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Rules, Waivers, and Regulations

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Conference Rules and Regulations

  • Participants will obey all rules and regulations of the event venue and abide by the instructions of the event staff. This includes the under-18 policy as it relates to the sessions and exhibit hall.
  • Participants are expected to secure their belongings and take responsibility for them.
  • Participants will not spam or follow event participants, nor will participants post content that is obscene, otherwise objectionable, or lacking permission from the owner.
  • Participants will not use WE21 for commercial or advertising purposes. Event organizers reserve the right to escort any individual from the event who is reported to be soliciting and who is not an official attendee, exhibitor, and/or sponsor of the event.
  • If you have been involved (or noticed that someone else has been) or impacted by a breach of this Code of Conduct or have additional concerns, please contact a member of the WE21 staff onsite or by emailing conferencemanager@swe.org

Photography and Video

Participants agree that WE21 official photographers and videographers will take general photography and/or video during the conference. Your image may be used for marketing purposes for print, electronic, and other media, including the website.


Registration Policies

USE OF PROMOTIONAL CODES
SWE offers promotional discount codes for several initiatives, i.e., conference speakers, volunteers, etc. In many cases, the discount is awarded to the prevailing rate, i.e., member or non-member, early or late.

These codes are entered during the registration process. There is a strict limit of one promotional code for each registration submitted. Please note that some promo codes have a cap and will be allowed on a first-come, first-serve basis.

WE21 CANCELLATION POLICY
Cancellations and refund requests must be submitted in writing to the Society of Women Engineers and received by August 15, 2021. Refunds are only granted for general registration, and no refunds are given at any time for the FY22 membership included in non-member registration prices.

If SWE transitions to a fully virtual conference for WE21, all in-person WE21 registrations will be converted to the virtual event. In addition, WE21 registrants will be issued a credit towards WE22 registration for the difference in registration fees between in-person and virtual attendance.

WE21 ATTENDEE SUBSTITUTION POLICY
An attendee may be substituted at any time before October 1. After that date, substitution is not guaranteed. If your registration is a different registrant type or category, the difference will need to be charged. SWE does not permit the use of badge switching without official attendee substitution.

CHILDREN’S ADMISSION
WE21 is a business event. No one under 18 will be allowed in the Career Fair/Interview booths during event hours without a parent/guardian or as part of an SWE-arranged tour. The accompanying parent/guardian must remain with the person under the age of 18 at all times during their visit. No one under the age of 18 will be allowed in the Career Fair/Interview booths during set up or dismantle for safety reasons.

PHOTOGRAPHY AND VIDEO
Participants agree that WE21 official photographers and videographers will take general photography and/or video during the conference. Your image may be used for marketing purposes for print, electronic, and other media, including the website.

EVENT CODE OF CONDUCT
By registering, the in-person and/or virtual attendee agrees and acknowledges that they are undertaking participation in the WE21 Annual Conference code of conduct. SWE is committed to providing a safe, productive, and welcoming environment for all meeting participants and SWE staff. All participants, including but not limited to attendees, speakers, volunteers, sponsors, SWE staff members, service providers, and others, are expected to abide by this Meeting Code of Conduct (“Code”). This Code applies to all SWE events in public facilities or hotels and on public or private platforms. SWE has a zero-tolerance policy for any form of discrimination or harassment, including but not limited to sexual harassment by participants or our staff at our meetings. Please report harassment or unacceptable behavior to SWE’s Executive Director (currently Karen Horting) or the SWE’s President (currently Rachel Morford) so that we can take the appropriate action.

  • Unacceptable behavior is defined as harassment, intimidation, or discrimination in any form; verbal abuse of any attendee, speaker, volunteer, sponsor, SWE staff member, service provider, or other meeting guests. Examples of verbal abuse include but are not limited to verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin; inappropriate use of nudity and/or sexual images in public spaces or presentations; or threatening or stalking any attendee, speaker, volunteer, sponsor, SWE staff member, service provider, or other meeting guests.
  • Further unacceptable behavior includes disruption of presentations during sessions or at other events organized by SWE during the virtual meeting. All participants must comply with the instructions of the moderator and any SWE virtual event staff. SWE reserves the right to take any necessary or appropriate action, including immediate removal from the meeting, without warning or refund, in response to any incident of unacceptable behavior. SWE reserves the right to prohibit attendance at any future events, whether virtually or in person. If you have questions about these guidelines, contact the SWE staff.

