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Terms & Conditions

2024 NMCRC National Black and Latino Economic Summit

Terms & Conditions

Created: April 30, 2024

Updated: July 18, 2024

​This document sets out the terms and conditions between you and NMCRC. By registering for the 2024 National Black and Latino Economic$ Summit (herin "Summit") you are agreeing to comply with the terms and conditions set forth below. Prior to your registration, you must acknowledge and accept the Terms & Conditions contained herein. Should you not wish to accept the Terms & Conditions you should not register. Submission of a registration is regarded as an affirmation of your acceptance of the Summit Terms & Conditions. You should read this document carefully and send any questions to summit@blackandlatino.org before submitting your registration application.

General

1. General Terms

NMCRC reserves the right to change, amend, add, or remove any of the Terms & Conditions in its sole discretion and without prior notice. If one or more of the conditions outlined in these Terms & Conditions should become invalid, the remaining conditions will continue to be valid and apply. These Terms & Conditions apply to all event participants (attendees, speakers, and sponsors).

The views expressed by any event attendee, speaker, exhibitor, or sponsor are not necessarily those of NMCRC.  All attendees, speakers, exhibitors, and sponsors are solely responsible for the content of all individual or corporation presentations, marketing collateral, and/or advertising.

Registration & Attending the Summit. You must complete the Summit registration and pay the $125 Registration fee to attend the summit unless provided with an approved discount code. 

Nondiscrimination policy. NMCRC prohibits discrimination, harassment, and bullying against any person for any reason—for example, because of age, ancestry, color, disability or differing ability, national origin, race, religion, gender, sexual or affectional orientation, gender identity, appearance, matriculation, political affiliation, marital status, veteran status, or any other characteristic protected by law.

Liability waiver & release. In consideration of being allowed to register for, and participate in the Summit, you hereby warrant and represent that you are age 18 or above and freely waive, release from liability, assume all risks, and covenant not to sue NMCRC or its members, employees, board members, agents, or volunteers for any expense, loss, damage, personal injury, including loss of life, illness, including but not limited to COVID-19, disability, property damage, or property theft or actions of any kind that you may hereafter suffer or sustain before, during, or after the event, unless said expense, loss, damage, personal injury, including loss of life, illness, disability, property damage or property theft or actions of any kind is caused by the sole, gross negligence of NMCRC.  This Liability Waiver and Release is specifically binding upon your heirs and assigns and is knowingly given. 

Credential/badge scanning during the event. NMCRC event co-sponsors, and other third parties may directly request your personal information at registration or during presentations.  Providing your information to them is optional, and you should review their privacy policies to address your particular needs and concerns about how they will treat your personal information. 

If during the event you attend a session or program hosted by an presenter/sponsor other than NMCRC, you understand and agree that when you present your badge for scanning or when you provide personal data, that information will go to a non-NMCRC entity and NMCRC takes no responsibility for how that company uses your personal information.

Service as an invited speaker. If you agree to speak at a NMCRC-sponsored event, we may share your contact and biographical information with event attendees. Sometimes we may also request a photograph. In other cases, we post on the respective event website information such as your name, employer, physical work address, and work email address, as well as a link to your company website and/or professional LinkedIn page available to the public. This is so that visitors to the event website or Whova, including event attendees and speakers, can contact you with questions and requests for more information, and to provide feedback if needed. Additionally, speakers may be asked to complete a release agreement or copyright form prior to their presentation. 

Conference Modification or Cancellation. NMCRC reserves the right to modify the agenda or program as necessary without notice. NMCRC reserves the right to cancel the summit. We are unable to refund any travel costs (flight, hotel, etc.) in the case of NMCRC cancellation unless you are a scholarship recipient.

Refund Policy. If you are no longer able to attend the Summit, you may request a refund for your Registration fee before August 1, 2024.

2. Scholarships

Scholarship

Scholarship Eligibility. Organizations/Businesses that have an operational budget of under $500,000 qualify to receive a scholarship covering 100% of both their airfare and hotel accommodations. Organizations/Businesses with operational budgets of over $500,000 qualify to receive a scholarship for EITHER airfare OR hotel accommodations. Up to two (2) employees from a business or organization can be allotted a scholarship. If more than two (2) are registered, the company may decide which individuals will receive the scholarship. Completion of the registration applications or payment of the registration fee does not automatically guarantee an award.

Scholarship Inclusions. If an attendee is awarded a scholarship, it will cover either 100% of the attendee's round-trip airfare and/or hotel accommodations (whichever is confirmed) from check-in on Wednesday, August 21 to check-out on Friday, August 23, 2024 (2 nights). Hotel stays outside of those date ranges will not be covered or reimbursed. Flights arriving prior to August 21st or departing after August 23rd are still eligible for reimbursement.

Notification of Award. Recipients will be notified by email of the scholarship award by June 30, 2024 and will be required to respond with an acceptance or rejection of the scholarship within ten (10) business days. If we do not receive a response after ten (10) business days, the scholarship may be forfeited.

Airfare Reimbursements. Scholarship recipients are responsible for purchasing their airfare by August 10, 2024. NMCRC will only reimburse base airfare, plus standard fees and taxes. NMCRC will not reimburse First-Class, priority seating, or added luggage or any other additional services. Upon arrival to the Summit, attendees will be emailed a link to submit airfare details and electronic receipts. NMCRC will begin processing reimbursements via check when all necessary documents have been provided. NMCRC requires a minimum of sixty (60) days to process all reimbursement requests and issue payments. Payment will be issue via check and mailed to the address provided.

