NAVC Event Attendee Policy and Guidelines

At the North American Veterinary Community (NAVC), we enjoy a positive relationship with our attendees. Because we receive a high volume of attendance from various members, sponsors and media, we ask for their cooperation with the following policies and guidelines. This will ensure that our members, as well as our sponsors and partners enjoy the best experience possible. By registering for and/or attending an NAVC event, in any format, you are acknowledging that you agree to the following terms, which constitutes an agreement between you and NAVC. THIS POLICY IS BINDING UPON ALL REGISTRANTS AND ATTENDEES, INCLUDING, BUT NOT LIMITED TO, THEIR AGENTS, EMPLOYEES AND REPRESENTATIVES WHO MAY ATTEND AN NAVC EVENT.

NAVC Event Policies and Guidelines

• All attendees must be registered for the NAVC event or have a guest badge, including anyone under the age of 18.
• Attendees must ensure that they are not disruptive to any sessions, workshops, special events or the overall event experience.
• Remarks or discussions during presentations should deal with the major issues regarding the presentation, reserving minor issues for direct communication with the authors and/or presenters.
• Content from all educational sessions, entertainment and other special events is protected by United States copyright laws and is the exclusive property of the NAVC, its representatives, agents or its authors. You may not, under any circumstances, share, distribute, publish, repurpose or sell any such content, or attempt to do so, in any way without the prior written consent from the NAVC.
• You shall not publish or post any articles, pictures, materials or any other information regarding or obtained from an NAVC event without a press pass or the prior written consent from NAVC. For more information about obtaining a press pass, please contact Public Relations at PublicRelations@NAVC.com.
• Video and/or audio recording of any kind is strictly prohibited in all educational sessions, entertainment and other special events (i.e. educational sessions, workshops, expo hall) without the prior written consent from the NAVC.
• Any person who attends an NAVC event that sells, markets or represents a company or organization for the purpose of obtaining advertising, sales, or subscriptions from any attendee, sponsor or exhibitor immediately forfeits their registration fee and participation the NAVC event.
• At NAVC networking events both alcoholic and non-alcoholic beverages may be served. NAVC expects participants at our events to drink responsibly. NAVC and Meeting host event staff have the right to deny service to participants for any reason, and may require a participant to leave the event.

The NAVC reserves the right to deny, refuse or revoke admission during pre-registration, as well as on-site.

Online Policies and Guidelines

For all chat interactions during VMX Virtual Experience, we expect participants to abide by the Event’s Code of Conduct to ensure the environment remains productive, professional and respectful. The following online and digital guidelines will further help ensure we maintain an inclusive community:

• Be respectful of others.
• Avoid conflicts, arguments, boisterous, lewd or offensive behavior, language and gestures.
• Use common sense, kindness and consideration.
• The discussions and comments are meant to stimulate conversation and educational development, not to create undue contention.
• Do not post commercial messages for any product or service.

You may not create audio or video recordings of the Event presentation, in its entirety or any portion of the Event presentation, given by NAVC, any of their speaker(s) and sponsor(s) during the Event (the “Presentation Recordings”), and may not simultaneously broadcast or live-stream the Presentation Recordings or post the Presentation Recordings on any website.

Event Code of Conduct

NAVC is dedicated to creating a safe, welcoming and positive environment for all VMX participants, and we appreciate your assistance in achieving these goals. You agree to treat other event attendees and participants with respect and kindness at all times. In particular, you agree not to harass any VMX participants, including but not limited to the following:

• Offensive comments related to age, race, ethnicity, religion, gender, sexual orientation, disability or physical appearance
• Sexual or other explicit images in public spaces
• Deliberate intimidation, stalking or following
• Harassing or unwanted photography or recording
• Disruption of educational sessions or other events
• Inappropriate physical contact
• Unwelcome sexual attention
• Demeaning, discriminatory, or exclusionary behavior, jokes or speech

Consequences of Unacceptable Behavior

NAVC reserves the right to expel anyone from the event who participates in behavior that NAVC, in its sole discretion, deems harassing, unsafe or otherwise inappropriate. You agree that NAVC will have no liability in connection with such an expulsion, and there will be no refund or compensation of any kind associated therewith.