SWE reserves the right to delete posts or terminate accounts for members who violate these rules to preserve a climate that encourages both civil and fruitful dialogue.

RULES FOR POSTING

  • Don’t post any defamatory, abusive, profane, threatening, offensive, or illegal statements or materials. All such statements or materials are strictly prohibited and may be removed.
  • Don’t attack others. The discussions on the community platforms are meant to stimulate conversation, not to create contention. Let others have their say, just as you may.
  • Don’t post any information or other material protected by copyright without the permission of the copyright owner.
  • Don’t post commercial messages. Contact people directly with product and service information if you believe it would help them. Likewise, posts should not contain promotional material, special offers, job offers, product announcements, or solicitations for services. SWE reserves the right to remove such messages and potentially ban the sources of those solicitations.
  • Notwithstanding the foregoing, SWE Virtual Summit sponsors will be permitted to post promotional materials at the discretion of SWE and according to the terms of their sponsorship agreement with SWE.
  • Don’t post content if it encourages or facilitates members to arrive at any agreement that either expressly or impliedly leads to price fixing, a boycott of another’s business, or other conduct intended to restrict free trade illegally.
  • Don’t post content that encourages or facilitates an agreement about the following: prices, discounts, or terms or conditions of sale; salaries; profits, profit margins, or cost data; market shares, sales territories, or markets; allocation of customers or territories; or selection, rejection, or termination of customers or suppliers. Please use caution when discussing products. The information posted on any platform is available for all to see, and comments are subject to libel, slander, and antitrust laws.
  • Remember that SWE and other participants have the right to reproduce postings. Here are some general tips to help you maintain good etiquette when reproducing content:
    • Be courteous. Please ask participants for permission to republish their words elsewhere (especially if elsewhere would be a publicly viewable setting).
    • When citing discussions, please include a link back to the original discussion.
    • Do not post anything that you would not want the world to see or that you would not want anyone to know came from you and your message only to the most appropriate platforms.

SWE does not actively monitor online communications among attendees or guests at the virtual conference for inappropriate postings and does not exercise editorial control. However, if any inappropriate posting is brought to SWE’s attention, SWE will use commercially reasonable efforts to take appropriate action. SWE, in any case, reserves the right to block any users who do not abide by these guidelines.

MEMBER RATE QUALIFICATIONS
To qualify for member rates, you must have a current individual membership, valid through 6/30/2022. Otherwise, the non-member rate will be assessed at the prevailing rate, and an FY22 (7/1/2021 – 6/30/2022) membership will be awarded registration. Anyone wanting lower membership rates or anyone whose membership has lapsed is encouraged to renew first at the SWE membership site (https://swe.org) before continuing to register to avoid additional fees. No membership fees will be refunded.

PURCHASE ORDERS
The Society of Women Engineers does NOT accept purchase orders as a form of payment.

COVID-19 HEALTH & SAFETY AND RISK ACKNOWLEDGEMENT
To safeguard the health and safety of all that attend the event in person, the Society of Women Engineers (SWE) will comply with federal, state, and locally-issued health and safety precautions, including the CDC’s Guidance for Events as an integral part of the execution of the event onsite. These mandates are constantly evolving, and SWE will make reasonable efforts to ensure all registered attendees are informed of the final health and safety requirements and precautions that will be implemented onsite closer to the first day of the event.

While we have established preventative measures to reduce the spread of COVID-19, we cannot guarantee that you will not become infected with COVID-19, and attending the event could increase your risk of contracting COVID-19. By registering and attending the event, you acknowledge that you may be exposed to or infected with COVID-19; that if you are infected, you may infect others; and that contracting COVID-19 may result in personal injury, illness, permanent disability, or even death, both to yourself and to others with whom you may come in contact or whom you may infect if you become a carrier or transmitter of the virus.

You understand the risk of becoming exposed to or infected by COVID-19 at the event may result from the actions, omissions, or negligence of yourself and others, including SWE, the event venue, Society of Women Engineers (SWE), and their employees, contractors, agents, exhibitors, and sponsors. You accept sole responsibility for this risk and agree to hold the Society of Women Engineers (SWE), the event venue, and their representatives harmless for any injury to yourself (including, but not limited to, personal injury, disability, and death) or others as a result even concerning such indemnified parties’ negligence. SWE, however, is not claiming release from claims based on SWE’s own gross negligence or willful or criminal wrongdoing.

Thank You to Our Sponsors
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