Attendee Rules & Conditions

The following Rules and Conditions apply to WASWUG Attendees. As a registered Attendee of WASWUG, in person or virtually, you agree to these Rules and Conditions.


COVID-19 REQUIREMENTS
In accordance with current Washington State and King County mask mandates, masks will be required at all times during conference activities except while consuming a meal. Masks must cover nose and mouth. See State and/or King County websites for more information.

Based on current State and/or County requirements, conference participants must provide proof of full COVID-19 vaccination, or a negative COVID-19 test taken no more than 72 hours prior to arrival at the conference facility (no earlier than 03/03/2022).

See Safety Protocols for more detailed and up-to-date information.

For in-person Attendees: Failure to comply with providing proof of COVID-19 vaccination or COVID-19 negative test results, will result in exclusion from attending the conference. In the event of noncompliance, no portion of any payments shall be refunded.

NAME BADGE
WASWUG name badges and the provided lanyard must be worn at all times by in-person attendees, exhibitors, sponsors, and event staff during the conference. Name badges may be picked up only by the attendee, exhibitor, sponsor, or event staff as a requirement of the check-in process. Sharing badges is not permitted. Access to the conference facilities will not be granted to those without proper credentials.

A WASWUG conference badge allows an attendee entry to the overall conference, but cannot guarantee admission to every session or meeting area, which is subject to venue capacity and other requirements.

CANCELLATION POLICY
If circumstances change and you are unable to provide a substitute to participate in either an in-person or virtual WASWUG event, refunds will be honored for cancellations received via email, fax, or mail by February 4, 2022. A $75 administrative processing fee will be assessed for all cancellations received prior to February 4, 2022. In lieu of cancellation, substitutions will be accepted through Friday, February 25, 2022. No refunds will be offered after February 4, 2022. Contact WSIPC with questions.

Attendees acknowledge that they will be held fiscally responsible for the Attendee Cancellation Policy.

FORCE MAJEURE
WSIPC shall not be liable for delays or any failure to perform, due to events beyond its reasonable control. Such delays include, but are not limited to, acts of God; governmental actions, acts, orders, or regulation; pandemic; fire; explosion; flood, hurricanes, earthquakes, or other natural catastrophe; strikes; or labor difficulties. Any such excuse for delay shall last only as long as the event remains beyond the reasonable control of the delayed party. WSIPC has the right to postpone, reschedule, or cancel the event. WSIPC will notify the Attendee promptly upon the occurrence of any such event. Registrations may be cancelled for any one or more of such reasons by written notice from WSIPC to Attendees without liability on the part of WSIPC.

ACCEPTABLE USE AND CONDUCT
It is WSIPC’s policy that all employees, volunteers, attendees, exhibitors, sponsors and any other participants are entitled to respectful treatment. Any form of abusive and unwanted communication; bullying; discrimination; or harassment, sexual or otherwise, is unacceptable and will not be tolerated. This policy applies to all aspects of the WASWUG event, both in-person and the virtual platform.

While WSIPC cannot guarantee a safe space, it is committed to providing a harassment-free and discrimination-free experience for everyone at our events, an experience that embraces the richness of diversity where participants may exchange ideas, learn, network, and socialize in the company of colleagues in an environment of mutual respect. 

Attendee agrees to abide by all fire, safety, and health regulations of the local, city, state, conference hotels, and the location where WASWUG is being held. Attendee must comply with all applicable federal, state, and local ordinances, and WASWUG policies and procedures as set forth below. Attendees who violate such rules and/or who behave in an unsafe or careless manner while attending WASWUG may be asked to leave immediately. The Attendee acknowledges that such violations may result in the Attendee being removed from WASWUG and barred from returning without refund of the Attendee’s registration fee. The Attendee likewise acknowledges and agrees that all attendees of WASWUG have the right to enjoy the conference equally.

The virtual Attendee likewise acknowledges that if they engage in prohibited behavior or violate these access and use restrictions, WSIPC reserves the right to take any action WSIPC deems appropriate, including immediately revoking access privileges to the WASWUG Event, without warning or refund. 

