Event Terms and Conditions

Event Terms and Conditions

Anita Borg Institute for Women and Technology (“AnitaB.org”) reserves the right to change these and any event-related policies from time to time with or without notice. Any changes will be made with the utmost care for the purpose of creating a fair and enjoyable event experience. Such changes will be effective immediately upon publication.
These Event Terms and Conditions (the “Event Terms”) apply to all events hosted by or in conjunction with AnitaB.org, including, but not limited to, Grace Hopper Celebration India  (“GHCI”) India, international, or otherwise, virtual events, membership platform engagement and events, in person events, career training or advancement events, and local community events (collectively and individually, “Event(s)”). As a condition of registration and participation in any Event, attendees, sponsors, volunteers, speakers, organizers, venue staff, media, exhibitors, vendors and other guests (“Attendee,” or “you”) are required to acknowledge and accept these Event Terms. Attendees are also expected to be respectful to other Attendees, event staff, and to abide by the Code of Conduct which is incorporated herein by reference.

Registration and Payment

All Attendees must follow registration procedures to attend the Event. Individuals with incomplete registrations will not be able to attend the Event. Except as otherwise described in these Event Terms, registration payment is non-refundable regardless of the reason for cancellation, withdrawal, forfeiture, revocation, or termination of registration. All sales are final. Registrations are non-transferrable, non-refundable, and non-exchangeable and void if altered. Attendee registration (to an Event or any portion thereof including interview time slots, session reservations, etc.) cannot be resold under any circumstances. Only the person named on the attendee badge is permitted to wear, use, or otherwise avail themselves to the access granted with a valid registration. Your badge and registration will be immediately terminated without refund, compensation, or liability if someone other than you is found to be using it or you are found to be in violation of any of these Event Terms.

Granting Participant Registration and Admission

AnitaB.org or the officially designated event management (together and individually, “Event Staff”), in their sole discretion, reserve the right to accept or decline an individual’s registration. Further, Event Staff reserve the right to prohibit entry or remove any Attendee or other individual, whether registered or not, whose conduct, in the sole opinion of Event Staff is not in keeping with the Code of Conduct, these Event Terms or the character and purpose of the Event. Without limiting the foregoing, Event Staff reserve the right to remove or refuse entry to any Attendee who has registered or gained access under false pretences or provided false information. Attendees are expected to answer registration questions truthfully and might be asked to verify their identity during registration through a third-party ID verification service. If Event Staff determines that any information provided at the time of registration is false or misleading, your registration will be immediately revoked without liability, refund, or compensation. Unauthorized solicitation anywhere at the Event (both virtually or in-person) is prohibited, and may be grounds for removal. All persons, bags, parcels, clothing and other items may be subject to screening/security checks. Event Staff reserve the right not to allow any bag, parcel or other item and to deal with any unattended object, bag or luggage in such way as Event Staff consider appropriate.

Identification

To verify registered Attendees at in-person events, Event Staff might ask Attendees to present a government-issued photo ID and student ID (if applicable) at registration to collect Event entry materials and/or at any time throughout the Event. When you check in at registration, you will receive a badge. If you lose your badge, it may be replaced for a fee after your lost badge has been deactivated. You must wear your badge at all times during the Event. Individuals are not allowed to pick up badges for Attendees other than themselves, unless Event Staff give approval in advance of the Event. Attendees may not have another individual participate in their place at any Event-related activity without Event Staff prior approval. Only the person whose name is on the badge is entitled to wear such badge. Event Participants may be asked to provide identification in order to verify that their identification matches that on the badge. Any Event Participant wearing another person’s badge will be removed from the Event immediately without refund, liability, or compensation.
Each badge is equipped with a code that can be scanned by Event Staff and/or sponsors throughout the Event. Event Staff may require you to scan your badge for certain activities. Any data sharing will be in compliance with our Privacy Policy. You will be notified if attending a session or event means your data will be shared with a sponsor or someone other than AnitaB.org and/or its subprocessor(s). By allowing parties other than Event Staff to scan your badge or by attending certain Events or sessions, you grant Event Staff permission to share your information in accordance with our Privacy Policy. If you do not wish to share your information, do not allow anyone other than Event Staff to scan your badge or do not attend an Event or session where notice has informed you of such data sharing.

Access to GHCI

All Event sessions and networking events require a valid event badge for admission (for in person activities) or the same email address that originally registered for the Event (for virtual activities). Persons under the age of 18 are not allowed at any Event.
Notwithstanding anything to the contrary in these Event Terms, AnitaB.org reserves the right to, at its discretion, offer the Event in a virtual manner and modify the Event offering(s) accordingly.

