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Conference Terms and Conditions | Folk Alliance International Conference
Below are the terms and conditions that each attendee agrees to when registering for the Annual Conference.
Folk Alliance International (“FAI”) is grateful to welcome you to their annual conference including, without limitation, Folk Alliance International® Conference (“Physical Event”), and/or in online formats, (“Online Event(s)”) (the Physical Event(s) and Online Events are collectively referred to herein as the “Event(s)”).
These Terms and Conditions are in reference your participation and registration to participate in the Event(s) (the “Terms”) and to register (i) you and any individual or entity you are engaging in a transaction on behalf of to participate in any Events (“you” “your” or “Participant”), and (ii) Participant’s registration, attendance, participation, and/or enrollment, including, without limitation, purchase and/or possession of any FAI Event entry or access credentials or permissions whether physical or digital, such as badges, tickets, wristbands, passes, and giveaways (wristbands, tickets, passes, permissions and badges are collectively referred to herein as “Credentials”). By clicking “I Agree to the Terms & Conditions” or by obtaining Credentials you acknowledge and agree to these Terms.
1. Code of Conduct. FAI is committed to providing a professional, friendly, safe, and welcoming environment for all participants at its meetings and Events, regardless of gender, sexual orientation, disability, race, ethnicity, religion, national origin, or other protected class. We expect all FAI meeting and event participants and speakers to help ensure a safe and positive experience for everyone. Unacceptable behavior will not be tolerated during any portion of a meeting or event.
Unacceptable behavior includes but is not limited to:
- Intimidating, harassing, abusive, discriminatory, derogatory, or demeaning speech or actions.
- Harmful or prejudicial verbal or written comments or visual images related to gender, sexual orientation, race, religion, disability, or other personal characteristics, including those protected by law.
- Inappropriate use of nudity and/or sexual images.
- Real or implied threat of professional or financial damage or harm.
- Inappropriate disruption of meetings or events.
- Photographing, video, or audio recording of slides, oral or poster presentations without presenter/author’s permission with intent to use or distribute.
- Violating the rules, regulations or policies of the event venue or applicable online platform(s), or laws, rules or regulations of the pertinent city, state or United States of America.
Please, report harassment and disruptive behaviors to FAI staff on site or email (fai@folk.org).
Consequences of misconduct may include but are not limited to:
- Immediate removal from meeting or event without warning and without refund or compensation of any kind whatsoever.
- Restrictions from future FAI meetings and events.
- Termination of FAI membership.
- Any and all legal causes of action and remedies available.
2. Harassment and Discrimination Policy. As emphatically as we welcome people of all national, geographic, cultural, ethnic, social, economic, gender, sexuality, orientation, mobility, and other forms of diversity to our events and organization, we also wish to express our rejection of discrimination and harassment. As defined by the Equal Employment Opportunity Commission (EEOC): “Harassment is a form of employment discrimination that violates Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act of 1967, (ADEA), and the Americans with Disabilities Act of 1990, (ADA).” In accordance with US law, our board recently adopted refined language regarding harassment in our employee handbook. For reference, please see the way FAI defines and informs our staff of this important issue. We encourage our members to adopt similar policies in their places of work and to adhere to this standard at their events.
Accordingly, we want to make members aware of what to do in the unfortunate event that harassment does occur. If you experience discrimination and/or harassment at our conference or any FAI event, take action:
- Cite the FAI value statement and linked definition, tell the offending party to stop
- Talk immediately with a trusted colleague
- Contact your union (if applicable)
- Contact an FAI staff member or email fai@folk.org
- Contact Hotel Security by dialing 0 to reach an operator
- Call the 24 hour National Sexual Assault Hotline at 1-800-656-4673
- Call the local police at 911 if appropriate
3. Inter-delegate Incident Management Policy. FAI, its employees, and its designated staff are not vested with any law enforcement powers and do not have the right or authority to engage in any of the following actions:
- Physically removing a delegate from event grounds.
- Revoking admittance or forbidding the entry of any paid delegates or attendees due to the allegations of another delegate or attendee.
- FAI, its employees, and its designated staff do not have management or control of security personnel tasked with policing safety and order at any Event or on behalf of any individual delegate or attendee. Unless otherwise provided in limited circumstances, security enforcement rests solely within the power of local law enforcement in the locale of the Event or the security personnel hired and managed by the hotel, venue, or other property wherein the Event takes place.
- Should a delegate communicate to FAI, its employees, or its designated staff that he or she is in fear of harassment or bodily harm from another delegate, FAI, its employees, or its designated staff shall provide the delegate with contact information for the Event location security and/or local authorities who can address the matter properly.
