Policies and Permissions

By registering for an EDUCAUSE event, you agree to comply with all rules and conditions of EDUCAUSE event participation. These policies are strictly enforced and apply without exception to all attendees, including exhibitors and media.

Registration and Hotel Cancellations

Payment for the full amount of the registration fee must be made by the first day of the conference. Individual cancellations received on or before September 24 are entitled to a full refund*. No refund will be provided for cancellations after September 24. To request a cancellation, please send an email to [email protected].
 
*No refunds will be issued for the bulk package. Those who redeem a promo code purchased as part of this package may cancel, but a refund will not be issued. Recipients are encouraged to find another participant within their institution or corporation to redeem this promo code on their behalf.

Hotel cancellations received on or before October 3 are entitled to a full refund. Through October 3 please submit all cancellations via email to [email protected] or via the website (cancellations will not be taken by phone). Please allow hotels to process reservations before contacting them with any reservation changes. Hotels should have reservations uploaded by Wednesday, October 9. Starting October 9, cancellations must be made directly through your hotel. Please note that it is critical to keep your hotel reservation up-to-date. If you do not cancel a reservation you no longer need, or if you do not arrive on the first booked night of the reservation, you will lose the entire reservation and be charged for one hotel night. A deposit may be charged to the card used to guarantee the reservation after September 27.

Code of Conduct

EDUCAUSE seeks to create a healthy, safe, and inclusive environment for all individuals to network, learn, and share.

As a community we do not tolerate discrimination, abuse, or harassment of any kind by anyone at our physical and virtual events. Prohibited behaviors include, but are not limited to, harassment or intimidation based on race, religion, language, gender, sexual orientation, gender identity, gender expression, disability, appearance, or other group status; sexual harassment, including unwelcome sexual attention, stalking (physical or virtual), or unsolicited contact; and disorderly or disruptive actions in any physical or virtual conference space, including meeting rooms, live or online sessions, video conference channels, chat and discussion spaces, live or online exhibit hall, or in any other conference spaces, that might adversely affect another participant’s experience.

We expect all participants to be respectful of other people and their viewpoints, even though they might be different, and to assist with creating and maintaining an inclusive and respectful environment at all times.

If you feel threatened, or harassed, or at risk of physical harm, or witness any questionable behavior:

1. If in an emergency situation, Immediately dial 9-1-1 or ask for assistance from on-site security

2. Ask for help from an EDUCAUSE staff member

   1. Speak to onsite staff (for in-person events), or

   2. Private chat (for virtual events), or

   3. Email to [email protected], or

   4. Call 303-449-4430 (Monday–Thursday, 8:00 a.m.–5:00 p.m. MT and Friday, 8:00 a.m.–12:00 p.m. MT)

EDUCAUSE reserves the right at its sole discretion to expel anyone, without refund, from all current and future events, whose conduct is not in keeping with these expectations.

Event Age Restriction

To ensure an environment appropriate for professional learning, for safety and liability reasons, and to reserve session space for paid attendees, children are not allowed at EDUCAUSE events. During all active operating hours of the EDUCAUSE event, no one under 16 years of age will be permitted to attend sessions, visit the exhibit hall (if one is offered—including move-in and move-out times) or enter the conference venue unless (1) that person is a presenter and registered participant, and (2) is accompanied by an adult chaperone. Strollers are not permitted at any time in the exhibit hall or in event sessions. EDUCAUSE reserves the right to request proof of age from anyone at any time and to revoke a badge or deny attendance of any registered participants who are under 16. For assistance with reasonable accommodations for nursing parents, please contact [email protected].

Sharing, Recording, Streaming, and Photography

Common courtesy dictates that attendees must obtain any presenter’s permission to post, record, or stream their session or activity in any medium or social media channel (including, but not limited to, Instagram, Twitter, SnapChat, TikTok, Facebook, and YouTube). Recording/streaming for commercial purposes is allowed only with prior written permission from both EDUCAUSE and the presenter(s). Sharing out links, resources, login credentials, or other information intended for registered participants to an event to non-registrants is not acceptable. EDUCAUSE reserves the right to ask any participant to move within or to leave a session venue if their use of technology is disruptive to presenters or other participants, or shared with non-registrants.

Please Note: By attending the conference, you are agreeing to allow images, audio, chat excerpts, and video of you recorded on site or during a virtual session by EDUCAUSE personnel to be used for educational and promotional purposes. Please contact [email protected] with questions.

Data/Privacy Notice

In addition to the ways we collect and use data outlined in the EDUCAUSE Privacy Notice, below are some specific ways your data is shared during the EDUCAUSE Annual Conference to enhance your experience during the conference:

• Connecting our conference attendees:
  • Participant List - for those who have opted in, your name, title, and organization will be included on the participant list that is available to registered attendees.
  • Online conference networking list - for those who have opted in, your name, title and organization will be included on the attendee networking list in order to chat or schedule video meetings
• Connecting solution seekers with solution providers
  • Vendor communications - name and email address for all registrants is shared with an EDUCAUSE service provider (VIP Guest Invites, an IndustryConnect company) to distribute our Countdown to Show: Exhibitor Preview email, which highlights exhibitor involvement in the conference.
  • Badge scanning - for those who give permission for your badge to be scanned, your name, title, organization/institution, email address, postal mailing address, and phone number (as entered into your registration) will be shared with the exhibiting company.

Accessibility

EDUCAUSE strives to hold events where all attendees feel welcome and barriers for participation or attendance are removed. Please tell us during the registration process if you have a disability or may require accommodations to fully participate. We respectfully ask for 21 days’ advance notice.

Gratuities and Gifts

Giveaways and drawings are permitted at EDUCAUSE events. Conference attendees are responsible for assuring they are in compliance with their institution's guidelines for accepting gifts.