Capture and Use of Images and Recordings by Event Staff

You hereby: (A) grant full permission to Event Staff to capture your image or likeness by any audio and/or visual recording technique (including electronic/digital photographs or videos) during the Event, and to store, use, reproduce and create derivative works of these images and recordings (including, but not limited to, for resizing, color correction or digital reformatting) in any media now known or later developed, including for any marketing or other promotional purpose; (B) waive any right to inspect or approve the use of the images or recordings; (C) waive any right to royalties or other compensation arising from or related to the use of the images or recordings; and (D) release, defend, indemnify and hold harmless Event Staff from and against any claims, damages or liability arising from or related to the use of the images or recordings, including but not limited to claims of defamation, invasion of privacy or rights of publicity or copyright infringement, or any misuse, distortion, blurring, alteration, optical illusion or use in composite form that may occur or be produced in taking, processing, reduction or production of the finished product, or its publication or distribution. It is the intention of AnitaB.org that any derivative works will continue to accurately reflect the character and spirit of the event and your participation in the event.

Personal Data Privacy

AnitaB.org adheres to its Privacy Policy that can be found at https://anitab.org/privacy-policy/. Please read this policy carefully. AnitaB.org does not share personal data about Event Attendees provided during the registration process with sponsors or other attendees unless: (1) you specifically opt in to such sharing via an event registration form; (2) you attend an AnitaB.org event and allow AnitaB.org or any of its designees to scan your attendee badge; (3) you allow another attendee, sponsor, vendor, or other third party to scan your badge ; (4) you attend an AnitaB.org event where a data sharing disclaimer has been supplied prior to the event and you choose to proceed with entering into the event or session; or (5) the sharing of Event Attendee data is needed to be shared for a legitimate business purpose. If you do not wish for your information to be shared in this manner, you may choose not to have your badge scanned at sponsor booths or events. If you choose to share your information in the manners described above, your information will be subject to the business partners’ or sponsors’ respective privacy statements.
How AnitaB.org will use your personal data: We ask for a variety of demographic information during the registration process. The data collected is used strictly for our impact report and attendance reporting, and personal information is never shared except as described above. We also may use your contact information to send important updates related to the mission of AnitaB.org or to AnitaB.org events, including GHCI. If there is not an opt-out link included in the email, simply send an email to privacy@AnitaB.org to inform us of your wishes. AnitaB.org is not responsible for information that you disseminate to anyone other than Event Staff. Please exercise discretion before providing your name or contact information to anyone.
If your registration at the Event was through an employer, sponsor, or university, AnitaB.org reserves the right to notify the sponsoring entity: of your ejection from the Event, the reason for the ejection, and any accompanying details deemed relevant and associated with the unacceptable behavior and expulsion.

For in-person participants:

While it is mandatory that Event Staff scan your badge in order to gain access to Event sessions and networking activities, allowing Exhibitors at exhibit booths, vendors, sponsors and other attendees (for networking purposes) to scan your badge is optional. When you allow your badge to be scanned by anyone other than Event Staff, you are opting-in to receiving communication from them. AnitaB.org is not responsible for how your information is used by non-Event Staff and you will be subject to those entities respective privacy policies and must opt-out with them directly.

For Virtual participants:

AnitaB.org will inform you of any and all platforms and official Event meetings, sessions, presentations and other Event activities, or other means of participating in GHCI virtually. AnitaB.org is not responsible for your engagement outside of the official Virtual GHCI events and AnitaB.org is not responsible for how your information is used by non-Event Staff and you will be subject to those entities’ respective privacy policies and must opt-out with them directly. If you are concerned about links, invitations to share information, or other questions about Virtual GHCI, please contact Event Staff via GHCI@AnitaB.org.

Recordings by Participants

AnitaB.org does not permit any Audio Recording, Video Recording, Photography, screen capture, screen recording, livestreaming, or any other type of recording of any Event content including the name, likeness, or image of any Attendees and any Chat Dialogues taking place during Event. (See AnitaB.org No Recording Policy for definitions and other information). Attendees may not capture or use the materials presented in any meeting/session room or in session notes on display without written permission of AnitaB.org.

Unsecured Items

Personal belongings should not be left unattended in exhibit halls, meeting rooms, hotel meeting spaces, transportation vehicles (such as a shuttle bus) or public areas. Unattended items are subject to removal by security. Event Staff are not responsible for items left unattended, including any damage to or theft of your personal items.

Wireless Internet Service

AnitaB.org may provide wireless access (“Wi-Fi”) for Attendees during the event but cannot guarantee full coverage in all locations, at all times. Please be respectful of your time and usage so that all Attendees are able to access the Internet. Excessive usage (e.g., streaming video, gaming, multiple devices) reduces bandwidth and increases cost for AnitaB.org, therefore it is prohibited. Additionally, no routers may be attached to the network including network infrastructure devices (such as personal hotspot devices and wireless printers). Properly secure your computer before accessing the public wireless network. Failure to do so may allow unauthorized access to your laptop as well as potentially introduce viruses to your computer and/or presentation. Event Staff are not responsible for computer viruses, loss of data (including personal information) or other damage or injury as a result of any use of the Wi-Fi provided at the Event.

