Scheduling and Cancellation Policy

This Scheduling and Cancellation Policy applies to paid appointments, intensives, strategic advisement sessions, and other scheduled professional services provided by VMA Consulting Group LLC. 

By purchasing or scheduling a service, you acknowledge and agree to this policy.

1. Scheduling Your Session

After completing your purchase, you will receive instructions for scheduling your session.

Your appointment is not confirmed until:

• payment has been successfully completed;
• an available date and time have been selected;
• all required scheduling information has been submitted; and
• you have received an appointment confirmation.

Appointments are scheduled based on availability and are not reserved through email inquiries, social media messages, or verbal requests.

2. Scheduling Deadline

Purchased sessions must be scheduled and completed within 90 days of purchase, unless a different period is stated on the applicable sales page, checkout page, confirmation email, proposal, or client agreement.

Appointments not scheduled within the required period may expire.

Expired sessions are not eligible for a refund. VMA Consulting Group may, at its discretion, allow an expired session to be reinstated upon payment of a reinstatement or current-rate difference fee.

3. Intake Forms and Required Materials

Clients must complete all required intake forms and submit requested documents by the deadline stated in the confirmation instructions.

Unless otherwise stated, intake materials must be received no later than five business days before the scheduled session.

This preparation period allows VMA Consulting Group to review your information and provide a focused, productive engagement.

When forms or documents are incomplete, inaccurate, or submitted after the deadline, VMA may:

• conduct the session using only the available information;
• limit the scope of the session;
• postpone the appointment; or
• require the client to reschedule.

Rescheduling caused by incomplete or late intake materials may be subject to the terms and fees outlined below.

4. Rescheduling by the Client

A client may request to reschedule an appointment by providing at least 72 hours’ notice before the scheduled start time.

One timely rescheduling request is permitted without an additional fee.

All rescheduled appointments are subject to availability and must occur within the original 90-day completion period unless VMA approves an extension in writing.

A second rescheduling request may require a $75 rescheduling fee before a new appointment is confirmed.

For Strategic Advisement or another engagement involving extensive advance document review, VMA may apply a higher rescheduling fee when substantial preparation has already been completed. Any such fee will be disclosed before the appointment is moved.

5. Late Rescheduling Requests

Requests made less than 72 hours before the scheduled appointment are considered late cancellations or late rescheduling requests.

VMA may, at its discretion:

• allow the appointment to be rescheduled after payment of a fee;
• apply a portion of the original payment toward a replacement session; or
• treat the appointment as forfeited.

The standard late-rescheduling fee is:

• Vision Clarity Intensive: $150
• Strategic Advisement: $300

A new appointment will not be confirmed until the applicable fee has been paid.

6. Cancellations

All Vision Clarity Intensive and Strategic Advisement purchases are nonrefundable, except where otherwise required by law or expressly approved in writing by VMA Consulting Group.

When a client cancels an appointment, the amount paid will not be returned.

When adequate notice is provided, the client may be permitted to reschedule according to this policy.

Cancellation does not create a credit toward an unrelated service unless VMA agrees to that arrangement in writing.

7. Missed Appointments and No-Shows

A client who does not attend the scheduled appointment and has not provided notice is considered a no-show.

No-show appointments are forfeited and are not eligible for:

• a refund;
• complimentary rescheduling;
• a transfer; or
• service credit.

To receive the service after a no-show, the client must purchase a new appointment at the current rate.

8. Late Arrival

Clients should join the appointment on time and be prepared to begin at the scheduled start time.

A session will generally end at the originally scheduled time, even when the client arrives late.

If a client arrives late:

• the remaining appointment time may still be used;
• the scope of the session may be reduced;
• unfinished topics may require an additional paid session; and
• no partial refund will be provided.

A delay of more than 15 minutes without prior communication may be treated as a no-show.

VMA may choose to continue the appointment when doing so is practical, but is not required to extend the ending time.

9. Technology Requirements

Virtual sessions may be conducted through Zoom, Google Meet, or another designated platform.

Clients are responsible for:

• having a reliable internet connection;
• using a functioning computer, tablet, microphone, and camera when required;
• installing or accessing the meeting platform;
• testing technology before the appointment; and
• joining from a quiet, private, and appropriate environment.

Technology issues on the client’s side do not automatically qualify the appointment for a refund or complimentary rescheduling.

When a minor interruption occurs, the session will continue when possible.

