Also, I attend many seminars a year (avg. 15 per year) and know the Shihan in my region.
Have you tried to contact this shihan about this issue ? He can certainly tell you what to do about it or put you in contact with someone who can solve the matter.
Usually, shihans are influential peoples within their organizations... If you know him, he may talk in your favor or give a push for this issue to be solved rapidly...