Mobile Phones and Related Devices

Mobile phones, tablets, laptops and any similar electronic devices should be silenced during Event sessions. Please exit the room before answering or beginning a phone conversation.

Food and Beverages

The designated caterers (“Caterer”) shall be the exclusive supplier of food, alcoholic and non-alcoholic beverages served at the Event. Attendees shall comply with all applicable local and state liquor laws. You agree not to request, proffer, or serve alcoholic beverages to any minors, or to any persons who, in the opinion of the Caterer or Event Staff, are intoxicated.

Smoking

For the health and consideration of all Attendees, smoking, including e-cigarettes, is not permitted at the Event.

Force Majeure

AnitaB.org will not be liable for any delay or failure to perform any obligation or conduct or execute the obligations as laid out in this Agreement where the delay or failure results from any cause beyond its reasonable control, including acts of God, epidemics, pandemics, viral outbreaks (including COVID-19), labor disputes, labor shortages, or other industrial disturbances, systemic electrical, telecommunications, or utility failures, earthquake, storms, or other elements of nature, blockages, embargoes, riots, acts or orders of government (including government-ordered shutdowns), acts of terrorism, cyber-attacks or war, or denial of any service, or other events, occurrences or causes beyond the control of AnitaB.org (each a “Force Majeure Event”).

Event Cancellation

If AnitaB.org should have to cancel the Event in its entirety for a reason other than a Force Majeure Event, registration fees processed will be refunded to registrants. Registrants will be responsible for cancellation of travel arrangements or housing reservations and the applicable fees.

Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY LAW, IN NO EVENT WILL ANITAB.ORG OR ITS VENDORS, DIRECTORS, OFFICERS, EMPLOYEES, CONTRACTORS, SUBCONTRACTORS, REPRESENTATIVES, SUCCESSORS, ASSIGNS,VOLUNTEERS, OR AGENTS (“PARTY ENTITIES”) BE LIABLE TO THE OTHER PARTY FOR ANY INDIRECT, INCIDENTAL, SPECIAL, RELIANCE, CONSEQUENTIAL, PUNITIVE DAMAGES, OR ANY DAMAGES FOR LOSS OF PROFITS, GOODWILL, REPUTATION, USE, DATA, OR OTHER INTANGIBLE LOSSES ARISING OUT OF OR RELATING TO THE EVENT, OR THESE TERMS, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), STATUTE OR ANY OTHER LEGAL THEORY, WHETHER OR NOT THE PARTY ENTITIES HAVE BEEN INFORMED OF THE POSSIBILITY OF SUCH DAMAGE.

No Warranty

Except as expressly set forth in these terms, AnitaB.org makes no representations or warranties with respect to the Event, AnitaB.org’s conduct or execution thereof, or any materials and hereby disclaims all other warranties, whether express, implied, statutory, or otherwise, including any warranties of merchantability, noninfringement, fitness for a particular purpose, satisfactory quality, and accuracy.

Hold Harmless

You agree to release, defend, indemnify, and hold harmless Party Entities from any and all claims, demands, and causes of action arising out of or relating to your participation in the Event and use of any associated facilities or hotels.

Viewpoints

Any viewpoints, ideas, recommendations, products, services, and opinions offered during the Event are solely those of person making the statement and do not necessarily reflect the position, policy or opinion of AnitaB.org and should not be construed as a recommendation or endorsement of the viewpoints, ideas, recommendations, products, services, and opinions by AnitaB.org. AnitaB.org shall not be liable for any claims arising out of or related to the viewpoints, ideas, recommendations, products, services, and opinions. Event Participants are encouraged to seek the guidance of trained professionals to address their individual situations.

Capacity Limits & Session Availability

Seating for any session during the Event is on a first-come, first-served basis up to the room’s maximum capacity as determined by the Venue’s fire marshal. Once capacity is reached, the session will be closed. No refunds or discounts will be offered for an attendee’s inability to attend a desired session. Please be mindful of communications from AnitaB.org and/or associated vendors prior to the Event so you are aware of potential reservation windows. Unless explicitly stated otherwise, registering for an event does not guarantee participation in specific sessions, including sessions scheduled by and/or with sponsors, including individual sponsor 1:1 meetings or sponsor group meetings.

