These Terms and Conditions for event registration are binding on all persons that register or who are registered to attend. CFC events, trainings, meetings, webinars or meetings whether in-person or attended or viewed virtually (collectively “Events,” singularly the “Event”). By registering for the Event you acknowledge that you accept and will comply with these Terms and Conditions and that you are authorized to agree, and you agree to these Terms and Conditions, on behalf of (1) yourself, (2) your employer or the entity on whose behalf you are registering, and (3) each of the individuals you are registering listed on the registration form (collectively “Registrants”). In addition, if you are registering as a Product Showcase Exhibitor (“Exhibitor”), you acknowledge that you have been accepted by CFC to be an Exhibitor at the Event, and you agree (in addition to these Terms and Conditions) to the CFC Events Product Showcase Exhibiting Policy below. If a Registrant is not authorized or does not agree to these Terms and Conditions, the Registrant may not enter, view or use the Event website or otherwise attend the Event.
COVID-19 Acknowledgement
Registrants understand that the measures being taken by CFC and the venue are for Registrants’ safety and that of all event attendee, guests and participants. Registrants acknowledge that despite these measures, COVID-19 is highly contagious and there is an inherent risk that Registrants may contract COVID-19 while participating in this Event and Registrants knowingly assume that risk. Further, Registrants accepts sole responsibility should Registrants become infected with COVID-19 while attending this Event.
Registrants agree to comply with CFC’s Code of Conduct (described below) and policies including all COVID-19 related protocols implemented by CFC or the venue of the Event in order to protect as much as possible the Registrants’ health and safety and that of all other event attendees, guests and participants. Finally, Registrants understand and acknowledge that by registering and/or participating, Registrants are agreeing to abide by these rules, policies and protocols as a condition of attendance and that noncompliance can cause any Registrant to be denied admission to or removed from the Event.
Code of Conduct
At all CFC Events, CFC strives to exemplify our core values of service, integrity and excellence. In doing so, CFC is committed to providing a welcoming, respectful, safe and productive atmosphere for all who participate, free from discrimination, harassment and retaliation. CFC endeavors to create an open environment where collaboration, learning, networking and innovation will thrive for all our members and attendees. We expect all Registrants and other attendees, guests and participants to follow our Code of Conduct and be considerate, respectful and professional in their speech and actions towards all you engage with at our Events, including online interactions and social events. Any disrespectful or inappropriate behavior, harassment, discrimination or intimidation of any kind will not be tolerated. This includes inappropriate online interactions, damaging venue or platform property or violating any CFC, venue, platform, and/or government policies, rules or regulations. Please make any messages, invitations, in-person or online interactions relevant to the conference, useful and informative. Registrants are required to comply with the rules and policies of the Event venue or online platform or website at all times while on the venue’s premises or on the online platform or website. Further, all Registrants, attendees, guests, contractors, sponsors and participants will cooperate to adopt health and safety measures established by CFC and/or the venue for the benefit of CFC’s employees, attendees, guests, Registrants, contractors, invited speakers, venue staff and other participants.
Additionally, no Registrant or other attendee or participant (other than authorized CFC staff or contractors) may take photographs or audio or video recordings, including, without limitation, screenshots, screen capture or other screen recordings, at or during the Events, or transmit, live-stream or broadcast any audio or video recordings of the Event, without prior written consent of CFC. Registrants and attendees may take still photographs of speakers or presenters at in-person Events only with the express consent of such speaker or presenter and at designated sessions where permission has been expressly granted. Any permitted photographs taken by Registrants and attendees at Events shall not be used for business or endorsement purposes or used in any way to disparage the individual subject. By registering, attending, entering or participating in the Event whether in-person, virtual or online you agree not to take any unauthorized photographs or screenshots, and not to make any recordings or transmissions of the Event, and acknowledge that any such unauthorized or unapproved photographs, screenshots, recordings or transmissions may result in irreparable damage to CFC. All unauthorized photographs, screenshots, recordings or transmissions are expressly prohibited and shall be surrendered to CFC or destroyed on demand.
