Conference Attendee Terms & Conditions
These terms and conditions, plus any additions and amendments thereto, that may hereafter be established by the Association of Writers & Writing Programs to help ensure the general success and wellbeing of the Conference and/or any person(s) affiliated therewith (collectively the "Terms and Conditions"), form the essential terms and conditions for attendance at or participation in any of the Association of Writers & Writing Programs' conferences, programs, classes or courses. These Terms and Conditions are binding upon and apply to each and every individual registering, attending, or otherwise participating in a Association of Writers & Writing Programs conference, including without limitation all attendees, delegates, accompanying individuals or guests, students, media representatives, speakers, or exhibitors (hereinafter referred to as "Attendee", "Registrant", "you" or "your"). You must comply with these Terms and Conditions regardless of whether you have received a formal registration. The Association of Writers & Writing Programs is hereinafter referred to as "AWP" and the AWP conferences are hereinafter referred to as "Conference" in the singular and "Conferences" in the plural.
All registration purchases are FINAL and NONREFUNDABLE, therefore, AWP advises attendees to wait until they are certain of their in-person attendance to purchase registration
Registration Transfer Policy for Conference.
A paid-in-full Conference registration may be transferred to another individual provided the following criteria is met (i) the individual receiving the transferred registration is not already registered for the same Conference, and (ii) the transferred registration is used for the same Conference, and (iii) the individual receiving the transfer qualifies for the type of registration being transferred. For example, a student registration can only be transferred to another student for the same Conference. For more information about registration transfers, please contact firstname.lastname@example.org.The early-bird registration period has been extended to accommodate those who need more time to decide on their in-person attendance.
Attendee agrees to abide by all fire, safety, and health regulations of the local, city, state, hotels, and convention centers where the Conference is held. Attendee must comply with all applicable federal, state, and local ordinances, including but not limited to COVID-19 health & safety precautions.. Further, Attendees shall not violate the Terms and Conditions including AWP policies and procedures, and/or behave in any unlawful, unsafe, inappropriate or careless manner while attending or participating in the Conference. Attendee acknowledges and agrees that a violation of laws and regulations or the Terms and Conditions may, subject solely to the decision and determination of AWP, result in the attendee being immediately removed from the Conference and barred from returning to the Conference, and forfeit any right to receive a refund of the attendee’s registration fee or any other fees paid to attend or participant in the Conference, and/or disqualified from attending or participating in any future AWP's Conferences.
Unlawful violations may be reported to the appropriate authorities. If you witness a crime or have an emergency that requires the police, please call 911.
Conduct at Conference.
You are expected to behave in a considerate, respectful, and collaborative manner towards all individuals participating in, or providing services, for the Conference or Conferences you participate in. As such, you shall refrain from unlawful, demeaning, discriminatory, or harassing behavior and speech, and be mindful of your surroundings and of your fellow participants. Please alert the Conference's onsite management if you notice a dangerous situation or someone in distress.
AWP is dedicated to making our Conferences as inclusive as possible for all of our members, attendees, sponsors, partners, vendors, guests and all others in attendance at our Conferences, regardless of a person's race, religion, sexual orientation, disability, physical appearance, gender or gender identity, or otherwise. AWP is committed to providing a safe and harassment free environment at all of our Conferences that are free of fear, intimidation, or ridicule, and, taking appropriate steps to create Conferences that are safe, enjoyable and productive for all individuals participating in our Conferences. To achieve these goals, AWP does not and will not tolerate harassment of, or hostile behavior towards, any Conference participant or attendee in any form or manner whatsoever. If AWP's management's or leadership's, in its sole discretion, finds that you have engaged in any harassing behavior at the Conference you attend, or in violation of these Terms and Conditions, then, you may, at AWP's management's or leadership's sole discretion, be expelled from such Conference with no refund of your paid registration fees and any other fees you paid to participate in the Conference, and/or disqualified from attending or participating in any future AWP's Conferences.