What to Do If You Witness or are Subject to Unacceptable Behavior

If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a NAVC organizer immediately. NAVC organizers will be happy to help participants contact local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe and welcome during NAVC events.

Personal Safety and Security

Please know that the health, safety and well-being of all of our participants is our first priority. We are monitoring the Coronavirus situation closely and will follow advice from the U.S. Department of State and U.S. Centers for Disease Control and Prevention, our conference centers and conference hotels. Any precautions we may take may impact your attendee experience. Attendees should stay away from all NAVC events if they feel ill. Screening for COVID-19 symptoms upon arrival at a hotel or conference centers may result in denied access, isolation or treatment per the guidance of local authorities.

NAVC works diligently to provide a safe and secure environment at its meetings and events by working with venue staff to make sure meeting participants are safe. We ask that all attendees report any questionable or concerning activity to NAVC staff so that they can take immediate action. No concern is too small, if you see something, say something. If it is an emergency or if you need immediate assistance, you should ask any VMX staff member or the on-site security personnel to help you. Bags may be checked randomly. No bags or property should be left unattended at any time. Unattended property may be removed. Items prohibited at NAVC events include: firearms, knives, blades other weapons, explosives and hazardous materials or items.

On-Site Badges

NAVC may mail your attendee badge, if not, badges are to be picked up at the event check-in areas during the Event Dates. You may be required to show a government issued picture ID or confirm identity during the check-in process. Badges may contain RFID/NFC tags, which may be used to record your participation in NAVC events and sessions. Badges must be worn and visible at all times while at any NAVC event venue, entertainment or activities. Your event badge may not be shared or exchanged with any other person. Violators’ badges may be confiscated, and their participation in NAVC may be terminated, without refund.

Cancellation & Refunds

The NAVC program schedule is subject to change at any time without prior notice. We reserve the right, in our sole discretion, to cancel any event or the conference as a whole, at any time for any reason and without prior notice. NAVC cannot guarantee the attendance of any exhibitor, speaker or entertainer or that any scheduled event will take place. In the event we cancel our in-person conference, NAVC shall automatically transition attendees into the virtual event program and refund the difference in registration fees paid by you for this event. Each person will also be given the opportunity to apply their registration in full to following year. In the unlikely case, all NAVC events are cancelled in full, NAVC will fully refund all registration fees received to date, but shall have no further obligation to you of any type, whether monetary or otherwise. Accordingly, NAVC shall in no event have any liability to you and shall have no other obligation to you of any type except as expressly stated above. Such right of termination shall not be unreasonably exercised. NAVC is not responsible for errors or omissions on the website or promotional materials. Cancelling your NAVC event registration will not automatically cancel your hotel reservations. It is your responsibility to cancel any hotel and all related travel plans. NAVC will not be responsible for any travel plans not canceled by you including, but not limited to hotel reservations. Any refunds issued (less fees, if any) will be processed and issued 30 days after the initial event end date.

You acknowledge that you have read the following refunds and cancellation policy:

*NSF (Non-Sufficient Funds). This fee will be added to the outstanding balance.
**A registrant who wishes to transfer a registration to another person must do so in writing. Registrants who do not have this documentation will be required to pay the full registration fee. Transfers may also be done on-site provided the registrant canceling has not checked in and has not picked up their event materials. NAVC reserves the right to deny transfer of any registration in its sole discretion.

Event Guest Badges

Guest badges are for friends and family with no affiliation to the veterinary industry. You hereby certify that your identified guests are not veterinary professionals or veterinary industry professionals. All Guests require a badge including children, regardless of age. Admission into educational sessions, Hands-on Workshops, Coffee with an Expert and Meet the Professor Luncheons is not allowed for guests.

Disclaimer

The NAVC may, from time to time, contract third-party professional photographers, videographers, and other service providers to be present at NAVC events (“Approved Third-Parties”). Therefore, please note that any photographs, videos and audio recordings taken at an NAVC event by NAVC or by Approved Third-Parties may be used in future NAVC publications, online or in other NAVC promotional materials or may be used by the Approved Third-Parties. Attendance or participation in the NAVC event constitutes your consent to NAVC’s and the Approved Third-Parties’ use and publication of your image and/or voice in photographs, videotapes, audiotapes or other electronic media pertaining to NAVC’s events and activities.