All Registrants and attendees or other participants in CFC Events are subject to this Code of Conduct, as well as any policies, rules or regulations of any event venue or online or virtual platform or website used to host an Event. We expect all Registrants and attendees or other participants to abide by this Code of Conduct at all Events, online platforms hosting an Event or online communications related to an Event, conference venues and Event-related social events, and by submitting your registration, attending or participating in the Event you are confirming that you have read and agree to comply with this Code of Conduct. Any violations will be determined by CFC in its sole discretion and may result in ejection from, or denied access to, CFC Events without refund or reimbursement of any costs incurred. Please notify CFC staff or CFC management at the Event or as soon as possible thereafter of any violations of this Code of Conduct. Registrant agrees to indemnify and hold harmless CFC and its respective officers, directors, employees, members, contractors, guests, agents and representatives from and against loss, liability, costs or damages (including reasonable attorneys’ fees) resulting from third-party claims arising out of or resulting from Registrant acts or omissions at the Event, meeting or training event (whether in-person or virtual), including without limitation in connection with an unauthorized photographs, screenshots, recordings or transmissions of such Event.
Information Disclosure and Communications
CFC may use, collect and share data that Registrant submits through registration for the Event. By registering or using the online platform or website for registration, or otherwise attending the Event, Registrant consents to such use, collection and sharing of Registrant’s data in accordance with these Terms and Conditions. Registrants understand that their personal data and contact information—(e.g., name, title and co-op name, e-mail address, city and state)—may be provided to the Event venues, online platforms, hotels, sponsors, speakers, vendors, national or statewide associations and other affiliates and partners of CFC, NCSC and RTFC, upon request or as required by contract, as a request or requirement of their participation in the Event, or for the provision of services for the Event, and as such the applicable party’s privacy policy will apply to the personal information provided. If a Registrant signs up for a special event hosted in conjunction with an Event, they are permitting CFC to share necessary personal data and contact information (including e-mail address) with the venue, sponsor, speaker, vendor or national or statewide association (e.g., security purposes, managing the special event). The information provided to Event venues, hotels, online platforms, sponsors, speakers, vendors, or national or statewide associations will be used by them to support and manage their events and to enhance the Event Registrant’s experience in connection with this Event. By registering for any Event or a special event hosted in conjunction with an Event you agree to receive future correspondence and information relating to the Event. Should you decide that you no longer want to receive correspondence and information regarding the Event, please send a written request to be removed from the mailing list to CFC Events & Training at events@nrucfc.coop.
For information CFC collects, CFC takes great care to keep your information confidential and secure. CFC’s use of your information is described in these Terms and Conditions and in our Privacy Policy, which is available at https://www.nrucfc.coop/content/nrucfc/en/privacy.html and is hereby incorporated into, and made part of, these Terms and Conditions.
Please be aware that CFC utilizes third-party vendors and venues for CFC Events and registration for CFC Events (e.g., event registration applications, payment processors, hotels, online platforms and websites) to provide high-quality event and training system applications, and enhance the Event Registrant’s overall experience. These third-party tools and applications are used to collect and store Registrant data (which may include credit card information or other personal information of Registrants) and to manage and support CFC Events. If you choose to use a third-party payment processor to pay for any fees, you will provide your credit card number directly to such payment processor and its privacy policy will apply to the information you provide on the payment processor’s website. CFC is not responsible for the information-sharing and privacy practices of third-party vendors and venues, and we encourage users to read the privacy statements of each website and application that collects personal information utilized for an Event.
Photography, Recording, Use of Image, Voice or Likeness of Registrant
Photographs, audio and video recordings of and during the Events may be taken by CFC and its authorized representatives and agents. All participants, attendees and Registrants of the Event hereby grant CFC and its representatives and agents permission to take and publish their likeness using still photography, audio or motion video (“Images”) captured at the Events. Each participant, attendee and Registrant hereby consents to, and grants CFC, a non-exclusive, worldwide, royalty-free and perpetual (for the duration of the applicable copyright) license to copy, crop, touch up, edit, publish, display and distribute Images in whole or in part, to use the Images without limitation in any and all media, including displays, print or electronic publications, advertisements and websites, and social media platforms, and, in each case, without prior notification or compensation, for use in the promotion of electric cooperatives, CFC, and/or its affiliates or any other lawful purpose at CFC’s sole discretion.
