Terms & Conditions
2022 NMCRC National Black and Latino Economic Summit
Terms & Conditions
Created June 1, 2022
Updated June 26, 2022
This document sets out the terms and conditions between you and NMCRC. By registering for the 2022 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 Event Terms & Conditions. You should read this document carefully and submit any questions to firstname.lastname@example.org before submitting your registration application.
1. General Terms
NMCRC reserves the right to change, amend, add or remove any of the above 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, sponsors, exhibitors).
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.
Attending the Summit. Once the registration application is complete and submitted, the appropriate committees will review the applications. Whether the potential attendee is awarded a full scholarship, a partial scholarship, or covering their own travel expenses, the attendee will receive an email confirming their registration by June 30, 2022, to include a link to the summit app — Whova — to access all summit information, materials, agenda, and notifications. (This is an updated term)
Previous Term Statement: Once the registration application is complete and submitted, the appropriate committees will review the applications. Whether the attendee is awarded a full scholarship, a partial scholarship, or covering their own travel expenses, the attendee will receive an official registration link for the summit via email. Once registered through this link the attendee will have access to all summit materials, agendas, and notifications. The platform used for the summit is called Cvent.
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, exhibitors, and other third parties may directly request your personal information at their exhibit booths or 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 exhibitor 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, 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.
2. Scholarship Recipients
Scholarship Inclusions. If an attendee is awarded a scholarship, it will cover either 100% or 50% of the attendee's round-trip flight and hotel accommodations (whichever was requested) from Wednesday, August 17 through Friday, August 19, 2022 (2 nights). Travel outside of those date ranges will not be covered or reimbursed. (This is an updated term)
Previous Term Statement: If an attendee is awarded a scholarship, it will cover either 100% or 50% of the attendee's round-trip flight and hotel accommodations from Wednesday, August 17 through Friday, August 19, 2022 (2 nights). Travel outside of those date ranges will not be included.
Notification of Award. Recipients will be notified by email of the scholarship award by Thursday, June 30, 2022 and will be required to accept or reject the scholarship within ten (10) business days. (This is an updated term)
Previous Term Statement: Recipients will be notified by email of the scholarship award by Thursday, June 30, 2022
Airfare Reimbursements. Scholarship recipients are responsible for purchasing their airfare at least thirty (30) days in advance of arrival. NMCRC will only reimburse base flight costs. NMCRC will not reimburse First-Class, priority seating, any other additional services, or flights booked within thirty (30) days of arrival. Upon arrival at the Summit, NMCRC will process reimbursement via check when all necessary documents have been provided. All reimbursements must be submitted with valid receipts upon arrival. NMCRC requires a minimum of thirty (30) days to process all reimbursement requests and issue payments. (This is an updated term)
Previous Term Statement: Scholarship recipients are responsible for purchasing their airfare in advance. Upon arrival at the Summit, NMCRC will process reimbursement via check when all necessary documents have been provided. All reimbursements must be submitted with valid receipts on the start date of the Summit (Wednesday, August 17, 2022). NMCRC requires a minimum of 30 days to process all reimbursement requests and issue payments. NMCRC is committed to taking no longer than 90 days for reimbursements to be issued if valid registrant information is on file.
Hotel Accommodations. Scholarship recipients will be required to provide a valid credit card number within ten (10) business days of receiving the scholarship to hold their reservation and for room incidentals. The hotel will hold one (1) night hotel stay in the amount of $165.00. When you arrive and check in at the hotel, the hold will be released. If you do not show, you will be charged for that night including any applicable taxes and fees). NMCRC covers 2 nights (August 17th and August 18th). You are welcome to book additional nights at the special summit rate, which will be charged upon check out. You will be provided with a direct booking link to submit your credit card information. You represent and warrant that you are an authorized user of the credit card number provided, and you agree to pay all charges resulting from your stay, including any unauthorized charges incurred prior to your notice to NMCRC of such charges. Your credit card is required for hotel 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. 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. (This is an updated term)
Previous Term Statement: Scholarship recipients will also be required to provide a valid credit card number when checking into the hotel for room incidentals. You represent and warrant that you are an authorized user of the credit card number provided, and you agree to pay all charges resulting from your stay, including any unauthorized charges incurred prior to your notice to NMCRC of such charges. Your credit card is required for hotel incidentals. Please do not email forms with credit card information. To protect your data and to comply with the NMCRC payment terms emailed credit card information will not be accepted. If you opt to book personally selected hotel accommodations 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 cost has been waived. Scholarship Recipients who do not provide a 30-day notice will incur the cost of their hotel stay and any non-refundable travel costs. NMCRC may make exceptions based on approved emergency circumstances.
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:
Mask-wearing is optional and not mandated for indoor public areas
We storngly-recommend and encourage all vendors, speakers, guests, and attendees to be fully vaccinated, if able
Engaging in appropriate physical distancing
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 email@example.com
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 firstname.lastname@example.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 email@example.com
4. Privacy & Media Policy
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.