Terms & Conditions, and Event Policies

Registration Terms & Conditions

By registering for and/or attending 2025 Advocacy in Action Conference, herein referred to as the Conference, all participants agree to be bound by, and comply with, these terms and conditions. It is the participant’s responsibility to read and understand these terms and conditions.

Registration Agreement, Process and Payment Methods

1. Registrants will be able to select the early registration fee until 11:59 MST OCTOBER 15, 2024. If payment has not been received and confirmed by the Conference Management Office by 11:59 MST OCTOBER 22, 2024 (one week after the early bird deadline), registrants will be charged the standard Conference fee of $449. If the fee is not received by 11:59 MST DECEMBER 15, 2024 they will be charged the late registration fee of $499, a $50 difference.
2. Payment of onsite registrations may be made using a credit card (American Express, Visa, MasterCard) or check payable to Constellation Consulting, LLC.
3. Delegates should advise of any special access requirements at the time of registration. To review our accessibility policy, please visit our Policies, Terms & Conditions page.
4. Discount codes are assigned by Constellation Consulting, LLC. We reserve the right to cancel any registrations using unauthorized discount codes.
5. Conference registrations will not be confirmed until the completed form and the correct payment is received and processed by the Constellation Consulting, LLC.
6. Registrants should obtain confirmation from the Constellation Consulting, LLC before committing to other travel arrangements.
7. Attendees are responsible for making their own lodging and travel arrangements.
8. Registration information will be sent to registered attendees by email at least seven days prior to the event. Any registrant who does not receive the registration information should contact us by email to info@constellationnm.com.
9. Participants are responsible for securing appropriate insurance coverage in connection with their attendance at the Conference. Where the participant is traveling from outside of the host country to attend the Conference, appropriate travel insurance should be purchased independently and in advance of any travel or travel bookings.
10. Credit Card chargebacks on registrations will incur a $50 fee.

 Cancellation Policy 

1. Conference registration can be canceled only in writing (email) to: Constellation Consulting, LLC. at info@constellationnm.com 
2. Substitutions may be made at any time at no extra charge (substitutions do not apply to scholarship, please refer to Scholarship Terms and Conditions). Should substitution not be possible, cancellation charges apply as follows:

46+ days or more prior to start of event: 0% of the delegate fee (Nov. 29, 2024)

31-45 days prior to start of event: 50% of the delegate fee (Nov 30, 2024 - Dec 13, 2024)

16-30 days prior to the start of event: 75% of the delegate fee (Dec 14 - Dec 29, 2024)

15 or less days prior to start of event: 100% of the delegate fee (Dec 30, 2024)

1. Substitutions may be made at any time. If you wish to substitute a participant, please contact the Conference Management Office at the earliest opportunity.
2. Scholarship substitutions are not accepted.
3. Registrations may not be split.
4. All refunds will be made after the Conference, within 30 days.
5. In the event of fire, flood or without limit other causes that the Conference reasonably believes to be substantial or that are beyond the Conference’s control, we reserve the right to change the times, dates and the venue of the Conference, without incurring any liability to the participants. In the unlikely event of the program being canceled, a full refund will be made. Liability will be limited to the amount of the fee paid by the delegate. In the event of it being found necessary, for whatever reason, that the Conference is being postponed or the dates being changed, the organizers shall not be liable for any expenditure, damage or loss incurred by the delegate. If by rearrangement or postponement the event can take place, the booking between the delegate and the organizers shall remain in force.
6. The participant by accepting these terms and conditions you agree to fully indemnify and hold harmless the Conference’s organizers, employees, agents, contracts and subcontractors against and holds it harmless from all or any loss or damage, injury, actions, proceedings or claims arising from any act or omission of the participant during the course of the Conference.

Personal Information

1. By submitting registration details, delegates agree to allow the Conference and companies associated with the Conference to contact them regarding their services. To review our privacy policy, click here. Delegates who do not wish to receive such communications should email info@constellationnm.com.
2. Participation contact details will be kept in the Conference database. We do not record or store credit card information.
3. Unless the Constellation Consulting, LLC has received an explicit request from a registrant disallowing to share his/her contact information (through the Registration Form), a list of all attendees, their affiliation institutions and email addresses will be included in the Conference app.
4. By answering “Yes, I would like to receive email updates” in response to the question “Would you like to receive updates regarding the conference via email?” registrant email addresses will be used to circulate details and announcements regarding the conference and future events. By answering “No, I would not like to receive email updates” the conference will still automatically send one confirmation email to confirm registration, and one final logistics email a week before the conference.
5. The email addresses will also be used to circulate last-minute details and announcements of future Advocacy in Action events.
6. If you would like your record to be deleted AFTER the Conference, please notify Constellation Consulting, LLC email (info@constellationnm.com) or in writing to the Conference Management Office.
7. Click to view Conference Attendee Privacy Policy.

Safety

1. While every effort has been made to ensure the safety of all participants, the organizers cannot be held responsible and/or liable for any personal accident, loss or damage to private property of those attending the conference.