As a registered attendee of a NAVC event, you acknowledge, agree, and consent to that (i) your basic information of name, address, company, phone and email address will be encoded on your event badge, (ii) NAVC may share, sell or rent limited personal information to exhibitors or sponsors that offer products and services related to veterinary medicine, and (iii) NAVC may also share relevant information with trusted third-party service providers to perform duties such as statistical analysis, packaging and arrange for deliveries. NAVC may also access and/or disclose information if we believe such action is necessary to (a) comply with the law or legal process served on NAVC, (b) protect and defend the rights or property of NAVC (including the enforcement of our agreements), or (c) act in urgent circumstances to protect the personal safety of other attendees, NAVC employees or contingent staff, users of NAVC services, or members of the public.
Your participation in and attendance at an NAVC event is completely voluntary. NAVC does not guarantee admittance to any specific event, session, entertainment, sponsored event or keynote and reserves the right to refuse admittance to any session, keynote or event to any Attendee, at its sole discretion. NAVC may broadcast certain sessions into overflow rooms to accommodate the access of all attendees. Unless specified otherwise, all events, entertainment, sponsored events, keynotes and sessions are seated on a first-come first-served basis. You accept and assume all risks of any and all personal injury or damage to you and your personal property that you may face while attending a NAVC event, or using affiliated services, and waive any claims against NAVC, its industry partners, and affiliates, and each of their respective employees, volunteers, agents, representatives, and program participants and their guests and/or traveling companions relating to such risks.

NAVC may also contact you via surveys to conduct research about your opinion of current services or of potential new services that may be offered. NAVC may, from time to time, contact you on behalf of external business partners about a particular offering that may be of interest to you. In those cases, your unique personally identifiable information (email, name, address, telephone number) is not transferred to the third party.

Food Allergies (For All Attendees):

We may, from time to time, provide food at our events. In that case, we will work closely with the facilities to create menus that can be enjoyed by all attendees. We will make every effort to accommodate food allergies/restrictions including vegetarian, gluten, nut and seafood allergies. If you have a dietary need, please contact NAVC at Meals@NAVC.com. This must be done in writing 45 days prior to the event. If you do not make your dietary needs known to NAVC, we cannot guarantee that we can accommodate you. Please note, onsite orders cannot be accommodated.

Pursuant to the Americans with Disabilities Act

If you have a disability that may impact your participation at a NAVC event, please send an email to ADA@NAVC.com briefly describing your needs. Please Note: NAVC cannot assure availability of appropriate accommodations without prior notification of the need 45 days prior to the start of the event. For mobility assistance, NAVC has partnered with Scootaround. Through the on-site rental location, guests may rent mobility scooters, wheelchairs and oxygen equipment for events held at the Orange County Convention Center. Advanced reservations are strongly recommended for scooter or wheelchair rentals. If you did not make your mobility needs known to Scootaround prior to a NAVC event, we cannot guarantee that they can accommodate you. On-site orders may not be accommodated. Visit the Scootaround Web site to make a reservation. Please call 1-888-441-7575 for more information.

On-Site Animals

There are three (3) categories of animals permitted at NAVC events:

1. Service Animals as defined by the Americans with Disabilities Act to include only dogs and miniature horses who are individually trained to do work or perform tasks for people with disabilities. Animals whose sole function is to provide comfort or emotional support do not qualify.
2. Animals on exhibit or at NAVC sponsored events who have pre-registered and provided documentation as required by NAVC Expo Team. Pre-registration is mandatory and should be done through the exhibiting company’s booth manager. The animal handler MUST wear their NAVC event badge at all times when on-site. For any questions regarding animal handlers, documentation and registration, please contact Expo@NAVC.com.
3. Animals participating in NAVC Hands-on Workshops or required for educational purposes subject to an approved NAVC Institutional Animal Care and Use Committee (IACUC) protocol and under supervision of the NAVC IACUC.

