Participation & Credentials Terms and Conditions

Last Modified: January 28, 2025

The All Things Cancer + Wellness Expo (“Event”) is committed to creating an informative and engaging experience for all attendees, speakers, exhibitors, and sponsors. By participating in the Event, you agree to the following Participation & Credentials Terms and Conditions (“Terms”), which govern your registration, attendance, and use of Event credentials.

These Terms apply to:

  • You and any individual or entity you represent (“Participant”).
  • Participant’s application for involvement in the Event.
  • Participant’s registration, attendance, participation, and/or enrollment, including, but not limited to, the purchase and/or possession of any Event entry credentials such as badges, tickets, or passes (collectively referred to as “Credentials”).

Liability, Arbitration & Class Action Waiver

These Terms contain important provisions regarding liability limitations, dispute resolution, and indemnification. By participating, you agree to binding arbitration on an individual basis rather than lawsuits in court and waive your right to join a class action.

Credentials & Applications

Official Credentials

The All Things Cancer + Wellness Expo and its authorized representatives are the sole issuers of official Event Credentials. Any unauthorized Credentials will be deemed invalid and subject to revocation.

Applications

Any application to participate in Event programming, awards, exhibitions, or competitions must be submitted through official Event channels. Applications submitted through unauthorized sources will not be considered.

Refund & Revocation Policy

  • No Refunds: All Credential purchases and application fees are non-refundable under any circumstances, including but not limited to: illness, travel disruptions, weather conditions, personal emergencies, government restrictions, pandemics, or duplicate purchases.
  • Event Cancellation or Postponement:
    • If the Event is canceled, Credentials may be deferred to the next scheduled All Things Cancer + Wellness Expo of the same type. No refunds will be issued.
    • If the Event is postponed, Credentials will be valid for the new dates within the same calendar year. No additional compensation or refunds will be provided.
  • Unused Credentials: Hold no monetary value and cannot be credited to future years unless the entire Event is canceled or postponed.
  • Lost or Stolen Credentials: Will not be replaced. New Credentials must be purchased at the current rate for continued access.
  • Misuse of Credentials: Credentials used by anyone other than the registered Participant will be revoked without a refund.

Credential Transfer Policy

  • Before Event (28+ Days Prior): Credentials may be transferred for a $125.00 processing fee per Credential.
  • Within 28 Days of the Event: Transfers are allowed for a $175.00 processing fee per Credential.
  • After Credential Pickup: Credentials become non-transferable and cannot be reassigned to another individual.

Credentials Required for Entry

For security purposes and to facilitate entry, Participants must wear, possess, and present their official Event Credentials at all times while attending Event activities. Failure to comply may result in denied entry.

  • Badges must be worn on the official Event-issued lanyard and displayed around the Participant’s neck at all times.
  • Wristbands must be securely affixed to the Participant’s wrist and remain intact for the duration of the Event.
  • Digital Credentials must be presented on a device in the Participant’s possession.
  • Unauthorized Credentials are invalid. No other laminates or tags may be added to the official Event lanyard.

Entry & Restrictions

Possession of Event Credentials grants entry to designated Event activities but does not guarantee access to all programming. Admission is subject to:

  • Venue Capacity – Entry is on a first-come, first-served basis, and access may be restricted if a venue reaches capacity.
  • Age Restrictions – Certain activities may have age limitations per state and local laws.
  • Venue-Specific Policies – Each venue may enforce additional restrictions (e.g., security screenings, prohibited items, or mask mandates).
  • Credential Limitations – Wristbands grant access to designated areas but do not provide entry to VIP events, conference sessions, or other restricted areas unless specified.

Credential Use Restrictions

  • No Promotional Use – Credentials may not be used as prizes, incentives, or giveaways for promotions, contests, games, or sweepstakes without prior written approval from Event organizers.
  • No Tampering – Any attempt to alter, stretch, cut, tear, or modify a Credential (including wristbands) is strictly prohibited. Tampered Credentials will be confiscated, and entry will be denied without refund.

Content Use & Anti-Piracy Policy

Participants are strictly prohibited from engaging in any unauthorized use of content provided by the All Things Cancer + Wellness Expo, including but not limited to copying, republishing, downloading, transmitting, modifying, renting, leasing, selling, assigning, distributing, recording, licensing, sublicensing, reverse engineering, or creating derivative works based on any event content. Any use of the content that does not comply with these terms, applicable laws, regulations, or any content usage guidelines set by the Expo, is prohibited unless express permission has been obtained from the Expo and any applicable rights holders.

Violations of these terms may result in legal actions, as the Expo and its rights holders are entitled to pursue all legal remedies for any infringement of these guidelines.

Participants must not use any device, software, or service that attempts to bypass or alter any content protection, copyright, trademark, or proprietary notice, including geo-filtering mechanisms or other digital rights management systems associated with event content.

By attending the Expo, participants agree to adhere to the Photo and Video Policy, which governs the use of media at the event. The Photo and Video Policy is applicable to all participants and is available for review on the event’s website.

Image Release

By attending, you grant the Event permission to use your image, name, voice, and likeness in any media for promotional and commercial purposes without compensation. This includes photographs, recordings, or statements captured at the Event.