Photo and Video Release

1. By entering the event premises, and/or by my participation in this event, I am consenting to the use of my photograph, likeness or video or audio recording in whole or in part without restriction or limitation for any educational, promotional, or any other purpose for distribution in online and printed publications or any publication in other media. I release Constellation Consulting, LLC, and employees and each and all persons involved from any liability connected with the taking, recording, digitizing or publication of interviews, photographs, computer images, video and/or sound recordings.

*These terms & conditions are subject to change without notice.

Exhibitor Terms and Conditions

These Terms and Conditions govern the participation of exhibitors at the New Mexico Advocacy in Action Conference (“the "Conference") taking place from January 14-16, 2025 at the Tamaya Resort. By registering as an exhibitor, your organization agrees to the following terms:

• Exhibitor Registration

1. Exhibitors must complete the online registration form.
2. Exhibitor Registration includes up to two company representatives. Exhibitors may request additional representatives by emailing info@constellationnm.com at least 14 days prior to the start of the conference.

• Costs

1. Exhibit Booths for the Conference are Free.
2. For profit organizations are asked to donate three door prizes (one for each day of the conference) and deliver them to the Registration Booth during booth set up on January 13, 2025.

• Meals

1. Exhibitors are not included in the conference meals; however are welcome to join after the attendees have been served.
2. Tamaya Resort offers onsite dining options.

• Booth Setup and Dismantling

1. Exhibitor setup will take place on Monday, January 13, 2025. Booths must be fully installed and ready by the start of the event on January 14, 2025.
2. Dismantling of booths cannot begin before the official end of the event at 12:00 pm on January 16, 2025.
3. Exhibitors are responsible for the setup, operation, and removal of their exhibits, including the provision of any necessary tools and personnel.

• Booth Specifications, Personnel and Equipment

1. Each booth space includes one 6-ft table, two chairs, and linens. 
2. Exhibitors are responsible for requesting additional add-ons including extra chairs or tables, alternate table layout, electricity, etc. Requests will be reviewed by Constellation Consulting, LLC and CVRC and approved on a case by case basis.
3. Exhibitors are responsible for maintaining their booth in a neat, orderly condition.

• Cancellation and Refund Policy

1. Cancellations may be submitted at info@constellationnm.com no later than January 6, 2025. 
2. The conference reserves the right to cancel the exhibitor's booth in case of violation of any terms.

• Liability and Insurance

1. The exhibitor assumes full responsibility for the safety and security of their booth, equipment, and materials.
2. CVRC, Constellation Consulting, LLC and the Tamaya Resort will not be liable for any loss, damage, or injury to the exhibitor's property, staff, or guests.
3. Exhibitors must provide proof of insurance upon request, covering liability for personal injury, property damage, and theft during the event.

• Prohibited Activities

1. Exhibitors may not share, sublet, or assign any part of their booth space to another company without written approval from Constellation Consulting, LLC.
2. No loud or disruptive activities, including audio or video presentations, are allowed at booths that interfere with other exhibitors or attendees.
3. Distribution of promotional materials outside of your designated booth space is prohibited without prior approval.

• Event Cancellation

1. In the event that the Conference is canceled or postponed due to circumstances beyond the organizers' control (including but not limited to natural disasters, pandemics, or government restrictions), exhibitors will have the option to exhibit at the Conference at its future date and location.

• Code of Conduct

1. Exhibitors are expected to conduct themselves professionally and respectfully toward attendees, fellow exhibitors, and conference staff at all times.
2. Exhibitors are responsible for ensuring that all representatives adhere to the conference's guidelines and policies.

• Indemnification

1. Exhibitors agree to indemnify and hold harmless the Constellation Consulting, LLC, CVRC,  the Tamaya Resort, and any affiliated partners or sponsors from and against any claims, damages, or liabilities arising from the exhibitor’s participation in the event.

• Intellectual Property

1. Exhibitors may only display and distribute content or materials that they have the legal right to use. Any unauthorized use of copyrighted or trademarked material is strictly prohibited.

• Health & Safety

1. Exhibitors must adhere to all local and venue-specific health and safety guidelines, including but not limited to COVID-19 protocols, fire safety regulations, and accessibility requirements.

• Photography and Media

1. By participating in the Conference, exhibitors grant the organizers permission to photograph, videotape, or record their exhibit for promotional purposes without compensation.

• Amendments

1. Constellation Consulting, LLC reserves the right to amend these terms and conditions at any time. Any changes will be communicated to exhibitors promptly.

• Agreement

1. By registering as an exhibitor, you acknowledge that you have read, understood, and agree to abide by these Terms and Conditions.

For any questions or additional information regarding these terms, please contact info@constellationnm.com.

We are committed to protecting your personal information and ensuring that your privacy is respected throughout the event. This privacy policy outlines how we collect, use, and protect your data when you register and participate in our conference. By attending the conference, you agree to the terms of this policy.

1. Information We Collect

When you register for this event, we may collect the following personal information:

• Name
• Email address
• Company/Organization
• Job title
• Payment information (if applicable)

This information is collected to facilitate your participation in the conference and provide necessary updates related to the event. Credit card information is not stored by the Conference Manager or the Conference Convener.