Pets, animal companions and emotional support animals are NOT permitted at the Orange County Convention Center or any NAVC-sponsored events. All animals at NAVC events must be in accordance with the guidelines listed above.

All animals must be under their handler’s control at all times. All animals must be harnessed, leashed or tethered unless those devices will interfere with a service animal’s work (as defined above). Handlers will be asked to remove their animal from the event if they cannot control the animal.

Damages

You further acknowledge that no amount of money, or other remedy available at law, would adequately compensate the NAVC for damages, which the parties agree NAVC would suffer as a result of your violation of the above terms. In the event of a violation, NAVC reserves the right to immediately terminate your attendance privileges and your rights to attend current and future NAVC events. Further, the parties acknowledge that NAVC is entitled to obtain, upon application to a court of competent jurisdiction and without the need to prove actual damages to NAVC or to post bond, a preliminary restraining order and such other temporary or permanent injunctive relief as may be appropriate, to enforce against you the above terms, which injunctive relief shall be in addition to any other rights or remedies available to NAVC.

These Terms and any disputes arising out of or related hereto, shall be governed exclusively by the internal laws of the State of Florida and controlling United States federal law, without regard to their conflicts of laws rules. The state and federal courts located in Orange County, Florida shall have exclusive jurisdiction to adjudicate any dispute arising out of or relating to these Terms. Each party hereby consents to the exclusive jurisdiction of such courts.

Force Majeure

NAVC shall have no liability whatsoever if an NAVC event is delayed, changed, or cancelled at any time due to strikes, lockouts, accidents, fires, floods, severe weather, acts of God, healthcare crises, epidemics and pandemics as a result of viral or bacterial illnesses, forced shut-downs, emergencies, war, riots, terrorist attacks, any actions constituting a “force majeure,” or any other causes or delays beyond NAVC’s reasonable control, whether similar to or different from the causes above enumerated.

Waiver of Liability Relating to COVID-19

The novel coronavirus, COVID-19, has been declared a worldwide pandemic by the World Health Organization. COVID-19 is extremely contagious and is believed to spread from person-to-person contact. As a result, federal, state and local governments and federal and state health agencies recommend social distancing and have, in many locations, prohibited the congregation of groups of people.

NAVC has put into place preventative measures to reduce the spread of COVID-19; however, NAVC cannot guarantee that you, your guest(s), or other individuals traveling with you will not become infected with COVID-19 or another type of bacterial or viral illness or disease, whether or not related to COVID-19 and whether now existing or later identified (collectively, a “Disease”). Further, attending could increase your risk, your guest(s) risk, or the risk of other individuals traveling with you of contracting a Disease.

By electronically signing this agreement, you acknowledge the contagious nature of COVID-19 and other Diseases and voluntarily assume the risk that you, your guest(s), and/or individuals traveling with you may be exposed to or infected by a Disease by attending an NAVC in-person event and that such exposure or infection may result in personal injury, illness, permanent disability and death. You understand that the risk of becoming exposed to or infected by a Disease at VMX may result from the actions, omissions or negligence of yourself and others, including, but not limited to, NAVC, its industry partners, and affiliates, and each of their respective employees, volunteers, agents, representatives, and program participants and their guests and/or traveling companions.

You voluntarily agree to assume all of the foregoing risks and accept sole responsibility for any injury to yourself, your guest(s), and/or individuals traveling with you (including, but not limited to, personal injury, disability, and death), illness, damage, loss, claim, liability, or expense of any kind, that you, your guest(s), and/or individuals traveling with you may experience or incur in connection with your attendance at a NAVC event or participation in NAVC programming. On behalf of yourself and each of your guest(s), and/or individuals traveling with you, you hereby release, covenant not to sue, discharge, and hold harmless NAVC, its industry partners, and affiliates, and each of their respective employees, volunteers, agents, representatives, and program participants and their guests and/or traveling companions, of expenses of any kind arising out of or relating thereto. You understand and agree that this release includes any claims based on the actions, omissions, or negligence of NAVC, its industry partners, and affiliates, and each of their respective employees, volunteers, agents, representatives, and program participants and their guests and/or traveling companions, whether an infection with a Disease occurs, before, during, or after participation in a NAVC event or participation in NAVC programming.