Limitations of Liability|
You acknowledge and agree that your attendance and participation in the Event is voluntary. To the maximum extent permitted by law, you agree that you solely assume the risks associated with attending and participating in the Event.
Registrant further assumes all risk and responsibility relating to the use of any virtual or online platform or website for the Event or attendance or registration for the Event whether in-person or virtual. CFC endeavors to maintain a seamless virtual experience on the Event online platform or website, but does not guarantee that the virtual or online platform or website will operate continuously or will be free from viruses, malware, spyware or other malicious threats. If you are dissatisfied with the virtual or online platform or website, your sole and exclusive remedy shall be to discontinue use.
In no event shall CFC have any liability to Registrant or any person or entity associated with the Registrant for consequential, indirect, incidental, or punitive damages.
Governing Law
The laws of the Commonwealth of Virginia, without reference to conflict of law rules, govern these Terms and Conditions and any dispute that might arise between the parties.
Registration, Eligibility & Cancellation Policy
A. Members: Throughout the year CFC holds many members-only Events. All CFC exclusive member Events are offered free of charge to CFC members, thus no refunds of fees or other costs incurred by Registrants related to attending the Events will be issued. Registrants are responsible for all costs and expenses related to attending the Events, including, but not limited to, the cost of housing, transportation or other incidentals related to attending Events. These meetings are for CFC member employees, directors, staff, contractors and consultants only, and their respective permitted guests. By registering for and attending these Events, the Registrant acknowledges that he/she is one of these individuals and will not distribute or disclose information from any of these Events to anyone other than these individuals.
B. Non-members: All non-member requests to attend an Event should be submitted in writing to CFC Events & Training at events@nrucfc.coop and will be considered on an event-by-event basis at CFC’s sole discretion. CFC’s approval or rejection of such request will be provided in writing and is final. Non-members are not authorized to register until they have received written permission to attend the Event from CFC. Such non-members permitted to register will be required to pay the non-member registration fee (to be provided in event or training approval e-mail when applicable) (the “Non-member Registration Fee”) and agree to abide by all Terms and Conditions applicable to Event Registrants. Non-member organizations can only register up to two (2) individuals from their organization to attend (excluding guests). The Non-member Registration Fee is fully refundable if the cancellation is received by CFC in writing prior to two weeks before the start of the Event. Non-member Registrants who cancel after this date will be issued a refund of the Non-member Registration Fee minus a $200 cancellation fee. Non-member Registrants failing to cancel prior to the start of the Event and no-shows will not be issued a refund. Event Registrants are responsible for all costs and expenses related to attending the Events, including, but not limited to, the cost of housing, transportation or other incidentals related to attending Events. CFC reserves the right to refuse or cancel ineligible registrations at any time and shall not be held accountable for any external fees associated with the cancellation. By registering for and attending these Events, the Registrant acknowledges that he/she has been authorized to register by CFC and agrees not to distribute or disclose information from any of these Events to anyone other than authorized individuals. Under no circumstances will any individual employed by or affiliated with a direct or indirect competitor of CFC be considered an authorized individual.
C. Guest Policy: CFC members, sponsors, staff and/or approved non-member Registrants may be allowed to register and bring guests to CFC meetings, events and activities. Maximum number of guests permitted to register and attend will be considered on an event-by-event basis at CFC’s sole discretion. All guests must be submitted and registered via the online registration form. Requests for guests to attend trainings must be submitted in advance and will be considered on an event-by-event basis. Guests are defined as non-industry spouse, partner, relation or other associate not involved in the primary registrant’s line of work. Registered guests may only attend portions of Events that include food and beverage functions (e.g., breakfasts, luncheon speakers and receptions). Registered guests are not permitted to attend any industry-specific educational sessions that are geared for staff and leadership of rural electric cooperatives. Registrants understand that they are responsible for the conduct of any guests and that all guests must be registered and adhere to these Terms and Conditions.
