Conference Attendee Terms & Conditions

These are the Terms & Conditions that apply to ROYAL MEDIA (the “producer”) clients hereafter “attendee” or “delegate” that attend events produced and presented by Royal Media. 

Payments: All bookings made prior to the conference must be paid in full to guarantee registration. Once payment has been received, an email confirmation and a receipted invoice will be sent. If payment is not made at the time of booking, registration will be provisional. Bookings received less than (2) two weeks before the conference date can only be paid by credit card. Payment must be received and processed by the event date or registration will be canceled.  

Early Bird Rate: In order to qualify for any “early bird” rates or discounts, booking and payment must be received before the deadline date listed in the conference marketing material.  

 Cancellation Policy: Our cancellation policy allows for a refund, less a 20% administrative charge, for cancellations received in writing at least six (6) weeks prior to the first event date. No refunds will be made after this date. Substitutions may be made up to 72 hours prior to the first event date. If a registered delegate does not cancel and fails to attend the conference, this will be treated as a cancellation and no refund or credit will be issued. Should ROYAL MEDIA postpone an event or pivot from a live event to a virtual event, your registration will automatically roll over to the new date and platform. If an event is canceled, a credit will be immediately issued for up to 12 months after the notification of event cancellation, to attend another ROYAL MEDIA program of the registrant’s choice.  

ROYAL MEDIA may (at its sole discretion) change the format (including, without limitation, from a physical in-person Event to a virtual Event and vice versa), speakers, participants, content, venue location and program , or any other aspect of the Event at any time and for any reason, whether or not due to a Force Majeure Event (as defined below), in each case without liability.  

Adjustment of Registration Fees: After a delegate’s registration is completed, Royal Media reserves the right to review the information provided by the delegate and adjust the registration ticket type and fee if it is found that the information provided by the attendee has been misrepresented, false, or incorrect. Any fee adjustment will be charged directly to the payment method on file. 

Speakers: Views expressed by speakers are their own. ROYAL MEDIA shall have no liability for advice given, or views expressed, by any speaker at the conference or in any material provided to attendees. ROYAL MEDIA may use the speaker’s name and presentation materials for promoting attendance at the conference. Presentations and papers including all associated artwork and illustrations will not be returned unless specifically requested by the author. The papers must be objective and completely free of advertising and commercialism. ROYAL MEDIA may audio and/or video record sessions and the recording may be reproduced and sold as part of the overall conference materials. Speakers and delegates consent to the incidental use of their names and likenesses to the extent included in any such audio and/or videotape. ROYAL MEDIA may reproduce copies of the speaker’s presentation (e.g., PowerPoint slides or supporting handouts) on paper and/or electronically and these may be sold as part of the overall hand-out materials during the conference and after the event. Any acknowledgement regarding Copyright or support should be included at the end of the abstract/presentation, as these will be distributed to the conference delegates. Speakers who do not wish to give permission for the above terms and conditions should contactthe events team before the commencement of the conference.  

Conference Anti-Harassment Policy 

Royal Media is dedicated to providing a harassment-free conference experience for everyone, regardless of sex/gender, gender identity and expression, sexual orientation, race, religion, national origin, age, disability, genetic information, military status, or any other class protected by law. We do not tolerate harassment of employees, participants, performers, or attendees in any form. Anyone violating these rules may be sanctioned or expelled from the Conference, without a refund where applicable, at the discretion of the organizers. 

Harassment includes, but is not limited to: 

  • Verbal comments that reinforce social structures of domination sex/gender, gender identity and expression, sexual orientation, race, religion, national origin, age, disability, genetic information, military status, or any other class protected by law 
  • Sexual images 
  • Deliberate intimidation, stalking, or following 
  • Harassing photography or recording 
  • Sustained disruption of talks or other events 
  • Inappropriate physical contact 
  • Unwelcome sexual attention 
  • Advocating for, or encouraging, any of the above behavior 


Anyone asked to stop any harassing behavior is expected to comply immediately. 

As to anyone engaging in harassing behavior, event organizers retain the right to take any actions to keep the event a welcoming environment for all participants. This includes warning the offender or expulsion from the Conference, with no refund where applicable. 

Conference organizers may take action to redress anything designed to, or with the clear impact of, disrupting the event or making the environment hostile for any participants. 

We expect everyone attending the Conference to follow these rules at all event venues and related activities. 