2. Use of Your Information

By registering for the conference, you agree to receive emails related to:

• Important conference updates, including scheduling, program changes, and logistical information.
• Communications from the conference organizer and the conference convener, including post-event surveys, relevant news, and future event invitations.

We will not share your personal information with third parties for marketing purposes.

3. Whova Event Platform

The event uses the Whova event platform to facilitate the conference, including attendee networking, session participation, and communication.

• By using the Whova platform, you agree to Whova’s Privacy Policy, which governs how Whova collects, stores, and uses your information. You can review Whova’s full privacy policy here.
• Through Whova, your profile information (such as name, job title, and company) will be visible to other attendees, exhibitors, and sponsors, unless you choose to update your privacy settings within the platform.
• Whova may also collect and use data for purposes related to platform functionality, user interaction, and technical support, as outlined in their privacy policy.

4. Sharing Your Information with Others

While attending the conference and using Whova, you may choose to share your personal information with exhibitors, sponsors, other attendees, or presenters. Please note:

• You are responsible for any information you provide directly to others during the conference or through the Whova platform. We do not control or monitor how third parties use the information you share with them.
• We recommend reviewing the privacy policies of exhibitors, sponsors, or third-party organizations before sharing your information with them.

5. Data Security

We take reasonable measures to protect your personal information from unauthorized access, loss, or misuse. However, please note that no method of electronic transmission or storage is 100% secure, and we cannot guarantee the absolute security of your data.

6. Opting Out

You may opt out of receiving emails from the conference organizer and convener at any time by following the "unsubscribe" instructions included in any email communication. Please note that important logistical updates related to the conference will still be sent to registered attendees.

7. Changes to the Privacy Policy

We may update this privacy policy from time to time. Any changes will be posted on our website, and attendees will be notified via email. By continuing to participate in the conference, you agree to the updated policy.

8. Contact Us

If you have any questions or concerns about this privacy policy or how your personal information is used, please contact us at info@constellationnm.com.

We are committed to ensuring that all attendees have an inclusive and accessible experience. Accommodations are available as requested to meet a range of accessibility needs, including mobility, communication, and dietary requirements. If you require any specific accommodations, please inform the conference convener at info@constellationnm.com, and all reasonable efforts will be made to meet your needs.

1. Mobility Accessibility

• Conference venues are fully accessible, including wheelchair ramps, elevators, and accessible restrooms.
• Seating will be arranged to accommodate attendees using wheelchairs, walkers, or other mobility aids.

2. Dietary Accommodations

• Meals and snacks will include options that cater to food allergies, intolerances, and dietary preferences (e.g., gluten-free, vegan).
• Attendees are encouraged to inform the conference convener of specific dietary needs during the registration process, and efforts will be made to provide suitable options.
• Allergen information will be clearly displayed at meal stations.

3. Communication and Interpreter Services

• ASL (American Sign Language) interpreters or Real-time Translation services can be provided upon request. Attendees should notify the conference convener at least 14-days in advance of the event if they have this request.
• Sound amplification systems will be used during the event educational sessions.
• Accessible presentation materials, including large print or digital versions, can be provided upon request.

4. Visual Impairment Support

• Event materials, such as presentations and handouts, will be made available in accessible formats, such as large print or digital files for screen readers, as requested.

5. Other Accessibility Needs

• Attendees with additional accessibility needs (e.g., sensory accommodations or service animal requirements) should contact the conference convener with their specific requests, and all reasonable efforts will be made to provide support.

Requesting Accommodations

To ensure that we can meet your accessibility needs, please inform the conference convener of any specific requests during the registration process or by contacting us at info@contellationnm.com as early as possible. While we will make every reasonable effort to accommodate your needs, timely requests will allow us to better prepare.

Contact Us

For questions or to discuss your specific accessibility needs, please contact the conference convener at info@contellationnm.com. We are committed to ensuring that all attendees have a comfortable and accessible experience.

To ensure that all participants receive the full educational value from our sessions and to maintain the integrity of the Continuing Education Contact Hours awarded, the following attendance policy has been established:

Policy Requirements:

• Full Session Attendance:
  • Participants are expected to attend the entire session(s) to earn continuing education and contact hours. While the goal is to be on time and stay for the full duration, minor delays of a few minutes for personal needs are acceptable. However, significant or repeated tardiness may affect eligibility.
• Attendance Monitoring:
  • Attendance will be monitored through a variety of activities which may include: scanning a QR code provided during the session to check-in/check-out of the session; complete polls throughout the duration of the session; complete session feedback/evaluation, which includes attesting to attendance; other activities that may be included to confirm the attendance and active participation in the session.
• Verification of Attendance:
  • At the conclusion of the conference or training, attendance records will be reviewed. Continuing education and contact hours will be awarded only to attendees who have met the full attendance requirement for each session.
• Certificates:
  • Certificates will be emailed to the attendee's email address submitted during registration within 45 days of the completion of the event.
• Appeals Process:
  • Attendees who believe there has been an error in the recording of their attendance may submit a written appeal within 7 days of the session's conclusion. Appeals should include relevant documentation and will be reviewed on a case-by-case basis. Appeals can be emailed to info@constellationnm.com.