Exemptions: If a delegate has been ordered by a court, judge, magistrate, or other governmental adjudicator to refrain from contact, communication, or physical proximity to another delegate, and the delegate provides FAI with certified copies of both the order establishing such parameters and proof that the same order has been properly served upon the offending party pursuant to the rules or laws of the local jurisdiction, FAI shall make reasonable efforts to cooperate with Event location security and/or local authorities to ensure that the offending delegate complies with the order. Notwithstanding the above, nothing in this exception shall be read to expand the rights or authorities of FAI, its employees, or its designated staff as outlined in the policy above.
4. Media Release. I give permission for Folk Alliance International and its representatives, contractors, volunteers, agents, distributors, licensees, assigns, or any third-party partners (“FAI”) to photograph, film, and otherwise record my likeness, image, voice, appearance, performance, presentation, and participation in FAI’s events (collectively, the “Photos”); (2) I grant FAI the worldwide, royalty-free, sub-licensable, and transferable right in perpetuity to use my name, image, voice, likeness, biographical information, and the Photos in any medium now known or later developed, throughout the Universe, and to sublicense to third-parties for any purpose, including without limitation, in connection with FAI’s mission, the promotion and marketing of FAI and its events and activities, and commercial purposes, without compensation or credit to the Participant; and (3) On behalf of myself, my heirs, my family members, and any of my related entities (including without limitation organizations, associations and corporate entities, (in whole or in part)), I release FAI from, and agree not to bring, any claim of any nature, known or unknown, that I have or may have relating to FAI’s use of my name, image, or the Photos in connection with FAI’s mission and the promotion and marketing thereof, including rights of privacy or publicity, libel, defamation, false light, copyright, trademark, or other reasons. I represent and warrant that I have the right and authority to grant the consent, permission and rights herein. I agree to indemnify and hold FAI harmless from any third party claims, losses, expenses, costs and fees related to my performance, presentation and participation in FAI’s events. I understand that FAI will rely on this release and that I may not withdraw my permission or release at any time. I understand and agree that I shall be solely responsible for securing and paying all rights, licenses, clearances and approvals for FAI to use, exhibit, exploit, and distribute by any and all means, in any and all media now known or hereinafter developed, throughout the Universe and in perpetuity, the Photos (and any part thereof) whether, subject to FAI’s agreements with its distributors, licensees, contractors, and assigns , as part of the content created by or on behalf of FAI.
5. Official FAI Credentials and Applications.
- Credentials. FAI, its agents and representatives are the sole creators, sellers and distributors of FAI Credentials. Any Credentials not created by and legally acquired from FAI or its authorized agents or representatives will be considered fraudulent and invalid, and subject to revocation. FAI reserves the right to pursue any and all legal action or remedy available against any person or entity involved in the actual or attempted creation, dissemination or use of an unauthorized Credential.
- Any third-party information such as, without limitation, delegate lists or membership information obtained as a registrant or Participant may not be sold, licensed, assigned, bartered or distributed in any manner whatsoever without written permission from FAI.
6. Cancellation, Refund, and Credentials Transfer Policy.
- All Credentials are the sole property of FAI. As always, if Participant violates these Terms, FAI has the right, in its sole discretion and at any time determined by FAI, to cancel, revoke, or refuse all transactions with any individual or entity, including, without limitation, the Credentials. FAI will not be responsible for any penalty, fee, loss, or expense incurred by Participant that might result from such action, regardless of whether such penalty, fee, loss or expense was foreseeable or FAI was advised of the same.
- Participant agrees to the Cancellation and Refund policy as indicated on the registration form, which is available here and which is incorporated herein by this reference. Other than as stated in the Cancellation and Refund Policy, any and all payments made to FAI are not refundable for failure or inability to use Credentials due to illness, acts of God, public health crisis, disease, virus, pandemics, epidemics, government restrictions, earthquakes, hurricanes, floods, other natural disasters, wars, riots, insurrections, civil unrest, acts or threats of terrorism, cyber-attacks, government actions, travel-related problems, and/or loss of employment.
- If an Event is cancelled in its entirety for any reason, you may defer your Credentials to the next FAI Event of the same type for which your Credentials were purchased. If an Event is cancelled in its entirety for any reason, you agree that aside from obtaining a deferral credit for your Credentials, you will have no remedy against FAI, at law, in equity or otherwise, including, without limitation, for a refund of payments made, expenses incurred, or any actual, consequential, or punitive loss or damages of any kind, regardless of whether such loss or damage was foreseeable or FAI was advised of the same.
- If an Event in its entirety is postponed for any reason, your Credentials will be valid for the rescheduled dates in the same calendar year for such Event. If an Event in its entirety is postponed for any reason, you agree that aside from your Credentials being valid for the rescheduled dates, you will have no remedy against FAI, at law, in equity or otherwise, including, without limitation, for a refund of payments made, expenses incurred, or any actual, consequential, or punitive loss or damages of any kind, regardless of whether such loss or damage was foreseeable or FAI was advised of the same.