Unauthorized spamming, with the exception of personal, one-on-one communications through the WASWUG OnAIR platform, is prohibited. Exhibitors and Sponsors with scheduled conference breakout sessions may be provided contact information of Attendees who participate in their scheduled virtual session. This information will be used for follow-up communication only, and may not be sold or transferred to any other party. Exhibitors and Sponsors must provide an opportunity for Attendees to opt-out or unsubscribe from further communication. If WSIPC determines that an Exhibitor or Sponsor is using Attendee contact information for unauthorized use, the Exhibitor or Sponsor will be removed from future event participation. If you would like to opt-out of sharing your contact information with WASWUG Exhibitors or Sponsors, contact WSIPC.

In the event that WASWUG cannot be held, or is postponed or rescheduled due to events beyond the control of WSIPC, WSIPC shall refund Attendee registration fees, but shall not be liable to the Attendee for any damages, costs, or losses incurred, such as transportation costs, accommodations costs, or financial losses.

ACCESSIBILITY SERVICES
WSIPC is committed to making all reasonable arrangements that will allow Attendees to participate in WASWUG events. If you require specific aids or services, pursuant to the Americans with Disabilities Act, contact WSIPC at least two weeks in advance of the conference so that we may assist you in making arrangements that will allow you to fully participate in the conference.

ACCESS TO RECORDINGS AND SESSIONS
You must be individually registered for this event to be granted access to conference content and sessions. Each registered Attendee must have a unique email address that identifies them as a registered Attendee, and access is limited to that Attendee only. URLs associated with an Attendee’s registration cannot be shared with others.

CONTENT
The Attendee understands that some conference events may contain adult language and/or discuss mature themes. This content may not be suitable for all Attendees. The views and opinions expressed at the conference may not necessarily reflect the views of WSIPC staff, the WSIPC Board of Directors, or WSIPC Cooperative members.

WSIPC reserves the right to modify the program, which is published as an indication only.

PUBLICITY & IDENTIFICATION
The Attendee shall not release for publication any content, document, report, or other material of any nature produced at WASWUG without the prior written approval of WSIPC. The Attendee shall not, without WSIPC’s prior written consent, make use of any trade name, trademark, service mark, insignia, or logo of WSIPC.

USE OF MULTIMEDIA
Professional photographs, audio, and video will be captured during the conference. Attendees hereby grant WSIPC and its representatives, permission to photograph and/or record them while participating in the conference, and to distribute (both now and in the future) the Attendee's image and/or voice in photographs, videotapes, electronic reproductions, audiotapes of such events and activities, and written comments in Discussion Forums. 

WSIPC leverages social media to post real-time WASWUG photos and videos to its social media feeds, and displays select submissions from those feeds on screens throughout the WASWUG website/app. Attendees are encouraged to capture their conference experiences in the permitted areas of the conference app and to post their own social content from WASWUG (text, photos, audio, video, streaming, etc.), provided it does not defame other Attendees or Exhibitors or infringe on copyrighted WSIPC branding and content. WSIPC will determine, in its sole discretion, which posted content will be displayed on the screens at WASWUG.

By participating in WASWUG, you acknowledge, grant permission, and agree as follows: (a) WSIPC may edit and use the footage it captures at WASWUG for marketing and promotional activities and for any other lawful purpose in the ordinary course of its business, and (b) WSIPC disclaims all liability for the capture of your image by Attendees in any multimedia format at the conference.

PERSONAL DATA
The protection of your data and the observance of your right of informational
self-determination about the collection, processing, and use of your personal data are important to us. WSIPC, or a third party designated by WSIPC, will collect and store all personal data for the preparation and execution of the WASWUG Event. In accordance with data protection and other applicable laws, sensitive data will be deleted after the conference, whereas personal data, payment history, and correspondence will be stored for the period prescribed by law. Your data will not be sold to third parties without your express permission.

To learn how your personal COVID-19 vaccination data or negative test results are handled, visit www.sharemy.health/.

INDEMNITY
To the extent permitted by law, the Attendee agrees to protect, indemnify, defend, and hold harmless WSIPC, and their respective employees, officers, directors, and agents, against all claims; losses, or damages to persons or property; governmental charges or fines; and costs (including reasonable attorney's fees) arising out of or connected to the actions or failure to act in accordance with the Rules and Conditions by the Attendee, its employees, officers, directors, or agents, except those claims arising out of the other party's gross negligence or willful misconduct.

If there is a determination that any part of the Rules and Conditions is ineffective or impracticable, then the validity of the remaining Rules and Conditions shall not in any way be affected or impaired.

* Approval for both the Rules and Conditions and our Safety Protocols will be made during the registration process for those joining us for the in-person conference.