Conference Terms & Conditions

Any person, delegate, accompanying person, student, media representative, speaker, or vendor who is present at WOTACON 2018 (the “Conference”) automatically agrees to the terms and conditions set forth below (the “Terms and Conditions”). These Terms and Conditions apply to each person (the “Attendee”) regardless of whether they have received a formal registration.

WOTA 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 the Attendee as may be deemed necessary to the general success and wellbeing of the Conference and/or any person(s) affiliated therewith. WOTA’s decisions and interpretations shall be final in all cases.

Refund Policy for Conference Registrations. WOTA is a nonprofit, volunteer-driven organization. Our refund policy is not designed to be punitive, but rather to cover the cost of registrations and cancellations. A full refund minus a 10% service charge will be offered until 21 days prior to the event (September 21, 2018). From September 22 until October 1, we will offer a 75% refund. There will be no refunds after October 1, 2018. For more information about refunds, please contact conference@wota.org.

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, and local ordinances, as well as WOTA policies and procedures as set forth below. Participants who violate 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. The 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. The Attendee likewise acknowledges and agrees that all attendees of the Conference have the right to enjoy the Conference equally. Illegal or disruptive behavior that interferes with the conduct of reasonable business at the Conference, or any other attendee’s safety or comfort, including behavior that impedes or prevents accessibility services or requests, behavior that discriminates based on age, disability, race, ethnicity, gender, religion, political or institutional affiliation, or sexual orientation, and harassment of any kind, is strictly prohibited and may result in the Attendee being removed from the Conference and barred from returning without refund of the Attendee’s registration fee. Such violations may be reported to legal authorities. If you witness a crime or have an emergency that requires the police, please call 911.

Content Advisory. 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 WOTA’s staff, board of directors, or members.

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

Accessibility Services. WOTA is committed to making all reasonable arrangements that will allow members of the association to participate in Conference events. Attendees who require onsite assistance during the Conference should request it from personnel at the WOTA registration desk. 

Alcohol & Drugs. WOTA 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. The 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 registration, a replacement fee of up to $50.00 may be charged for the creation of a new one. Once the new registration is released to the Attendee, the lost registration will become invalid.

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

Registration, Hotel, & Travel Accommodations. Registration includes admission to the conference and official events only during 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 WOTA 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. WOTA appreciates all coverage of the Conference. Photography, audio recordings, and video recordings are not permitted without the prior written consent of WOTA. All requests for press passes must be made in advance of the Conference to conference@wota.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 WOTA requires that a copy of all published material be submitted to conference@wota.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 WOTA, 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 WOTA to the Attendee without liability on the part of WOTA.

Cancellation. In the event that the Conference cannot be held or is postponed due to events beyond the control of WOTA, WOTA shall not be liable to the 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.

Last updated: May 8, 2018