Hotel Accommodations. All attendees will be provided with a direct booking link to book their hotel room at the summit host hotel (JW Marriott Tampa Water Street — 510 Water Street Tampa, FL 33602 ) and are required to provide a valid credit card by July 26, 2024 to hold their reservation and for room incidentals. Please do not email forms with the credit card information to protect your data and to comply with the NMCRC payment terms. Emailed credit card information will not be accepted. The hotel will hold one (1) night hotel stay in the amount of $229.00. Upon check-out, the hold will be released. NMCRC covers 2 nights (Wednesday, August 21st and Thursday, August 22nd). If you do not show, you will be charged for that night including any applicable taxes and fees). If you opt to book personally selected hotel accommodations or additional nights outside of the designated summit dates, you will be responsible for all fees associated with your hotel stay.  

Cancellation. Scholarship Recipients must give 30-day notice for cancellation approval. NMCRC will respond within 48 hours if the cancellation has been approved and if the hotel and registration costs have been waived. Scholarship Recipients who do not provide a 30-day notice may incur the cost of their hotel stay, any non-refundable travel costs, and/or registration fees. NMCRC may make exceptions based on approved emergency circumstances.

Health & Safety

3. Health & Safety

COVID-19 Duty of Care (In-Person Events). By attending the summit, you agreed to abide by and engage in certain health-and-safety-beneficial conduct while attending the Summit. The following regulations are set forth:

  1. Mask-wearing is optional and not mandated for indoor public areas

  2. We strongly-recommend and encourage all vendors, speakers, guests, and attendees to be fully vaccinated, if able

  3. Engaging in appropriate physical distancing

  4. Do not attend the Summit if you are ill or have been recently exposed to COVID-19.

If you have questions regarding NMCRC’ COVID-19 procedures or need accommodations, please contact NMCRC summit@blackandlatino.org

Event conduct and safety. NMCRC is committed to providing a safe, productive, and welcoming environment to all participants, including staff and vendors, at NMCRC-related events. NMCRC has no tolerance for discrimination, harassment, or bullying in any form at NMCRC-related events. Participants are expected to adhere to these principles and respect the rights of others.  

What To Do If You Witness or are Subjected to Unacceptable Behavior. Participants should report any behavior inconsistent with these principles to onsite event staff. Event staff will be happy to help participants contact venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the event. We value your attendance.

 

You may also contact NMCRC directly to report a concern at summit@blackandlatino.org

Be mindful of your surroundings and of your fellow participants. Alert emergency services if you notice any behavior inconsistent with these principles or what you assess to be a dangerous situation or someone in distress. For other violations of this Code of Conduct, you can email summit@blackandlatino.org

4. Privacy & Media Policy

Privacy & Media

How we will use your information. NMCRC is committed to data privacy and protecting your personal information. Information on how NMCRC collects, processes, and uses your data is hereby incorporated into these Terms & Conditions.  Additionally, by submitting your email address during the event registration process, you agree that NMCRC and its event partners may send you event-related information.  A valid email address is required for all registrations.

NMCRC uses the personal data you provide in this registration for administering your participation in this event.  This may include information about the event’s content, event logistics, payment, updates, and additional information related to the event.

 

NMCRC may disclose your personal data to third-party service providers engaged by NMCRC to assist in the conduct of the event (e.g. housing bureau, mobile application provider).  Information you provide when registering for or participating in an event managed or co-sponsored by parties other than or in addition to NMCRC may be shared with those parties, and the treatment of such information is further subject to the privacy policies of those parties.  Except as described herein, NMCRC will not disclose your personal data to any other third party without your consent except where required to do so by law.

Usage of photographic and video material taken at NMCRC events. To comply with global data privacy laws, NMCRC imposes certain restrictions on the use of multimedia at its events (e.g. photography, video, audio, online streaming, and all future mediums).  An attendee is permitted to use hand-held cameras and/or smartphones to take photographs and capture digital images for personal, non-commercial use, provided the photography is not disruptive. Photographs may not be published, sold, reproduced, transmitted, distributed or otherwise commercially exploited in any manner whatsoever.

NMCRC may hire professional service providers (photo/video/streaming/audio) to document and display the event experience. NMCRC may also use social media platforms (ie. Facebook and/or Instagram) to: (i) post real-time photos and videos to its social media feeds; and (ii) display select submissions from those feeds on monitors throughout the event venue.

Attendees and sponsors are encouraged to capture their event experiences and post their own social content from the event (text, photos, audio, video, streaming), provided it does not infringe upon the rights of any attendee, sponsor, third party, or NMCRC.  Such infringement would include, but is not limited to, defamation or infringement of intellectual property rights.  In the event an attendee requires a release or permission to protect the rights of a third party, obtaining such a release or permission shall be the sole responsibility of the attendee.

   

By attending the event, you acknowledge and agree as follows: (a) NMCRC may edit and use footage it captures at the event for marketing and promotional activities and for any other lawful purpose in the ordinary course of its business; and (b) due to the prevalence of mobile recording devices in today’s world, NMCRC disclaims all liability for the capture of your image in any multimedia format by other attendees at the event.

Recordings of the proceedings of NMCRC staff and partner meetings. The NMCRC applies restrictions on recording the proceedings of NMCRC meetings. Restrictions include, but are not limited to, the usage of audio recording, video recording, and photography by participants or observers.  

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