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Terms and Conditions

Any person, delegate, accompanying person, student, media representative, speaker, or vendor who is present at a OTAO Event (the “Event”) including conferences, workshops, networking events, or any other sponsored activity automatically agrees to the terms and conditions set forth below (the “Terms and Conditions”). These Terms and Conditions apply to each person (the “Attendee”) regardless of whether they have submitted a formal registration.

OTAO reserves the right to render, in its sole and absolute discretion, all interpretations and decisions in connection with the Terms and Conditions and to establish further regulations binding upon the Attendee as may be deemed necessary to the general success and well-being of the Event and/or any person(s) affiliated therewith. OTAO’s decisions and interpretations shall be final in all cases.

Refund Policy for Event Registrations. OTAO is a nonprofit, volunteer-driven organization. Our refund policy is not designed to be punitive, but rather to cover the cost of registrations and cancellations.

  • Requested 21 days before Event = 90% refund
  • Requested 8-20 days before Event = 75% refund
  • Requested 2-7 days before Event = 50% refund
  • No-shows and same day cancellations will not receive a refund

For more information about refunds, please contact  OTAOpresident@gmail.com

Rules, Regulations, & Attendee Conduct. Attendee agrees to abide by all fire, safety, and health regulations of the local, city, state, hotel, and/or convention center where the Event is held. Attendee must comply with all applicable federal, state, and local ordinances, as well as OTAO policies and procedures as set forth below. Participants who violate such rules and/or who behave in an unsafe or careless manner while attending the Event may be asked to leave immediately and will be held responsible for their actions. The Attendee acknowledges that such violations may result in the Attendee being removed from the Event and barred from returning without refund of the Attendee’s registration fee. The Attendee likewise acknowledges and agrees that all attendees of the Event have the right to enjoy the Event equally. Illegal or disruptive behavior that interferes with the conduct of reasonable business at the Event, or any other attendee’s safety or comfort, including behavior that impedes or prevents accessibility services or requests, behavior that discriminates based on age, disability, race, ethnicity, gender, religion, political or institutional affiliation, or sexual orientation, and harassment of any kind, is strictly prohibited and may result in the Attendee being removed from the Event and barred from returning without refund of the Attendee’s registration fee. Such violations may be reported to legal authorities. If you witness a crime or have an emergency that requires the police, please call 911.

Content Advisory. Attendee understands that some events may contain adult language and/or discuss mature themes. This content may not be suitable for all attendees. The views and opinions expressed at the Event may not necessarily reflect the views of OTAO’s staff, board of directors, or members.

Indemnity. To the extent permitted by law, the Attendee agrees to protect, indemnify, defend, and hold harmless OTAO, the Event hotel, convention center, or venue where the Event is being held,and their respective employees, officers, directors, and agents against all claims/losses/damages to persons/property, or fines/costs (including reasonable attorney’s fees) arising out of or connected to the actions or failure to act, in accordance with the Terms and Conditions, except those claims arising out of the other party’s gross negligence or willful misconduct.

Accessibility Services. OTAO is committed to making all reasonable arrangements that will allow members of the association to participate in Event events. Attendees who require onsite assistance during the Event should request it from personnel at the OTAO Registration/Help Desk.

Alcohol & Drugs. OTAO supports and enforces all laws of the state and municipality where the Event is held in all matters concerning alcohol and other controlled substances. It is considered unlawful to furnish or give any liquor, malt, or brewed beverages to minors, visibly intoxicated persons, habitual drunkards, or those prone to intemperate habits. It is also illegal for minors to purchase or possess alcohol and to be visibly intoxicated. All medically unsupervised possession of controlled substances is prohibited. The manufacture, delivery, sale, and possession of an illegal substance could result in legal action.

Smoking. Smoking is not permitted in the meeting rooms. Smoking is permitted in designated areas only.

Lost Registration Badge. If the Event merits a registration badge (e.g., OTAO Annual Conference), the Attendee’s registration badge must be worn at all times during the Event. Access to the Event facilities will not be granted to those without proper credentials. If an Attendee loses, misplaces, or forgets his or her registration, the Attendee must report this to the Registration/Help Desk, so registration can be verified and a replacement can be created.

Modification of the Event Program. OTAO reserves the right to modify the program, which is published as an indication only.

Registration, Hotel, & Travel Accommodations. Registration includes admission to the Event and official events only during the Event period. Meals may be included, if indicated on the registration. Lodging and travel are not included. Hotel accommodations are subject to availability and will be allocated on a first-come, first-served basis.

Salvatory Clause. If there is a determination that any part of the Terms and Conditions is ineffective or impracticable, then the validity of the Terms and Conditions remaining is not impaired.

Photography & Filming. Photographs, audio, and video may be captured during the Event. Attendees hereby grant OTAO and its representatives permission to photograph and/or record them at the Event, and distribute (both now and in the future) the Attendee’s image or voice in photographs, videotapes, electronic reproductions, and audiotapes of such events and activities.

Photography or Recording Usage by Attendees. OTAO appreciates all coverage of the Event. Photography, audio recordings, and video recordings (other than for personal use) are not permitted without the prior written consent of OTAO. All requests for press passes must be made in advance of the Event to OTAOpresident@gmail.com. Passes may be available at the Registration/Help Desk based on need and availability. OTAO requires that a copy of all published material be submitted to OTAOpresident@gmail.com.

Force Majeure. Attendance at the Event is subject to acts of God, government authority, disaster, or other emergencies, any of which make it illegal or impossible for OTAO, the Event hotel(s), or convention center to provide the facilities and/or services for the Event, or make it illegal or impossible for the Attendee to utilize the hotels or convention centers for the Event. A registration may be cancelled for any one or more of such reasons by written notice from OTAO to the Attendee without liability on the part of OTAO.

Cancellation. In the event that the Event cannot be held or is postponed due to events beyond the control of OTAO, OTAO shall not be liable to the Attendee for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, or financial losses. Under such circumstances, an Attendee may choose to have their registration fee refunded in full.

Last updated: 12/31/2019

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