Attendee understands that some Conference events may contain sexual or adult content, graphic images or context, adult or offensive language and/or discuss controversial or mature themes or materials. This content may not be suitable for all attendees or participants. The views and opinions expressed at the Conference may not necessarily reflect or be the views of AWP’s staff, Board of Directors, or members or guests.
AWP is committed to making all reasonable arrangements that will allow members of the Association of Writers and Writing Programs to attend or participate in Conference events. All meeting rooms at the Conference are wheelchair accessible and have seats in the first row marked as reserved for individuals with accessibility needs. Attendees who require onsite assistance during the Conference should request it from personnel at AWP’s “Accessibility Services” desk in the registration area. For complete details and information, please visit the Accessibility Services page on the AWP website.
AWP has designated all Conference venues as weapons-free zones, meaning carrying weapons while at the Conference facilities, including but not limited to the convention centers, participating hotels or any other venues used for the Conference, is strictly prohibited. Weapons include loaded or unloaded firearms, explosives, knives or bludgeons, or any other instrument capable of producing serious bodily harm or injury. Any Violation of this policy means the individual possessing a weapon will be trespassing on privately licensed property and would cause immediate removal from all Conference related events and premises and forfeit any right to receive a refund of the attendee’s registration fee or any other fees paid to attend or participant in the Conference, and/or disqualified from attending or participating in any future AWP's Conferences.
Alcohol & Drugs.
AWP supports and enforces all laws of the state and municipality where the Conference is held in all matters concerning alcohol and other controlled substances. It is considered unlawful to furnish or give any liquor, malt, or brewed beverages to minors, visibly intoxicated persons, habitual drunkards, or those prone to intemperate habits. It is also illegal for minors to purchase or possess alcohol and to be visibly intoxicated. All medically unsupervised possession of controlled substances is prohibited. The manufacture, delivery, sale, and possession of an illegal substance could result in legal action.
Smoking is not permitted in the meeting rooms. Smoking is permitted in designated areas only.
Lost Registration Badge.
Attendee’s registration badge must be worn and visible at all times during the Conference. Access to the Conference facilities will not be granted to those without proper credentials. If an Attendee loses, misplaces, or forgets his or her registration, a replacement fee of $50.00 will be charged for the creation of a new one. Once the new registration is released to Attendee, the lost registration will become invalid.
Modification of the Conference Program.
The published copy of the Conference program is an indication only and subject to change at AWP's sole discretion.
AWP reserves the right to modify the Conference program at any time as AWP deems appropriate under the circumstances.
Registration, Hotel, & Travel Accommodations.
Registration includes admission to AWP’s bookfair, meetings, panels, readings, and public receptions for the duration of the Conference period. Meals, lodging, and travel are not included. Hotel accommodations are subject to availability and will be allocated on a first-come, first-served basis.
Digital & Other Recordings at Conference.
Professional photographs, audio, and video will be captured before and during the Conference. By registering for a Conference, you, Attendee, acknowledge film, video, recording and photographs are being taken at the Conference. By you attending a Conference and your presence at such Conference, you give unqualified consent to AWP and its agents to record, use and publicize your voice, actions, likeness, and appearance, (collectively "Recording") in any manner and media, without compensation or obligation to you or your heirs and assigns; and (ii) AWP will retain the exclusive right, title and interest (including all worldwide copyrights) to any such Recordings, free of any claims by you or any other person deriving any rights or interest from you. Uses of Records may include, but are not limited to, e-broadcasting on AWP’s YouTube Channel, educational initiatives, post-conference reporting, and AWP’s podcast series.
Speakers/Presenters provide consent for AWP to record presentations in audio and/or visual form and grant AWP a royalty-free license to use, reproduce, and distribute the recordings and accompanying materials.
Speakers/Presenters also understand that while they retain the rights to their presentation materials (handouts, slides, etc.) and the content of the presentation, AWP is the sole copyright owner of any recording and can distribute it, along with any supporting materials in any way, with the appropriate attribution of the speakers.
Copyright & Trademark Permissions.
