Event and Conference Terms and Conditions

Introduction

Thank you for registering for this American Society for Clinical Laboratory Science – Missouri (“ASCLS-MO”) conference (“Conference”). Regardless of whether your registration is submitted by you or your proxy, the following Conferences Terms and Conditions (“Terms”) apply to you and your participation in any ASCLS-MO Conference or related activities. Depending on the type of conference, certain terms below may not apply. “Attendee” for purposes of these Terms will include all participants at the Conference, including Exhibitors and Attendees. By participating in this Conference, you agree to these Terms so please read them carefully. These Terms include and incorporate by reference ASCLS-MO’s Privacy Policy.

This Conference is organized by ASCLS-MO, which reserves the right, in its sole discretion, to limit or deny access to any entity or individual and for any reason or no reason. To be eligible to participate, you must be 18 years old or older.

Attendee Cancellation Policy

If circumstances change and you can no longer attend this Conference, you may cancel your registration by providing written notice to the ASCLS-MO Event team at [email protected]. Our attendee cancellation policy is outlined below. 

Registrations may be refunded, or tickets reactivated, if cancellation is made in writing no less than 30 calendar days prior to the Conference start date. Cancellations received after the cancellation cutoff date or nonattendance will not be refunded and/or tickets will not be re-activated. For cancellations received after the cutoff date with a balance due, the registration amount remains due in full.

Please remember that canceling your registration does not automatically cancel your hotel and travel arrangements. Attendees are responsible for canceling their own hotel and travel reservations.

Force Majeure

After the cancellation cutoff date, payments made are not refundable for any reason, including, but not limited to, failure to use conference attendance credentials due to illness or due to any event beyond the reasonable control of the parties, such as an act of God, natural disaster, travel-related problems or an act of terrorism.

ASCLS-MO shall not be held responsible for any delay or failure in performance of its obligations hereunder to the extent such delay or failure is caused by fire, flood, strike, civil, governmental or military authority, acts of God, acts of terrorism, acts of war, epidemics, the availability of the venue or other similar causes beyond its reasonable control and without the fault or negligence of ASCLS-MO or its subcontractors or partners. In the event the Conference cannot be held or is postponed pursuant to this section, ASCLS-MO shall not be liable to any Attendee for any damages, costs, or losses incurred, such as transportation costs, accommodations costs, or financial losses. ASCLS-MO will review refund and/or fee transfer requests, submitted in writing, for approval on a case-by-case basis.

Substitution and Badge Policy

Substitution of registrations may be made at any time up to the conference start date. Certain conferences require attendees to be qualified by ASCLS-MO to attend and any substitutions would also require approval by ASCLS-MO. “No Shows” will be deemed a cancellation per the cancellation cutoff date in the Cancellation Policy listed above. Invitations that are part of an ASCLS-MO membership or invitational program are non-transferable and are not eligible for substitution.  Additional terms of your ASCLS-MO agreement may apply.  Please consult your ASCLS-MO representative or contact the ASCLS-MO Event team at [email protected] with any questions.

Sharing of Attendee passes is not permitted at any time. Badges are issued to, can be picked up by, and used by only the Attendee named in the registration. Photo ID will be required for each Attendee when collecting a badge onsite. Badges must be worn at all times during the Conference.

An ASCLS-MO Conference badge allows an attendee entry to the overall Conference, but cannot guarantee admission to every session, lounge, or meeting area. Admission is subject to venue capacity and other requirements.  For example, certain sessions may be restricted from vendor attendees.

Institutional Pass Program

ASCLS-MO may offer Institutional Passes as part of a Conference or event. These Institutional Passes may not be available at all ASCLS-MO Conferences or events. This type of pass must consist of employees of the same organization and discounts only apply to the same Conference or event.

Only one discount may be applied to an individual registration. Multiple discounts cannot be combined.

In order to receive the Institutional Pass discount and be admitted to the conference, all registrations must be paid in full. Some restrictions may apply to ticket registrations.  Contact your ASCLS-MO Representative or contact the ASCLS-MO Event team at [email protected] if you have questions.

