Attendee Terms & Conditions

By receiving a registration to attend the annual Association of Writers & Writing Programs (“AWP”) Conference & Bookfair (the “Conference”), the holder of the registration (the “Attendee”) automatically agrees to the terms and conditions set forth below (the “Terms and Conditions”). These Terms and Conditions apply to each attendee registered for the Conference. Any person, delegate, accompanying person, student, media representative, speaker, or exhibitor who is present at the conference is considered an attendee.

AWP reserves the right to render, in its sole and absolute discretion, all interpretations and decisions in connection with the Terms and Conditions and to establish further regulations binding upon Attendee as may be deemed necessary to the general success and well-being of the Conference and/or any person(s) affiliated therewith. AWP’s decisions and interpretations shall be final in all cases.

Rules, Regulations & Attendee Conduct. Attendee agrees to abide by all fire, safety, and health regulations of the local, city, state, conference hotels, and convention centers where the conference is held. Attendee must comply with all applicable federal, state, local and ordinances, as well as AWP policies and procedures as set forth below. Participants in violation of such rules and/or who behave in an unsafe or careless manner while attending the conference may be asked to leave immediately and will be held responsible for their actions. Attendee acknowledges that such violations may result in the attendee being removed from the Conference and barred from returning without refund of the Attendee’s registration fee. Attendee likewise acknowledges and agrees that all attendees of the conference have the right to enjoy the conference equally. Disruptive behavior that interferes with the conduct of reasonable business at the Conference, or any other attendee’s safety or comfort, may result in the attendee being removed from the Conference and barred from returning without refund of the Attendee’s registration fee.

Indemnity. To the extent permitted by law, the Attendee agrees to protect, indemnify, defend, and hold harmless AWP, the Conference 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 Attendee, its employees, officers, directors, or agents, except those claims arising out of the other party's gross negligence or willful misconduct.

Access Guidelines. AWP is committed to making all reasonable arrangements that will allow members of the association to participate in conference events. All rooms at the conference are wheelchair accessible. The first row of seating in meeting rooms is reserved for individuals with special needs. In order to help us better prepare, special services, equipment, or accommodations should be requested in advance of the conference. Please submit your request to events@awpwriter.org by Friday, January 30, 2015. Attendees who require special onsite assistance during the conference should request it from personnel at AWP’s Help Desk.

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. 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 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 name badge, a replacement fee of $50.00 will be charged for the creation of a new registration badge. Once the new registration badge is released to the Attendee, the lost badge will become invalid.

Modification of the Conference Program. AWP reserves the right to modify the program, which is published as an indication only.

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.

Salvatory Clause. If there is a determination that any part of the Terms and Conditions is ineffective or impracticable, then the validity of the Terms and Conditions remaining is not impaired.

Photography & Filming. Professional photographs, audio, and video will be captured during the conference. Attendees hereby grant AWP and its representatives permission to photograph and/or record them at the conference, and distribute (both now and in the future) the attendee's image or voice in photographs, videotapes, electronic reproductions, and audiotapes of such events and activities. 

Photography or Recording Usage by Attendees. AWP appreciates all coverage of the Conference. Photography, 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 conference@awpwriter.org. 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 conference@awpwriter.org.

Force Majeure. Attendance at the Conference is subject to acts of God, government authority, disaster, or other emergencies, any of which make it illegal or impossible for AWP, the Conference hotel(s), or convention centers to provide the facilities and/or services for the Conference, or make it illegal or impossible for the Attendee to utilize the hotels or convention centers for the Conference. A registration may be cancelled for any one or more of such reasons by written notice from AWP to the Attendee without liability on the part of AWP.

Cancellation. In the event the Conference cannot be held or is postponed due to events beyond the control of AWP, AWP shall not be liable to Attendee for any damages, costs, or losses incurred, such as transportation costs, accommodations costs, or financial losses. Under such circumstances, an Attendee may choose to have their registration fee refunded in full.