Speakers, presenters and panelists) agree, that their presentations or participation in the Conference does not violate any proprietary or personal rights of others (including any copyright, trademark, and privacy rights), are factually accurate, and contain nothing defamatory or otherwise unlawful. Speakers, presenters and panelists have full authority to enter into this agreement and have obtained all necessary permissions or licenses from any individuals or organizations whose material is included or used in a presentation. Speakers, presenters and panelists warrant their materials are original or properly licensed and agree to defend and indemnify potential copyright infringement claims. Speakers, presenters and panelists additionally grant a non-exclusive, royalty free license to AWP to all provided content.
Photography or Recording Usage by Attendees.
AWP appreciates all coverage of the Conference. Photography, screenshots audio recordings, and video recordings are not permitted without the prior written consent of AWP. All requests for press passes must be made in advance of the Conference to email@example.com. Passes may be available at the AWP Help Desk based on need and availability. Press credentials are required for the issuance of a press pass, and AWP requires that a copy of all published material be submitted to firstname.lastname@example.org.
AWP Data Privacy Statement.
By registering for an AWP Conference, you agree to allow AWP and its subsidiaries, Conference suppliers and vendors, to use your personal information in registration and other Conference related production services, and notification of activities related to the Conference.
AWP does not sell, trade or rent your personal information to others
If, AWP is prevented from or unable to carry out its obligations as it pertains to the Conference you registered for as a result of any cause beyond its control, or such Conference cannot be held or does not occur due to acts of God, strikes, labor disputes, government requisitions, restrictions or regulations on travel, hotel or facility availability, commodities or supplies, war or apparent act of war, terrorism, hurricane or other extreme and severe weather conditions, disaster, civil disorder, epidemic or pandemic, curtailment or restriction on transportation facilities, or any other comparable calamity, casualty or condition (collectively a “Force Majeure”) AWP shall, upon written notice, have the right to immediately terminate the affected Conference without liability and shall be relieved of its obligations to Attendee.
If the affected Conference is terminated due to a Force Majeure occurrence before the first day of the Conference, then AWP will reschedule the affected Conference, if and as practical under the circumstances, and your registration fee will be applied to the rescheduled Conference. If you are unable to attend the rescheduled Conference, then you may transfer registration fee you paid, upon written notification to AWP's management, towards another Conference. AWP reserves the right, at its discretion, to approve or deny such registration fee transfer requests. If there is a difference in the registration fees between the affected Conference and the alternative Conference, the difference in the registration fees will be charged or refunded, as applicable, on the credit you used to register for the affected Conference.
No Cash refunds will be provided under any circumstances. Refunds may take up to 30 days to process.
Cancellation of Conference.
In the event that the Conference cannot be held or is postponed due to events beyond the reasonable control of AWP, AWP shall not be liable to the Attendee or others for any damages, harm, costs, or losses incurred, including but not limited to transportation costs, accommodations costs, travel expenses, out of pocket costs, or financial losses or harm.
Virtual Conference Information.
All in-person registrations include virtual conference access. Separate virtual-only registrations are also available. Access to the virtual conference platform is protected by Attendee’s unique registration information and/or passwords. Attendee agrees not to share their confidential login information with any other party.
Refund Policy for Bookfair Exhibit & Performance Space.
Bookfair exhibit and performance space is nonrefundable. This includes booth and table exhibits, as well as the bookfair stage space. Please see the Bookfair Exhibitor Agreement for complete details about bookfair-specific refunds and cancellations, or contact email@example.com.
Limitation of Liability/Liability Waiver.
