Event Policies

EVENT POLICIES

Attendee Cancellation Policy

Cancellations received 21 days prior to the event via this form are eligible for an 80% refund. 

After that date, replacement registrants are welcomed but no refunds are available.

Extenuating circumstances will be considered on a case-by-case basis following the conclusion of the event.

Health & Safety Acknowledgment 

By attending this event, participants acknowledge the potential risk of exposure to infectious diseases and other health risks associated with in-person gatherings.

Attendees agree to follow all event health and safety guidelines that may be implemented by SAIS, the venue, or public health authorities, including but not limited to distancing or masking requirements if applicable.

Participation in the event constitutes voluntary assumption of these risks.

Intellectual Property & Recording Policy

All presentations, materials, and content shared during the conference are the intellectual property of the presenters and/or SAIS.

Participants may not record, photograph, reproduce, or distribute any conference sessions or materials without prior written permission. This includes video recording, audio recording, screenshots, or other forms of reproduction.

Participants also agree not to share the unique conference access link or platform credentials with others. Access to conference materials and sessions is limited to the registered participant only.

Unauthorized recording or sharing of content may result in removal from the event.

Consent to Use of Photographic & Video Images 

By registering for or attending the event, participants grant SAIS permission to capture and use photographs, video recordings, and audio recordings of the event that may include their image or voice.

These materials may be used for promotional, educational, or archival purposes in print, digital, or electronic formats now or in the future.

Force Majeure Policy

Participants expressly acknowledge that SAIS shall not be liable for any delay, disruption, or cancellation of an event resulting from causes beyond its reasonable control, including but not limited to acts of God, natural disasters, severe weather, public health emergencies, war, terrorism, government orders or regulations, labor disputes, venue unavailability, transportation disruptions, or other similar events. SAIS will make reasonable efforts to notify participants promptly of any changes. If an event is cancelled, postponed, relocated, or converted to a virtual format due to a force majeure event, SAIS reserves the right to determine appropriate remedies, which may include rescheduling the event, issuing a credit toward a future event, or providing a refund of registration fees paid to SAIS. Refunds or credits, if provided, will be determined at SAIS’s sole discretion. SAIS is not responsible for any travel, lodging, or other costs incurred by registrants, speakers, sponsors, exhibitors, or other participants.

In addition to the policies above, the following terms apply to sponsors and exhibitors.

Sponsor/Exhibitor Cancellation Policy

Bronze, Silver, Gold, and Platinum sponsorship fees are non-refundable. 

Friend sponsorship and exhibitor cancellations received in writing to info@sais.org 45 days prior to the event will receive an 80% refund. Cancellations received after that deadline are not eligible for a refund. 

Hold Harmless Clause 

Sponsors and exhibitors assume full responsibility and liability for any losses, damages, or claims arising from their participation in the event or activities conducted on the event premises.

Sponsors and exhibitors agree to indemnify, defend, and hold harmless the event venue, SAIS, and their respective officers, employees, agents, and representatives from any claims, damages, expenses, or liabilities arising from the exhibitor’s participation, including but not limited to injury or property damage.

Terms of Agreement

By registering as a sponsor or exhibitor, participants agree to the following:

1. Exhibitors may not schedule or host events during official conference program hours without prior approval from the association.

2. Exhibitors must adhere to designated set-up and tear-down times. Early set-up may incur an additional fee of $200.

3. Submission of sponsorship or exhibitor registration confirms commitment to participate and pay the applicable fees.

4. Participation in the event does not imply endorsement by SAIS of any exhibitor’s products or services.

5. Sponsors and exhibitors must comply with all event policies and deadlines provided by the association.

6. SAIS will provide recognition and acknowledgment according to the selected sponsorship level.

7. SAIS does not guarantee specific attendance levels or audience size or type.

8. SAIS reserves the right to deny or revoke participation at its sole discretion.

9. SAIS may terminate this agreement at any time if policies are violated.

10. Sponsors and exhibitors grant SAIS permission to use their company name and logo for event promotional materials.

11. Any additional use of association or exhibitor trademarks, logos, or intellectual property requires prior written approval from the respective owner.