If someone makes you or anyone else feel unsafe or unwelcome, please report it as soon as possible. Harassment and other code of conduct violations reduce the value of our event for everyone. We want you to be happy at our event. People like you make our event a better place. 

You can make a report either personally or anonymously. 

Anonymous Report 

You can make an anonymous report, here. 

We can’t follow up an anonymous report with you directly, but we will fully investigate it and take whatever action is necessary to prevent a recurrence. 

Personal Report 

You can make a personal report by: 

Calling or messaging this phone number: (917) 496-5705. This phone number will be continuously monitored for the duration of the event. 

Contacting a staff member, identified by STAFF badges, buttons, or shirts. 

When taking a personal report, our staff will ensure you are safe and cannot be overheard. They may involve other event staff to ensure your report is managed properly. Once safe, we’ll ask you to tell us about what happened. This can be upsetting, but we’ll handle it as respectfully as possible, and you can bring someone to support you. You won’t be asked to confront anyone, and we won’t tell anyone who you are. 

Retaliation Will Not Be Tolerated 

No one will be retaliated against in any manner as the result of making a complaint of harassment or other inappropriate conduct, or otherwise availing themselves of this policy. All complaints will be kept confidential and all investigations will be as least disruptive as possible. 

Contact the event organizers at: [email protected]  or (770) 642-9982. 

Consent to Contact: By submitting registration details, delegates agree to allow ROYAL MEDIA and companies associated with the conference to contact them regarding their services. Delegates who do not wish to receive such communications please contact the events team. The contact details of registered delegates will be placed on the attendee list which will be passed to sponsoring companies and to all attendees for them to see who is at the conference for the purpose of networking and meetings. Delegates who do not wish to be included on this list must so advise ROYAL MEDIA at the time of booking or in accordance with procedures set forth in Royal Media’s Privacy Policy, which also describes and governs our use of any personal information described herein.  

Websites & Links: The conference and associated ROYAL MEDIA GROUP websites may link to other websites and networking tools provided for the convenience of the users. The contents of these websites are maintained by their owners, for which ROYAL MEDIA GROUP takes no responsibility. ROYAL MEDIA GROUP shall have no responsibility or liability for the contents of or use of information contained in any website linking to this website.  

Insurance: It is the responsibility of the attendee to arrange appropriate insurance they may desire in connection with their attendance at the conference. ROYAL MEDIA GROUP shall not be liable for any loss, liability or damage to personal property.  

Photographs, Publicity Material, Radio and Television and Print Media: ROYAL MEDIA GROUP reserves the sole right to use any photographs, recordings, electronic images or publicity material received by or obtained by ROYAL MEDIA GROUP in the course of the event, for whatever use deemed proper by the ROYAL MEDIA GROUP. ROYAL MEDIA GROUP has the exclusive right to include photographic, video and other visual portrayals of Attendees, Sponsors, Exhibitors and their Exhibits including its contents, in any pictorial medium of any nature whatsoever for the purpose of trade, advertising, sales, publicity and otherwise, without compensation to the Attendee, Speaker, Sponsor or Exhibitor, and all rights titled and interest bearing (including all worldwide copyrights therein) will be ROYAL MEDIA GROUP’s sole property, free of any claims of Attendee, Speaker, Exhibitor or Sponsor or any persons deriving any rights or interest from the Attendee, Speaker, Exhibitor or Sponsor.  

Hotel, Meetings and Hospitality Functions: Attendee agrees that Attendee will not, nor will Attendees employees or representatives conduct any type of function in the Facility or any participating hotel’s meeting rooms, public areas, hospitality suites, or suites during Show hours without the prior written consent of ROYAL MEDIA, which may be withheld in ROYAL MEDIA’s sole and absolute discretion. ROYAL MEDIA reserves the right to collect a commission from the hotel for rooms booked by Attendees.  

Visa Requirements / Invitation Letter: It is the Attendee’s sole responsibility to take care of visa requirements.  If you require an entry visa, you must allow sufficient time for the visa application procedure.  Your registration details might be shared with the immigration authorities to assist in the immigration process. However, ROYAL MEDIA will not contact embassies and consulates on your behalf. To receive an invitation letter for the Conference, you must first register and pay the registration fees in full.   