- Lost or stolen wristbands will not be replaced. If wristbands are lost or stolen, new wristbands will need to be purchased at the full price in effect at that time for a Participant’s continued access to the Events, including, without limitation, showcases, parties and conference content.
- Use of Credentials by anyone other than the authorized individual will result in revocation of the Credentials without a refund.
- FAI Credentials are used by only the Participant named in the registration.
- Up to fourteen (14) days prior to the start date of the Physical Event, FAI will accept a request to transfer Credentials by changing the Participant name on the Credentials for a processing fee of $50 per Credential transferred.
- Within fourteen (14) days of the start date of the Physical Event, FAI will only accept such request onsite of the Physical event and the Participant name change processing fee will be $75 per Credential transferred. Physical Event Credentials are non-transferable after they have been picked up.
- Credentials may not be transferred and name changes will not be made after Credentials have been issued.
- Sharing Credentials for access to Online Events is strictly prohibited.
- All refunds, deferral, or cancellations must be received in writing using the Conference Registration Refund request form.
7. Entry and Restrictions. Event admission and participation are subject to certain limitations, including, without limitation, venue capacity, geoblocking, technical limitations and age restrictions in compliance with state and local laws. Age restrictions and capacity are specific to each venue and are set by relevant local, state and federal authorities. Venues may each have their own restrictions limiting entry unless Credential holder complies with certain Venue policies or restricting entry with certain foods, beverages, or other items.
8. Credentials Cannot be Prizes. FAI Credentials may not be used as a prize or incentive in any form of promotion, contest, game, or sweepstakes without advance written approval from FAI.
9. No Copying. Participant is strictly prohibited from copying, republishing, downloading, transmitting, modifying, renting, leasing, loaning, selling, assigning, distributing, recording, licensing, sublicensing, reverse engineering, or creating any derivative works based on any content delivered by FAI as part of the Events, or otherwise using any Event content in a manner that does not comply with these Terms, or other content usage guidelines provided by FAI in writing, unless Participant has obtained express permission from FAI and the applicable rightsholder(s). Participant agrees to not use any device, software, internet site, web-based service, or other means to remove, alter, bypass, avoid, interfere with, or circumvent any copyright, trademark, or other proprietary notices marked on the Event content or any digital rights management mechanism, device, or other content protection or access control measure associated with the Event content, including, without limitation, any applicable geo-filtering mechanisms. For clarity, Participant may not use any technology or technique that obscures or disguises Participant’s location when accessing the Online Events or related services.
10. FAI Lost and Found. FAI is not responsible for lost or damaged items. Any lost and found items will be delivered to the venue and will be the responsibility of the venue.
12. Weapons-Free Policy. FAI is a private event and maintains a weapons-free policy for all its Events. Participant is prohibited from carrying weapons of any kind, including, without limitation, concealed or displayed firearms, and is not permitted to bring weapons onto the premises of any Events. Participant’s bags may be checked prior to entering the Events by employees, contractors and/or representatives of: (a) FAI; (b) the venue for Events; and/or (c) FAI’s clients or sponsors. FAI reserves the right, in its sole discretion, without refund, deferral or credit to Participant, to deactivate and/or revoke the Credentials of a Participant if such Participant violates this policy. Participant agrees that this policy is in force, and agrees to comply with the policy, regardless of the terms of any signs posted on the premises or venue of any Event.
13. Safety Participant agrees to comply with the safety, hygiene and CDC identified pandemic level communicable illnesses (including COVID-19) guidelines established by relevant health authorities and FAI.
14. Personal Information. You agree to the Privacy Poliy on the FAI website which is available here which includes more information about how FAI collects and uses personal data.