AS A CONDITION OF YOUR ATTENDANCE AT OR PARTICIPATION IN THE CONFERENCE, YOU, ATTENDEE, EXPRESSLY ASSUME ALL RESPONSIBILITY, LIABILITY AND RISK ASSOCIATED WITH, RESULTING FROM OR ARISING IN CONNECTION WITH YOUR ATTENDANCE OR PARTICIPATION AT THE CONFERENCE, INCLUDING, BUT NOT LIMITED TO, PERSONAL INJURY, DISABILITY, ILLNESS, DEATH, DAMAGE, LOSS, CLAIM, LIABILITY, OR EXPENSE OF ANY KIND THAT ATTENDEE MAY EXPERIENCE OR INCUR IN CONNECTION WITH ATTENDING OR PARTICIPATING IN THE CONFERENCE. FURTHER, ATTENDEE HEREBY RELEASES, COVENANTS NOT TO SUE, DISCHARGES, AND HOLDS HARMLESS AWP, THE CONFERENCE, ITS EMPLOYEES, AGENTS, AND REPRESENTATIVES, OF AND FROM ANY SUCH CLAIMS, INCLUDING ALL LIABILITIES, CLAIMS, ACTIONS, DAMAGES, COSTS, OR EXPENSES OF ANY KIND ARISING OUT OF OR RELATING THERETO.
ADDITIONALLY, YOU, ATTENDEE, AGREE THAT IN NO EVENT WILL AWP, OR ITS OWNERS, DIRECTORS, OFFICERS, EMPLOYEES, AGENTS AND REPRESENTATIVES BE LIABLE FOR ANY CONSEQUENTIAL, INDIRECT, SPECIAL, PUNITIVE OR INCIDENTAL DAMAGES OF ANY NATURE OR FOR ANY REASON WHATSOEVER WHETHER OR NOT APPRISED OF THE POSSIBILITY OF ANY SUCH LOST PROFITS OR DAMAGES. FURTHER, YOU EXPRESSLY ACKNOWLEDGE AND AGREE THAT TO THE MAXIMUM EXTENT PROVIDED UNDER APPLICABLE LAW, AWP'S MAXIMUM LIABILITY TO YOU IN ANY WAY RELATED TO, IN CONJUNCTION WITH OR ARISING FROM YOUR ATTENDANCE AT THE CONFERENCE, OR JUDICIAL DETERMINATION OF AWP'S WRONGFUL CANCELLATION OF THE CONFERENCE WILL BE LIMITED SOLELY TO THE RETURN OF ALL OF ANY REGISTRATION FEE PREVIOUSLY PAID TO AWP BY YOU FOR THE RELEVANT CONFERENCE.
Specifically relating to the global COVID-19 pandemic, Attendee acknowledges the highly contagious nature of COVID-19 and voluntarily assumes the risk of exposure or infection by attending the Conference, and that such exposure or infection may result in personal injury, illness, disability, and/or death to Attendee. Attendee understands the risk of becoming exposed to or infected by COVID-19 at the Conference may result from the actions, omissions, or negligence of others who may attend the event or their families, colleagues, or others with whom they may have contact. Accordingly, Attendee understands and agrees that this release includes any claims based on the actions, omissions or negligence of the AWP, its employees, agents, and representatives, whether a COVID-19 infection occurs before, during, or after participation in the Conference.
To the extent permitted by law, the Attendee agrees to protect, indemnify, defend, and hold harmless AWP, the hotel(s) and convention centers where the Conference is being held, 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 Terms 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.
The headings of the various sections of these Terms and Condition are inserted for convenience of reference only. If any one or more of the provisions contained in these Terms and Condition will, for any reason, be held to be unenforceable in any respect by a court of competent jurisdiction, such unenforceability will have no affect on any other provision of these Terms and Conditions, and these Terms and Conditions will be construed as if such unenforceable provision had never been contained in it. These Terms and Conditions will be governed by and construed in accordance with the laws applicable to the state of Virginia without regard to its conflicts of law provisions. Any controversy, claim or dispute arising out of or relating to these Terms and Conditions will be settled through an action brought in any court of competent jurisdiction in Norfolk, Virginia to the exclusion of any others.
Acknowledgement and Acceptance of Terms and Conditions.
As a condition of your attendance at the Conference, you, Attendee, acknowledge and agree you have read and fully understand the Terms and Conditions, as set forth above. By acknowledging your acceptance of these Terms and Conditions, below, you knowingly, voluntarily, and without duress, hereby agree to be bound and abide by the Terms and Condition for the Conference or Conferences you participant in.