AIHce EXP Consent Clauses
ADMISSION TO CONFERENCE EVENTS: All participants at AIHce EXP 2023 must be officially registered and display the official conference badge credentials at all times to be admitted to conference functions. Badges are non-transferable.
LIABILITY: I acknowledge that I will be participating in AIHce EXP 2023 events and activities of my own free will and intention, and I am fully aware that possible physical injury to me or damage to my property might occur because of my travel to, participation in, and travel from these events and activities. By registering for this conference, for myself, my estate, and my heirs, I hereby release and discharge and agree to indemnify and forever hold harmless AIHA and its members, managers, officers, directors, agents, volunteers, representatives, and employees, from any and all causes of action and damage arising from or relating to my participation in AIHce, and any travel associated therewith, except to the extent caused solely by AIHA's gross negligence or intentional misconduct. I also agree not to allow any other individual to participate in my place (unless I notify AIHA of the need for a substitution for my conference registration in advance and such individual executes the registration form and any required agreements and releases, including, but not limited to, this release).
ASSUMPTION OF RISK AND RELEASE OF LIABILITY FOR COVID-19: I understand that, while AIHA has undertaken reasonable steps to lessen the risk of transmission of COVID-19 in connection with AIHce EXP, AIHA cannot guarantee that I will not become exposed to or infected with COVID-19. Further, because of the number of individuals involved in AIHce EXP and the fact that many infected individuals appear to be asymptomatic, attending this Event could increase my risk of being exposed to and/or contracting COVID-19. Furthermore, I will alert AIHA immediately if, within fourteen (14) days of AIHce EXP 2023, I fall into any of the following categories:
- Individuals who currently or within the past ten (10) days have experienced any symptoms associated with COVID-19, which include fever, cough, and shortness of breath among others; or
- Individuals who believe that they may have been exposed to a confirmed or suspected case of COVID-19 or have been diagnosed with COVID-19 within the last ten (10) days and are not yet cleared as non-contagious by state or local public health authorities or the health care team responsible for their treatment.
I voluntarily agree to assume all of the foregoing risks and accept sole responsibility for any consequence, including, but not limited to, personal injury, disability, and death, illness, damage, loss, claim, liability, or expense, of any kind, I may experience or incur in connection with traveling to or from, or attending or participating in AIHce EXP. I acknowledge and understand that I should not attend or participate in the Event unless I am medically able.
I voluntarily agree to comply with all safety requirements set forth by AIHA. My failure to comply with such safety requirements may result in loss of right to participate at or attend the Event, including, but not limited to, safe social/physical distancing and clean hygiene during the Event. I understand that refusal to adhere to these policies and requirements and abide by the precautions may result in denial of my entry to or immediate removal from AIHce EXP and cancellation of my registration, without receiving a refund, and that I will solely be liable for any damages and losses I may incur as a result therefrom, including, but not limited to, loss of conference fee and travel expenses.
USE OF PHOTOGRAPHIC AND VIDEO IMAGES: AIHA will build a photo, quote, and video library of AIHce EXP 2023 that AIHA may use for its internal and external purposes. By participating in AIHce, you grant AIHA the right to use your photograph for such purposes. If we interview you, and film and record your words, AIHA will seek your express permission. All photographs, recordings, and quotes shall become the property of AIHA and may be displayed, distributed, or used by AIHA for any such purpose, and in any media, whether print, electronic, or on the AIHA or AIHce websites, and without payment of any royalty to you.
DATA COLLECTION: AIHA uses a variety of tracking technologies to better understand how attendees spend time at the conference and associated activities, including use of a variety of technologies to track session and keynote attendance, as well as general activity at the Event. These technologies may be embedded in the Event badge or may utilize generalized approaches not requiring specific badge information. Data collected may be shared with attendees and/or exhibitors in aggregate; personal information is not shared. I acknowledge that by attending a sponsored event, my personal information may be shared with the sponsoring organization.
CODE OF CONDUCT IN VIRTUAL SESSIONS: I agree not to record, copy, or take screen shots of Q&A or any chat room activities taking place in the Virtual AIHce EXP environment.
AIHce EXP is a professional conference. AIHA reserves the right to take any action deemed necessary and appropriate, including immediate removal from the conference without warning or refund, in response to any incident of unacceptable behavior, and AIHA reserves the right to prohibit attendance at any future meeting. Examples of unacceptable behavior include, but are not limited to:
- Harassment, intimidation, or discrimination in any form
- Physical or verbal abuse of any attendee, speaker, volunteer, exhibitors, AIHA staff member, service provider, or other meeting guest
- Verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin, inappropriate use of nudity and/or sexual images in public spaces or in presentations, or threatening or stalking any attendee, speaker, volunteer, exhibitor, AIHA staff member, service provider, or other meeting guest
- Disruption of presentations at session, in the exhibit hall, or at other events organized by AIHA at the meeting venue, hotels, or other AIHA-contracted facilities
AIHA has zero-tolerance for any form of discrimination or harassment, including, but not limited to, sexual harassment by participants or staff at conferences. If you experience harassment or hear of any incidents of unacceptable behavior, AIHA asks that you inform Larry Sloan, CEO or Franky Spangler, Managing Director, Operations or 703-849-8888 so we can take the appropriate action. Click AIHA's Member Code of Conduct and Reporting Form for more information.
CANCELLATIONS/REFUNDS, TRANSFERS OF REGISTRATION TYPE, AND SUBSTITUTIONS: Requests for cancellations, refunds, transfers in registration type, and substitutions must be submitted in writing to AIHce EXP 2023. Phone calls will not be accepted.
Cancellations/Refund Requests: AIHce EXP Full Conference (in-person and virtual) refunds are subject to a $150 USD processing fee. One-Day (in-person and virtual), Expo Only (in-person), and all PDCs (in-person and virtual) are subject to a $75 USD processing fee each. Student refunds (in-person and virtual) are subject to a $25 USD processing fee.
- To receive a full refund (less processing fees), cancellations must be received on or before April 14, 2023 (5:00 p.m. ET).
- A 50 percent refund (less processing fees) will be processed if request is received between April 15 and May 3, 2023.
- No refunds will be processed for requests received on or after May 4, 2023 or for no shows.
AIHF Pin, Fun Run/Walk registrations, and donations are non-refundable.
Refunds will be issued approximately 2 weeks post-conference.
Transfer of Registration Type: We understand that your ability to attend AIHce EXP in-person or virtually may change after you register, so we have designed a flexible registration system to allow a switch from an in-person registration to a virtual one or vice versa. To switch your registration type, submit your request in writing via email. Note: Switching from in-person to virtual participation may require a change in your choice of PDCs or other activities, while switching from virtual to in-person will require selection of a hotel in the contracted block to receive the Stay and Save discount to maintain the rates paid.
Substitutions: Substitution of a registered AIHce EXP attendee by a business colleague will be accepted. A $50 processing fee will apply to all substitutions if notified in writing via email by May 3, 2023 (5:00 p.m. ET). The new registrant must be named in the written notification and must register before the original registrant is refunded. If the original registrant was registered as a member, the new registrant must also be a member or join membership upon registering or pay the balance due for a nonmember registration.
Beginning May 4, 2023, no substitutions will be allowed, and all requests will be treated as full cancellation or the original registration subject to the cancellation processing fees above. The new registrant must register as a new attendee to complete the registration and housing.
RATE ELIGIBILITY: You must be an individual member of AIHA with 2023 individual member dues fully paid to qualify for member registration rates. If you have not yet renewed or joined, please do so before beginning your AIHce EXP registration.