15. VOLUNTARY PARTICIPATION AND ASSUMPTION OF RISK. PARTICIPANT UNDERSTANDS AND AGREES THAT PARTICIPATING IN THE EVENTS IS VOLUNTARY AND MAY INVOLVE CERTAIN RISKS OF PHYSICAL INJURY, DAMAGE TO PROPERTY, WHETHER PHYSICAL PROPERTY OR INTELLECTUAL PROPERTY, AND OTHER DAMAGES OR LOSSES THAT MAY BE SUSTAINED BY PARTICIPANT, AND PARTICIPANT ASSUMES ALL RISK OF DAMAGE, PROPERTY LOSS, AND/OR PERSONAL INJURY WHICH MAY OCCUR AS A RESULT OF PARTICIPATING IN THE EVENTS, INCLUDING, WITHOUT LIMITATION, EXPOSURE TO CDC IDENTIFIED PANDEMIC LEVEL COMMUNICABLE ILLNESSES (INCLUDING COVID-19). PARTICIPANT HEREBY RELEASES FAI AND ITS SPONSORS AND EACH OF THEIR RESPECTIVE OFFICERS, DIRECTORS, MANAGERS, EMPLOYEES, VOLUNTEERS, CONTRACTORS, SUPPLIERS AND REPRESENTATIVES (THE “RELEASED PARTIES”) FROM ANY LIABILITY ASSOCIATED WITH PARTICIPATING IN THE EVENTS, INCLUDING LIABILITY FOR THE NEGLIGENCE OF ANY RELEASED PARTIES, UNLESS SUCH LIABILITY IS DUE TO THE GROSS NEGLIGENCE OF THE RELEASED PARTIES, IN WHICH CASE THE RELEASE WILL STILL APPLY TO ANY OF THE RELEASED PARTIES THAT WERE NOT GROSSLY NEGLIGENT.
16. LIMITATION OF LIABILITY. IN NO EVENT SHALL FAI BE LIABLE TO ANY PARTICIPANT, OR ANY OTHER PERSON OR ENTITY FOR ANY PERSONAL INJURY OR DAMAGES TO PROPERTY, DATA LOSS, DAMAGES FOR LOSS OF BUSINESS PROFITS OR OTHER PECUNIARY LOSS, INCLUDING ANY DIRECT, CONSEQUENTIAL, INCIDENTAL, SPECIAL, PUNITIVE OR SIMILAR DAMAGES, ARISING OUT OF ANY PARTICIPANT’S USE OF THE CREDENTIALS AND/OR PARTICIPATION IN THE EVENTS, EVEN IF FAI OR PARTICIPANT HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
17. NO WARRANTIES. EXCEPT AS MAY BE EXPRESSLY SET FORTH IN THESE TERMS, PARTICIPANT’S PARTICIPATION IN THE EVENTS, AND ALL SERVICES AND PRODUCTS PROVIDED IN CONNECTION WITH THE EVENTS, ARE PROVIDED “AS IS” WITHOUT ANY WARRANTY OF ANY KIND. FAI EXPRESSLY DISCLAIMS ALL EXPRESS, IMPLIED, OR STATUTORY WARRANTIES, REPRESENTATIONS OR CONDITIONS, WHETHER WRITTEN OR ORAL, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, SECURITY, RELIABILITY, INTEGRATION, SAFETY, OR ANY WARRANTIES THAT MAY ARISE FROM COURSE OF DEALING. FAI EXPRESSLY DISCLAIMS ANY WARRANTIES NOT EXPRESSLY STATED HEREIN AND HAS MADE NO REPRESENTATIONS OR WARRANTIES TO PARTICIPANT ABOUT THE SUITABILITY, CONDITION OR SAFETY OF THE FAI EVENTS, FAI PLATFORM OR DIGITAL TRANSMISSION OF THE EVENTS, YOUR ABILITY TO ACCESS OR USE FAI CONTENT OR SERVICES, ANY EQUIPMENT PROVIDED BY FAI OR ITS VENDORS, FAI SERVICES OR PRODUCTS SUPPLIED AS PART OF THE EVENTS OR THAT THE EVENTS, INCLUDING ANY STREAMING, WILL OPERATE WITHOUT INTERRUPTION OR BE ERROR FREE.
18. Indemnification. Participant agrees to indemnify, defend, and hold FAI and its affiliates, and each of their respective officers, directors, managers, employees, volunteers, contractors, suppliers, and representatives harmless from and against any and all claims, demands and all other liabilities, including, without limitation, costs and attorneys’ fees, made by any third party arising out of or in connection with Participant’s participation in the Events, use of the Credentials, or any violation of the Terms by Participant.
19. Choice of Law and Exclusive Venue and Jurisdiction. These Terms are governed by the laws of the State of Missouri, without regard to its principles of conflicts of law. Both you and FAI agree to submit to the personal jurisdiction to a court of competent jurisdiction located in Kansas City, Missouri, for the purpose of litigating any claims or disputes.
20. Updates to Terms. FAI reserves the right to make changes to the Terms herein. Any dispute between you and FAI will be governed by the Terms agreed to at the time of your purchase.
21. General Provisions. Nothing in these Terms establishes an agency, partnership or joint venture between the parties, or relationship of employer or employee, between the parties (or between either party and the other party’s personnel). Headings are included for convenience only and will not be used to construe these Terms. In the event that any term or provision of these Terms is held invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability will not affect any other term or provision hereof (which will remain in effect), and the parties agree thereafter to use their best efforts to substitute a provision of similar economic intent and effect. FAI may assign this agreement to a third-party at its discretion.