Payment Terms

Attendee/Cardholder confirms acknowledgment and acceptance of a potential gain/loss incurred by any adjustments made by their bank due to the currency exchange rate. ASCLS-MO will not be liable or responsible for any loss incurred by the Attendee/Cardholder from an adjustment made due to the currency exchange rate. Nor will ASCLS-MO pursue the Attendee/Cardholder for collection if that adjustment should be made in the Attendee’s/Cardholder’s favor.

Submission of a registration online, by phone, email or fax, constitutes an official registration and intent to attend the Conference. Invoices are payable upon receipt. Full payment must be received prior to the Conference in order to gain entry.

You agree that, in the unlikely event that ASCLS-MO cannot resolve your payment issue and you dispute the credit card charge, your electronic statement may be used as evidence that said charge is valid and just. If there are any issues with your credit card charge, please contact ASCLS-MO Event team at [email protected].

Before Conferences with Exhibitors

To ensure all our attendees and exhibitors derive the greatest value from our Conferences, we share a list of company names and job titles (but not name or contact details) of attendees with Exhibitors for their planning purposes before the conference. If you would prefer to opt-out of such sharing, please email the ASCLS-MO Event team at [email protected]. Please note that if you choose to have your attendee badge scanned by an Exhibitor at the conference, we will share your name and contact details with that Exhibitor as disclosed in the Badge Scanning section below.

RFID and Location Tracking

ASCLS-MO and our affiliated partners may use RFID badge scanning technology in the Conference badge at some of our Conferences to administer and improve the Conference experience and solicit feedback and/or interest in ASCLS-MO products and services. During registration check-in for these Conferences, you will have the option to select a badge without RFID scanning. Per our Privacy Policy, we will not share your personal information with a third party without your consent.

ASCLS-MO does not share RFID information with any third parties for commercial purposes.

Location-Based Alerts

ASCLS-MO may use iBeacon or a similar technology in conjunction with the ASCLS-MO Conference Mobile Application and/or Conference Website at some of our Conferences to administer and improve your Conference experience and solicit feedback and/or interest in ASCLS-MO products and services, including the delivery of app features and notifications based on Attendee location. You will be prompted to Opt-in to use this feature within the mobile application at any Conference where iBeacon or a similar technology is in use.

ASCLS-MO Sessions and Functions

ASCLS-MO may use badge scanning to determine session attendance, deliver session surveys, manage session capacity, and to enforce session restrictions. Data from badge scanning may be used to allow you to see a list of sessions you attended in the ASCLS-MO Conference Mobile Application and/or Conference Website. Attendance data from ASCLS-MO sessions and functions will not be shared with exhibitors. 

Exhibitor Use of Badge Scanning

ASCLS-MO also allows Exhibitors to do their own badge scanning at the Conference. ASCLS-MO is not responsible for Exhibitor scanning.  When an Exhibitor scans your badge at the entrance to an Exhibitor session or function, you are consenting to allow that Exhibitor to use your contact information to communicate with you about their services and special offers in accordance with the Exhibitor’s Privacy Policy. 

Note: PLEASE BE AWARE THAT EXHIBITOR SCANNING OF ATTENDEE BADGES IS OPTIONAL AND ATTENDEES MAY – WITHOUT PENALTY – REFUSE TO HAVE THEIR BADGES SCANNED AT BOOTHS AS WELL AS AT THE ENTRANCE TO EXHIBITOR SESSIONS AND FUNCTIONS.

Session Availability

ASCLS-MO Conference Registration allows entry to specific defined conferences based on package or ticket type but cannot guarantee admission to every session. Session admission is subject to venue capacity and other criteria. Building an agenda on the ASCLS-MO Conference Mobile Application and/or Conference Website does not guarantee access to these sessions.

Guest Speakers

ASCLS-MO Guest Speaker sessions are central to the success of ASCLS-MO Conferences. In order to provide our attendees with a platform for the exchange of ideas and insights, we invite key figures from various industries to share their personal perspectives concerning the challenges and opportunities facing businesses today. Guest speakers are not employees of ASCLS-MO and ASCLS-MO neither pre-reviews nor comments on the content of our guest speakers’ sessions. Guest Speaker views and opinions are entirely their own and in no way reflect the views and opinions of ASCLS-MO.