When a significant client-side technology issue prevents the session from proceeding, VMA may determine whether the appointment will be:

• completed by telephone;
• continued for the remaining time;
• rescheduled with a fee; or
• treated as forfeited.

10. Scheduling Across Time Zones

All appointment times are displayed in the time zone shown by the scheduling system.

The client is responsible for confirming the correct time zone before completing the appointment.

A missed session caused by time-zone confusion is treated as a no-show unless VMA determines otherwise.

11. Rescheduling by VMA Consulting Group

VMA Consulting Group may occasionally need to reschedule an appointment because of:

• illness;
• emergency;
• family circumstances;
• severe weather;
• technology failure;
• travel disruption;
• power or internet outage; or
• another circumstance that reasonably prevents the session from occurring.

When VMA initiates the change, the client may select another available appointment without a rescheduling fee.

If VMA cannot provide the purchased service within a reasonable period, the client may receive:

• an alternative appointment;
• an approved service credit; or
• a refund of the amount paid for the undelivered service.

The appropriate remedy will be determined based on the circumstances.

12. Emergencies and Exceptional Circumstances

VMA understands that serious and unexpected events may occur.

When a client experiences a documented emergency, serious illness, hospitalization, death in the immediate family, natural disaster, or another extraordinary circumstance, VMA may waive or modify a rescheduling fee at its discretion.

The client should contact VMA as soon as reasonably possible.

An exception granted in one situation does not permanently change this policy or require the same exception in future situations.

13. Preparation Already Completed

The fee for a scheduled professional engagement includes more than the live meeting time.

It may also cover:

• calendar reservation;
• intake review;
• organizational research;
• document review;
• strategic preparation;
• administrative processing; and
• development of session notes or recommendations.

Because this work may occur before the appointment, cancellation or rescheduling fees help compensate VMA for time already reserved and preparation already completed.

14. Session Transfers

Appointments and service credits are nontransferable unless VMA approves the transfer in writing before the session.

A client may not give, sell, assign, or transfer an appointment to another individual or organization without authorization.

When a transfer is approved, the new participant may be required to:

• complete a new intake form;
• agree to VMA’s policies;
• establish authority to act for the organization; and
• pay any difference in the applicable service rate.

15. Changing the Service Selected

A client who purchases the wrong engagement should contact VMA before scheduling.

VMA may permit the client to apply the payment toward another appropriate service.

When the replacement service costs more, the client must pay the difference before scheduling.

When the replacement service costs less, the remaining balance is generally issued as a VMA service credit rather than a cash refund, unless otherwise agreed in writing.

VMA reserves the right to redirect a Strategic Advisement request to a Vision Clarity Intensive when the matter requires broader organizational review.

16. Follow-Up Sessions

Follow-up communication is limited to what is expressly included in the purchased service.

Scheduling one appointment does not include:

• unlimited email consultation;
• additional meetings;
• ongoing advisory access;
• document development;
• implementation support; or
• review of new matters after the session.

Additional guidance may require another paid session or consulting engagement.

17. Refund and Chargeback Concerns

Clients should contact VMA directly with any concern about a scheduling charge, cancellation decision, or service issue before initiating a payment dispute or chargeback.

Submitting a chargeback for a valid purchase without first attempting to resolve the matter may result in suspension of access to VMA services and materials.

Nothing in this section limits any legal rights that cannot be waived.

18. How to Request a Schedule Change

All scheduling changes must be submitted through one of the following approved methods:

• the rescheduling link included in the appointment confirmation; or
• email to [INSERT VMA ADMINISTRATIVE EMAIL].

Social media messages, text messages to personal numbers, comments, and verbal messages are not considered official cancellation or rescheduling notices.

A change is not confirmed until the client receives written confirmation from VMA or the scheduling platform.

19. Policy Agreement

By purchasing or scheduling a VMA service, you acknowledge that:

• you have reviewed this Scheduling and Cancellation Policy;
• the service payment is generally nonrefundable;
• professional time and preparation begin before the session;
• rescheduling requires advance notice;
• missed appointments may be forfeited; and
• late changes may result in additional fees.

20. Changes to This Policy

VMA Consulting Group may update this policy from time to time.

The policy in effect on the date of purchase will generally apply to that service unless a later change is required by law or accepted by both parties in writing.

21. Contact Information

Questions regarding scheduling or this policy should be sent to:

VMA Consulting Group LLC
Email: [email protected]
Website: www.vmaconsultinggroup.com

Please include your full name, organization name, purchased service, and scheduled appointment date when contacting us.