D. Cancellation Terms: Registrants can make changes and cancel their Event registration online via the Event registration website and such cancellations will be subject to any applicable cancellation fees as set forth above. If you have difficulty canceling online, please contact CFC Events & Training at 800-424-2954 or events@nrucfc.coop.
For Event-specific hotel cancellation terms and conditions, please reference your registration confirmation e-mail.
In the unlikely event that CFC cancels an Event, CFC is not responsible for any costs or fees incurred by Registrants, Exhibitors, showcase participants, contractors, attendees, participants and sponsors, and their respective staff and guests, including, without limitation, any and all costs and fees involved in participating in the Event, in-bound and out-bound shipping costs, recovery and/or reprinting of lost items/materials, exhibit-specific promotional materials, dedicated Internet, electricity costs, audiovisual costs, and staff labor, travel or housing costs and fees.
Presentation Materials and Information; Copyrighted Materials
CFC materials and information presented, exhibited and distributed at Events (“Information”) are protected by copyright and other laws. In CFC’s continued effort to provide our members with value-added services, these materials have been furnished to you for informational purposes only. The Information is confidential, proprietary and the property of CFC and may only be shared with your cooperative and its trusted legal and accounting advisers. Any case studies and forecasts are for example and informational purposes only and are not intended to be relied upon in making decisions for your cooperative. Attendees are encouraged to perform due diligence in applying these concepts to their specific needs. Use of the Information should be carefully considered with all other relevant information that may be important or specific to your cooperative. CFC disclaims all liability for any loss resulting from or related to the use of this Information or any resulting decisions made by your cooperative or its board.
Any of the opinions expressed, or information provided, by any facilitator, presenter or Exhibitor during the Event are the opinions of the individual and not of CFC, and may be subject to copyright and other laws. The fact that an Exhibitor or its product is being presented at the Event is not an endorsement by CFC.
Side Meetings at Events
Planning a meeting during one of our Events? To the extent such side meetings do not occur during planned programming at Events or detract from the Event itself, these meetings are permissible upon written approval by the CFC Events & Training team prior to scheduling and provided Registrants abide by the terms of the Participant Acknowledgment with respect to COVID-19 health and safety measures. If you would like to request meeting space held by CFC in the Event venue, please submit all such requests in writing to the CFC Events & Training team at events@nrucfc.coop, along with the meeting title and description, desired room set-up, approximate number of participants, and meeting start and end times. Requests for meeting space are considered on a first-come, first-served basis to the extent such space is available. All costs associated with any side meetings, including, without limitation, any costs for food and beverage, audiovisual equipment, Internet, labor, etc., will be the sole responsibility of the requestor.
CFC Events Product Showcase Exhibiting Policy
There are no CFC registration fees for Exhibitors and their staff participating in the Product Showcase; however, Exhibitors are responsible for any and all costs and fees involved in participating in the Event, including, without limitation, inbound and outbound shipping costs, recovery and/or reprinting of lost items/materials, exhibit-specific promotional materials, dedicated Internet (Wi-Fi will be available), electricity, audiovisual costs, and staff labor, travel or housing costs and fees. CFC will provide on a complimentary basis a table, two (2) chairs, identification signs, and a waste basket for your exclusive use (unless otherwise indicated on CFC Product Showcase Form).
Exhibitor agrees to indemnify, defend and hold harmless CFC and its respective officers, directors, employees, members, contractors, guests, agents and representatives from and against loss, liability, costs or damages (including reasonable attorneys’ fees) resulting from claims arising out of or resulting from Exhibitors’ and their staff’s acts or omissions at the meeting or training event. Exhibitor further agrees not to state verbally or in writing that CFC endorses the Exhibitor or its products unless such endorsement is approved in writing, in advance, by CFC pursuant to a signed endorsement consent.