ASCLS-MO may use the Guest Speaker’s name, pictures, biography, presentation materials, and other artifacts for promoting attendance at the Conference. Presentations, papers, and handouts including all associated artwork and illustrations will not be returned unless specifically requested by the author. The papers must be objective and completely free of advertising and commercialism. ASCLS-MO may audio and/or video tape the Guest Speaker’s session and the recording may be reproduced and sold as part of the overall conference materials. ASCLS-MO may reproduce copies of the speaker’s presentation (e.g. PowerPoint slides or supporting handouts) on paper and/or in electronic means and these may be sold as part of the overall hand-out materials during the conference and after the event. Any acknowledgement regarding Copyright should be included at the end of the abstract, presentation, or other materials, as these will be distributed to the Conference Attendees. Guest Speakers who do not wish to give permission for the above terms and conditions should contact the ASCLS-MO Events Team prior to the commencement of the Conference.

Use of Multimedia at the Event

In order to comply with global data privacy laws, ASCLS-MO imposes certain restrictions on the use of multimedia at its Conferences (i.e., photography, video, audio, online streaming and all future mediums). Please note that ASCLS-MO imposes different photography/streaming/recording and social media rules for Exhibitors and Attendees from Exhibiting companies at the Conference (as further clarified in the Sponsor Rules & Regulations because they are representing ASCLS-MO at the Conference).

  • Exhibitors and Attendees: ASCLS-MO prohibits the use of cameras and mobile recording devices at all Conference Sessions and on the Exhibit Floor during exhibit hours. For all other areas of the Conference, ASCLS-MO (and at times approved third parties) hires professional service providers (photo/video/audio/streaming) to document and showcase the Conference experience.
  • For Exhibitors: When a company contracts with ASCLS-MO to exhibit at a Conference, they are representing ASCLS-MO. As such, we will allow them to photograph/stream/record their Conference experience and booth set-up, provided they comply with the Sponsor Rules & Regulations. Among other things, Exhibitors must use ASCLS-MO’s dedicated production provider or must film their booth set-up before or after official trade show floor hours of operation. 
  • For Attendees: ASCLS-MO leverages social media to post real-time Conference photos and videos to its Social media feeds, and display select submissions from those feeds on screens throughout the venue. Attendees are encouraged to capture their Conference experiences in the permitted areas of the Conference venue and post their own social content from the Conference (text, photos, audio, video, streaming), provided it does not defame other Conference attendees or Exhibitors or infringe on copyrighted ASCLS-MO branding and content. ASCLS-MO will determine in its sole discretion which posted content will be displayed on the screens at the Conference venue.

By attending the Conference, you acknowledge and agree as follows: (a) ASCLS-MO may edit and use the footage it captures at ASCLS-MO Conferences for marketing and promotional activities and for any other lawful purpose in the ordinary course of its business; and (b) Due to the prevalence of mobile recording devices in today’s world, ASCLS-MO disclaims all liability for the capture of your image by Attendees (who are not under sponsorship contracts with ASCLS-MO) in any multimedia format at the Conference.

Onsite Meetings

During the Conference, it is not uncommon for Attendees to participate in meetings, ad-hocs or scheduled sessions with other companies of the same industry. In any such situation, you agree to adhere to the appropriate and required antitrust regulations.

ASCLS-MO One-on-One Meetings

ASCLS-MO One-on-One Meetings are offered at some ASCLS-MO conferences and are available to Attendees who have a full conference registration for the conference, and payment must be received in full prior to scheduling a meeting. An additional person within the same organization can be requested to attend, space permitting. There is a limit to the number of One-on-One meetings each attendee is entitled to as well as a limit on the number of One-on-One meetings allotted per organization. Each One-on-One meeting booked by an individual and/or organization must be with a separate content expert.

ASCLS-MO One-on-One meetings are not to be used for vendor product/service updates and briefings, and the provided topic will need to be inquiry-based and fall under the advisor’s respective coverage areas. All meetings are subject to review, and if an appropriate topic is not provided the attendee will be contacted to provide further details or an alternative topic. Attendees interested in coordinating a meeting may contact the ASCLS-MO Event team and schedule a meeting following the event by emailing [email protected]. ASCLS-MO reserves the right to stop the meeting at any point should it become a vendor briefing.