Credentials: ROYAL MEDIA-issued credentials are the sole property of the Conference Organizer and must be surrendered upon demand to ROYAL MEDIA representatives.  ROYAL MEDIA-issued credentials must be prominently displayed while at the conference or designated off-site activities.  False certification of an individual as an attendee or exhibitor’s representative, misuse of an attendee badge, or any other method or device used to assist unauthorized personnel to gain admittance to the conference and/or exhibit floor, will be just cause for expelling the attendee and his representative(s) from the conference and/or banning them from future entrance into the conference.  This would also warrant the removal of the exhibitor’s booth from the floor without obligation on the part of ROYAL MEDIA for refund of any fees.  The Attendee, exhibitor, their respective employees and agents, and anyone claiming to be in the conference through the Attendee, waives any rights or claims for damages arising out of the enforcement of this rule.  

Admittance: In its sole discretion and without refund, ROYAL MEDIA reserves the right to refuse admittance to or expel from the conference anyone that it determines is behaving in a manner that could be disruptive to the conference or any other Attendee. Attendee consents and agrees that in such event, it shall not be entitled to a refund of any portion of the amounts paid.  

While onsite,  Attendee agrees to comply with all health and safety screenings, laws and regulations with regard to current public health guidelines, including but not limited to social distancing protocols, providing proof of full vaccination, and face masks requirements. You acknowledge the health risk associated with a virus outbreak, and the risk of exposure or infection. By attending the event in-person you acknowledge these risks and assume all associated liabilities.  

 You acknowledge ROYAL MEDIA may take your temperature, or perform other appropriate tests, including,which are designed to protect the health and safety of other attendees. ROYAL MEDIA has the right to remove you from the event for any safety reasons or if you refuse any safety screenings or procedures.   

Disclaimer: ROYAL MEDIA may at any time, with or without giving notice, in its absolute discretion and without giving any reason, change, cancel or postpone the conference, change its venue or any of the other published particulars, or withdraw any invitation to attend. In any case, neither ROYAL MEDIA nor any of its officers, employees, agents, members or representatives shall be liable for any loss, liability, damage or expense suffered or incurred by any person, nor will they return any money paid to them in connection with the conference unless they are satisfied not only that the money in question remains under their control, but also that the person who paid it has been unfairly prejudiced, about which the decision shall be in their sole and unfettered discretion and, when announced, final and conclusive.  

Force Majeure: ROYAL MEDIA shall not be held responsible or liable for any delay or failure in performance of its obligations hereunder to the extent such delay or failure is caused by fire, flood, earthquakes, hurricanes, unseasonably extreme inclement weather, strikes, labor disputes, inability to secure sufficient labor, civil, governmental or military authority, government requisitions, restrictions or regulations on travel, facility availability, commodities or supplies, civil disturbance, transportation, acts of God, acts of terrorism or threats of terrorism, , acts of war, accidents, epidemics, disasters, the unavailability of the Venue or any other cause beyond its reasonable control.  In any such event, ROYAL MEDIA may postpone, reschedule or cancel the event without liability on the part of ROYAL MEDIA.  In the event the conference cannot be held or is postponed pursuant to this section, ROYAL MEDIA shall not be liable to attendee for any damages, costs, or losses incurred, such as transportation costs, accommodations costs, or financial losses.   

Virtual Event: The Attendee is responsible for any technical requirements needed to access the Virtual Event platform, website or app made available by ROYAL MEDIA, in order to facilitate Attendee’s participation in a Virtual event.  

ROYAL MEDIA will provide Attendee with login credentials for a Virtual Event. These credentials are to remain confidential and are the property of ROYAL MEDIA. They may not be given or transferred to any third party without the permission of ROYAL MEDIA. Attendee hereby agrees that Attendee will not provide or permit others to use Attendee’s login credentials.   

Any posts, messages or other information Attendee supplies or submits to a Virtual Event platform will be considered non-confidential and Attendee hereby consents to and authorizes ROYAL MEDIA to use, copy or distribute and disclose any such post, message or information to third parties. ROYAL MEDIA reserves the right to edit or remove any post inside of a Virtual Event platform.  

ROYAL MEDIA may at anytime refuse access, remove or block any person from the Virtual Event platform who fails to comply with these terms and conditions. Attendees agree to comply with all reasonable instructions issued by ROYAL MEDIA to participate in the Virtual Event.   

ROYAL MEDIA reserves the right to modify or amend these terms and conditions at any time, which changes shall take effect upon notification of Attendee via any medium of communication available.    


Updated August 30, 2023