Lost & Found

The Event is not responsible for lost or damaged items. As a courtesy, a Lost and Found station will be available at Registration. After 90 days, unclaimed items may be disposed of at the discretion of Event organizers.

Code of Conduct

Participants must adhere to the official Event Code of Conduct. Violations may result in immediate Credential revocation without refund or credit.

Weapons-Free Policy

The Event enforces a strict weapons-free policy. Any Participant violating this policy will have their Credentials revoked without refund. Compliance with this policy is required regardless of signage at the Event venue.

Safety

Participant agrees to comply with all safety, hygiene, and health guidelines set forth by relevant authorities, including but not limited to Austin Public Health, the Texas Department of State Health Services, the Centers for Disease Control (CDC), and any additional safety protocols established by the All Things Cancer + Wellness Expo, powered by the Byrd Cancer Foundation. This includes compliance with any guidelines outlined in the Attendee Safety Resources, which are incorporated herein by reference. Updated safety guidelines for the Expo can be accessed at: Expo Attendee Safety Resources.

Additional Expo Policies

Participant acknowledges and agrees to abide by the following policies: Terms of Use and Privacy Policy applicable to the Expo. These policies govern participation and attendance and are incorporated herein by reference. The Expo Terms of Use and Privacy Policy can be accessed at the following links:

Privacy

The Expo prioritizes the privacy of its attendees and participants. The most current Privacy Policy detailing data collection, storage, and usage practices can be found at: Expo Privacy Policy.

Voluntary Participation and Assumption of Risk

PARTICIPANT UNDERSTANDS AND AGREES THAT ATTENDANCE AND PARTICIPATION IN THE ALL THINGS CANCER + WELLNESS EXPO IS VOLUNTARY AND MAY INVOLVE CERTAIN RISKS, INCLUDING BUT NOT LIMITED TO PHYSICAL INJURY, DAMAGE TO PROPERTY, OR EXPOSURE TO CDC-IDENTIFIED PANDEMIC-LEVEL COMMUNICABLE ILLNESSES (INCLUDING COVID-19). PARTICIPANT ASSUMES ALL RISK OF LOSS, DAMAGE, OR INJURY ARISING FROM PARTICIPATION IN THE EXPO. PARTICIPANT HEREBY RELEASES THE EXPO ORGANIZERS, SPONSORS, OFFICIAL VENUES, AND THEIR AFFILIATES, OFFICERS, EMPLOYEES, VOLUNTEERS, CONTRACTORS, AND REPRESENTATIVES (THE “RELEASED PARTIES”) FROM ANY LIABILITY ASSOCIATED WITH PARTICIPATION, EXCEPT IN CASES OF GROSS NEGLIGENCE BY THE RELEASED PARTIES.

Limitation of Liability

IN NO EVENT SHALL THE EXPO OR ITS AFFILIATES BE LIABLE FOR ANY DAMAGES, INCLUDING BUT NOT LIMITED TO PERSONAL INJURY, PROPERTY DAMAGE, LOSS OF BUSINESS PROFITS, DATA LOSS, OR OTHER PECUNIARY DAMAGES, ARISING FROM PARTICIPATION IN THE EXPO, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

No Warranties

ALL SERVICES, PRODUCTS, AND ACCESS TO THE EXPO ARE PROVIDED “AS IS,” WITHOUT WARRANTIES OF ANY KIND. THE EXPO DISCLAIMS ALL EXPRESS OR IMPLIED WARRANTIES, INCLUDING BUT NOT LIMITED TO MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, SECURITY, AND RELIABILITY. THE EXPO DOES NOT GUARANTEE UNINTERRUPTED OR ERROR-FREE OPERATIONS OR STREAMING OF ANY DIGITAL CONTENT.

Arbitration

If any dispute arises between Participant and the Expo, both parties agree to attempt an informal resolution. If a resolution cannot be reached within 60 days of initiating a complaint through Expo Customer Support, disputes may be resolved through binding arbitration administered by the American Arbitration Association (AAA) under its rules. Arbitration proceedings shall be conducted on an individual basis and not as part of a class action. Further details on arbitration procedures and fees can be found at www.adr.org or by calling 1-800-778-7879.

Indemnification

Participant agrees to indemnify, defend, and hold harmless the All Things Cancer + Wellness Expo, powered by the Byrd Cancer Foundation, its affiliates, officers, employees, contractors, and representatives from any claims, liabilities, costs, or expenses (including legal fees) arising from participation in the Expo, use of credentials, or any violation of these Terms.

Choice of Law and Venue

These Terms are governed by the laws of the Commonwealth of Pennsylvania, excluding its conflicts of law principles. Any legal claims not subject to arbitration shall be resolved in the state or federal courts located in Philadelphia County, Pennsylvania, and must be brought in an individual capacity (not as a class action).

Updates to Terms

The Expo reserves the right to modify these Terms at any time. Participants are encouraged to review the Terms periodically. Any disputes will be governed by the version of the Terms in effect at the time of purchase or participation.

General Provisions

These Terms do not create a partnership, joint venture, or employment relationship between the parties. If any provision of these Terms is deemed invalid or unenforceable, the remaining provisions shall remain in full force and effect. The Expo may assign these Terms at its discretion.