An ASCLS-MO Conference is an open environment, with large numbers of Attendees and Exhibitors. While ASCLS-MO will keep confidential the specifics of your discussion with the content experts, we encourage you to take the proper precautions during your one-on-one meeting to ensure you do not inadvertently disclose sensitive information to bystanders. To help protect the security of your one-on-one meeting, ASCLS-MO prohibits any and all recording of One-on-One meetings.

Exhibitor Meetings

Conference attendees may request a meeting with a Conference exhibitor by providing ASCLS-MO’s Events team with their personal contact information (PI) via email at [email protected]. The ASCLS-MO Events team will share this attendee PI with the requested exhibitor solely to contact the requested exhibitor on attendee’s behalf in order to coordinate the meeting time and location.

Exhibitor Functions

At times, ASCLS-MO may contact you on behalf of an Exhibitor to invite you to a function such as an exclusive lunch, dinner, or other event/activity. To help Exhibitors plan for these functions, we share with them a list of attendee company names, job titles, and countries (but not name or contact details). You may opt-out of this sharing by emailing [email protected]. You will also have the opportunity to decline an invitation to attend such functions. 

Conferences Wireless

ASCLS-MO Wireless which may be provided from time to time at Conferences and events, is a free open wireless internet service provided to ASCLS-MO attendees for use at ASCLS-MO Conferences. By using the wireless service, you agree to the following terms and conditions:

  • The ASCLS-MO Conferences Attendee Wireless Service is a complimentary service that allows authorized users to access the internet during their visit to an ASCLS-MO Conference. By accessing the ASCLS-MO Wireless, you acknowledge that you are an authorized user of ASCLS-MO’s system. You further understand that your access to the system is an unencrypted public wireless network, and that you are solely responsible for ensuring the privacy and integrity of any transmissions you make or receive, as well as the safety and security of any systems you attach to the ASCLS-MO Conferences Attendee Wireless Network. You understand the unencrypted access to the public internet and take full responsibility for any necessary security precautions, including encrypting confidential transmissions and backing up any data. You agree that ASCLS-MO may routinely monitor, audit, intercept and disclose communications over its networks for security, performance and other purposes, and may remove an attached system from the ASCLS-MO Conferences Attendee Wireless network at any time for any reason. This information may include, but is not limited to device, user, and location data while on ASCLS-MO’s network.
  • Limitation of Liability — Under no circumstances, where applicable law permits, shall we be liable for any direct or indirect damages resulting from your use of the ASCLS-MO Wireless service whether or not we have been advised of the possibility of such damages. In no event shall our total liability to you for all damages and losses exceed the amount paid by you, if any, for accessing the ASCLS-MO Wireless Service. We have no duty to update the Service or the contents thereof.  If you are dissatisfied with the service, your sole and exclusive remedy shall be to discontinue use of the Service. 

Conferences Services

ASCLS-MO provides tools and services that are designed to help attendees get the most value out of their Conference experience. To ensure a positive experience is had by all, we require Attendees to adhere to the ASCLS-MO Conference Code of Conduct.

Conference Website and Mobile Application

When building your agenda and setting up your Conference experience within the Conference tools (which may not be available for all conferences), ASCLS-MO may evaluate the content you access and the choices you make to provide you with recommendations and ensure the most effective ongoing service and support. ASCLS-MO will not share this information with any third party without your prior written consent.

Attendee List and Messaging

As a Conference Attendee you may be entitled on Conference Mobile Application or Website to opt-in to the Attendee list and messaging features. These features are designed to help Attendees find and connect with others (Attendees and Exhibitors) before, during, and after the conference. Certain features within the Conference Mobile Application or Website are not available to vendors and service providers.

Other Attendees can view the profile information you supply, but will not have access to your personal email address, or any other contact information about you, unless you choose to explicitly provide it to them in your online posts, messages, meeting invitations, or some other vehicle of your choice.
Your usage of these features is bound by our ASCLS-MO Conference Code of Conduct.

Push Notifications

When using the Conference Mobile Application or Website, you may be presented with the ability to allow ASCLS-MO to send you Conference notifications. These notifications may include alerts, sounds, and icon badges. ASCLS-MO utilizes these notifications to communicate upcoming conference features, changes in schedule, and important conference information.

