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. Cancellations received on or before September 30 are entitled to a full refund. No refund will be provided for cancellations after September 30.

Hotel cancellations received on or before September 30 are entitled to a full refund. Through September 30 please submit all cancellations via email to [email protected] or via the official housing 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 Tuesday, October 5. Starting October 5, 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 on or after October 4.

Code of Conduct

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

All in-person participants must practice public health and safety prevention measures for COVID-19, per CDC guidelines. In addition, participants should not attend the EDUCAUSE Annual Conference if they had recent exposure to a COVID-19 case or experience any symptoms of COVID-19 within ten days of the event including fever or chills, cough, shortness of breath, fatigue, body aches, headache, new loss of taste or smell, sore throat, runny nose, nausea, vomiting, or diarrhea. In general, if you are sick or contagious, please refrain from attending.

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–Friday, 7:30 a.m.–4:30 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.

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:

  • 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.

  • Attendee Networking List - for those who have opted in, your name, title, and organization will be included on the online event platform for networking purposes.

  • Connecting solution seekers with solution providers - for those who have opted in, your contact information will be shared with corporate supporters of this event

Accessibility

EDUCAUSE strives to hold meetings, conferences, and other professional events where all attendees feel welcome and barriers of any type do not exclude people from attending or participating. EDUCAUSE recognizes that long-term and lasting progress on this front will require time, sustained effort, and the cumulative impact of incremental and individual actions.

If you have any questions about our policies, or need accommodations to fully participate, please email [email protected] for assistance.

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.