convention registration, call AAA Corporate Travel at 844-696-6370, Monday-Friday, 8:00 a.m.-6:00 p.m. Eastern Time, to discuss flights and payment. When you talk to the AAA agent over the phone identify as attending the “INFB CDO CONFERENCE”. You may also email AAA at MEETINGSAIR@ACA.AAA.COM to work with an agent. Agents are available Monday–Friday, 8:00 AM–6:00 PM, to review flight options and take payment. You will pay AAA directly by phone when confirming your flight schedule. AAA adds a $30 fee per ticket to your airfare total. Urgent assistance during a weekend, holiday or after hours (6:01 PM–8:00 AM) carries a $20 after-hours fee.

AAA will email your Flight Itinerary within 24 business hours of confirming a schedule with payment. Summit Planners will be copied on the confirmation email. Check the passenger names, dates and itinerary as soon as AAA sends the ticket confirmation and contact AAA promptly about corrections. Airline schedules and fares can change; issued tickets are governed by the applicable airline fare rules and may involve change costs, fare differences or lost value after a no-show. Contact AAA directly for changes or cancellations to tickets booked with AAA; notify Summit separately if hotel or Convention arrangements also need to change.

Travel responsibilities, risks and third-party services

Travelers are responsible for carrying the identification, credentials, permits and other documents needed for transportation, accommodations and activities, and for their own incidental expenses. Travel and participation can involve delays, illness, injury, lost baggage or property, and other risks. Airlines, hotels, transportation providers, AFBF and tour operators provide services under their own rules and may change schedules, locations or services. Review your confirmation and contact the relevant provider promptly if a problem arises.

Travel Agency Disclaimer: Summit Planners, Inc. and AAA Corporate Travel (identified on the accompanying documents) in selling travel related services, or in accepting reservations or booking for services that are not directly supplied by the travel agency, such as air and ground transportation, hotel accommodations, meals, tours, cruises, etc. This agency, therefore, shall not be responsible for breach of contract or any intentional or careless actions or omissions on part of such suppliers, which result in any loss, damage, delay or injury to you or your companions or group members. Unless the term “guaranteed” is specifically stated in writing on your tickets, invoice or reservation itinerary, we do not guarantee any of such suppliers’ rates, booking, reservations, connections, scheduling, or handling of personal effects. Travel agency shall not be responsible for any injuries, damages or losses caused to any traveler in connection with terrorist activities, social or labor unrest, mechanical or construction failures or difficulties, disease, local laws, climate conditions, abnormal conditions or developments, or any other actions, omissions, or conditions outside the travel agency’s control. Traveler assumes complete and full responsibility for, and hereby releases the agent from any duty of checking and verifying any and all identification required to board the flight or check-in at the hotel, passport, visa, vaccination, or other entry requirements of each destination, and all safety and security conditions of such destinations, during the length of the proposed travel. By embarking upon his/her travel, the traveler voluntarily assumes all risks involved in such travel, whether expected or unexpected. Traveler’s retention of tickets, reservations, or bookings after issuance shall constitute consent to the above and an agreement on his/her part to convey the contents hereto his/her travel companions or group members. All rates shown for this tour are in USA currency and are subject to adjustment in the event of changes therein, although none is expected.