These notification settings can be configured at any time within the settings section of your mobile device.

Presentation Materials

You may receive access to ASCLS-MO and third-party licensed content (“Presentation Materials”). ASCLS-MO is not liable for the information in the Presentation Materials. You may use these presentations as well as session audio/video recordings where available solely for your own internal, non-commercial purposes. Unauthorized distribution (via sales, copying, posting on intranet/internet) is expressly forbidden. Excerpting or quoting is permitted with prior written approval from the ASCLS-MO Events team and you can reach them at [email protected].

NOTE: Some of our Services are available on mobile devices. We encourage you to not to use such Services in a way that distracts you and prevents you from obeying traffic or safety laws. 

Liability Waiver and Release

In consideration of being allowed to register for, and participate in the event, I hereby warrant and represent that I am age 18 or above and freely waive, release from liability, assume all risks, and covenant not to sue ASCLS-MO or its members, employees, board members, agents, or volunteers for any expense, loss, damage, personal injury, including loss of life, disability, property damage, or property theft or actions of any kind that I may hereafter suffer or sustain before, during, or after the event, unless said expense, loss, damage, personal injury, including loss of life, disability, property damage or property theft or actions of any  kind is caused by the sole, gross negligence of ASCLS-MO. This Liability Waiver and Release is specifically binding upon my heirs and assigns and is knowingly given.

Conference Code of Conduct

The Conferences Code of Conduct outlines our expectations for all Attendees at an ASCLS-MO Conference and for those who utilize ASCLS-MO’s Conference Services. Conference organizers will enforce this Code and expect cooperation from all participants to help us promote a safe environment and a productive Conference experience for everyone.

Please do:
  • Maintain a respectful, considerate, and courteous attitude towards everyone you engage with online, at the conference, and the venue
  • Secure your belongings and be mindful of your surroundings and of your fellow participants
  • If there is a situation that looks concerning or could be dangerous, notify conference organizers in a prompt manner
  • Provide clear, valuable, honest information
  • Adhere to your respective antitrust guidelines and regulatory requirements when engaging in any peer activity at the Conference
    • Make your messages and invitations useful and informative
    • Make your messages and invitations relevant to the conference

When messaging or sending meeting invitations:

Please do not:
  • Demean, discriminate, abuse, harass, or threaten those who you engage with online, at the conference, and the venue
  • Spam conference participants
  • Post content that is obscene or otherwise objectionable
  • Use an ASCLS-MO Conference for commercial or advertising purposes. Conference organizers reserve the right to escort away any individual from the conference who is reported to be soliciting and who is not an ASCLS-MO exhibitor at the conference. 
  • Post copyrighted content without permission from the owner

Reporting Violations of this Policy

If you have been (or notice that someone else has been) impacted by someone failing to adhere to this Code of Conduct or have additional concerns, please contact a member of the ASCLS-MO Events Team onsite or by emailing [email protected].

In the event of an emergency situation, please contact local authorities immediately.

Consequences of Violating this Policy

Unacceptable behavior will not be tolerated at ASCLS-MO Conferences. Anyone engaged in unacceptable behavior may result in suspension of your usage of the Conferences Services and expulsion from the conference without warning or refund. This may also result in prohibition from registering or attending future conferences.

Disclaimer

ASCLS-MO may at any time, with or without giving notice, in its absolute discretion and without giving any reason, change, cancel, or postpone the Conference, change its venue or any of the other published particulars, or withdraw any invitation to attend. In any case, neither ASCLS-MO nor any of its officers, employees, agents, members, or representatives shall be liable for any loss, liability, damage, or expense suffered or incurred by any person.

ASCLS-MO reserves the right to change, amend, add or remove any of the above Terms and Conditions in its sole discretion and without prior notice. If one or more of the conditions outlined in these Terms and Conditions should become invalid, the remaining conditions will continue to be valid and apply. These Terms and Conditions apply to all event participants (attendees, speakers, sponsors, exhibitors).

 

 

 

Special Thanks

ASCLS-MO would like to extend a special thank you to Gartner, IEEE, and Royal Media Group for their inspiration and ideas regarding what to add to a conference and events terms and conditions.

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