Changes to Sessions/Speakers

AnitaB.org works diligently to verify participation of all speakers on the Event agenda; however, there are times when speakers have unexpected circumstances that impact their ability to present at the Event. In such circumstances, AnitaB.org makes its best effort to substitute speakers and/or replace sessions.

Environmental Stewardship

AnitaB.org is focused on providing events which are designed, organized and implemented in a way that minimize negative environmental impacts whenever possible. AnitaB.org’s Member Companies nationwide are doing their part in expanding their sustainability practices.

Unauthorized Solicitation and Distribution of Materials

Solicitation of business by anyone other than the exhibitors and suite holders is strictly prohibited. Solicitation of business in sessions and meetings is entirely prohibited. Distribution of flyers, pamphlets, notices and brochures in any Venue without the prior written consent of AnitaB.org is expressly prohibited.

Suitcasing and Outboarding

Suitcasing is a business practice in which unethical companies will gain access to an event by obtaining some type of event credential and then solicit business in the aisles or other public spaces used for the Event or in a hotel guest room or hospitality suite, or a restaurant. Any vendor who is observed to be soliciting business in the aisles or other public spaces or in another company’s booth will be asked to leave immediately. Please report any violations you may observe to AnitaB.org.
Outboarding is defined by the International Association of Exhibitions and Events (IAEE) as the creation of a concurrent event that is related to an existing exhibition or event but that is not sanctioned by the organizer and which seeks to benefit from the audience the organizer attracts. AnitaB.org considers outboarding to be unethical business conduct and works diligently to protect our exhibitors’ and sponsors’ investment in the event by taking a firm stance against outboarding. AnitaB.org encourages its exhibitors to host parties and special events to enhance the Event before and after show hours, but these activities should never be functions that compete against those who are making an additional investment in their brand at the Event.

Allergens and Food Safety

The serving and sampling of food and beverage during the Event is an essential component. As allergens may be present in any food and beverage, Event Participants are responsible to manage any food allergies during the Event by noting any meal restrictions during the registration process (if applicable) and monitoring onsite with catering staff. If you have a food allergy or dietary restriction, please note this in the registration form for the event if applicable Please note that AnitaB.org will use commercially reasonable efforts to accommodate food allergies, but for larger evets such as Grace Hopper Celebration India , it may be unavoidable, so it is the responsibility of the attendee to monitor and mitigate the allergy.

Weapons and Hazardous Items

The Event is a completely gun-free zone. Firearms, weapons (including weapon replicas), ammunition, dangerous or hazardous devices or substances, and illegal items are prohibited at the Event. Event Participants are required to adhere to Venue and Event policies regarding firearms as well as all federal, state and local laws regarding firearms. Event Participants acknowledge all bags are subject to search and metal wand screening.

Healthy and Safety

Travelling to and attending large scale events involves the risk of sickness, including sickness from COVID-19, the flu, and RSV. The responsibility for a healthy and safe event environment is shared by every Event Participant. Event Participants must adhere to and abide by health and safety protocols implemented for the Event including as they may be modified. Any Event Participant who is feeling unwell should not attend the Event. Event Participants may wear a face covering based upon personal preference. AnitaB.org actively monitors the health and safety guidance from the Center for Disease Control as well as state and local health departments and AnitaB.org reserves the right to adjust our policies as necessary.
By attending the Event, Event Participants acknowledge and agree the contagious nature of any communicable disease and voluntarily assume the risk that they may be exposed to or infected by any such communicable disease by attending the Event.

Accessibility for Persons with Disabilities

The Event is accessible to all participants. Any Event Participant who has questions or requires special accommodations or auxiliary aids related to a disability in order to participate in the Event should contact AnitaB.org at info@anitab.org and provide information regarding their needs and request for accommodation. We will make every effort to work with you to accommodate your needs in compliance with the Rights of Persons with Disabilities Act, 2016, and other applicable Indian laws.

Animals

Animals are not permitted at the Event except for service animals trained to do work or to perform a task geared to servicing the disabled.

Dress Code

The dress code at the Event is business casual.

Do No Harm

Event Participants may not engage in any conduct or take any action that is illegal or intended to reflect negatively on or harm the reputation or business interests of AnitaB.org, the Event and other Event Participants. Event Participants shall not harm, disturb, disrupt, or otherwise interfere with the Event or the Venue. Event Participants should immediately notify AnitaB.org of any knowledge of or reasonable suspicion of a violation of this policy.

Alcohol Consumption

Event Participants who consume alcoholic beverages must do so in a reasonable manner. Venues, exhibitors, and other hosts may refuse to serve alcoholic beverages at the Event to any Event Participant who appears intoxicated.
For further information, please contact us at GHCI@Anitab.org.
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Conclusion

Events or circumstances not covered in these Event Participant Terms and Conditions are expressly reserved to AnitaB.org for review and determination.