Conference Terms and Conditions

Attendees

Cancellation

In-person Events: You (or “Attendee”) may cancel your attendance by notifying us via email at info@greystone.net at least 60 days before the first day of any Event. Your registration fee will be refunded less a $425 processing fee. There are no cancellations within 60 days of the first day of the Event. You may transfer your registration to another person in your company at any time by notifying the Conference Organizers (“Greystone”) at info@greystone.net. Reselling registrations is not permitted. Online/Virtual Events: No refunds will be issued for online/virtual Events. You may transfer your registration to another person in your company or organization at any time by notifying Greystone at info@greystone.net. If the online/virtual Event is available on-demand after premiere, you will have access to it also while the virtual platform is live. Reselling registrations is not permitted. No refunds will be issued for events that are cancelled or postponed because of a riot, strike, civil disorder, act of war, act of God, or any other cause of any kind whatsoever not within Greystone’s reasonable control. Your registration fees will be applied to either a rescheduled event, a replacement virtual event or a future event. If Greystone cancels or moves the location of the event, without cause as defined above, Greystone will, at Attendee’s preference, either:  a) reimburse Attendee the full amount for monies paid to date within 60 days of cancellation, or b) allow Attendee to apply the monies paid to a future event. If an Event is rescheduled, an Attendee’s fees will be applied to the rescheduled Event.

Attendee’s Personal Information

By registering, you agree:
  • To receive direct mail and email notifications about current and future HCIC events and other Greystone products and services. To opt-out, simply click the “unsubscribe” link in any email to stop receiving notifications. For more information, see the HCIC website.
  • To receive pre- and post-event solicitation messages and emails from HCIC exhibitors and sponsors. To opt-out simply click the “unsubscribe” link in any email to stop receiving notifications.
  • To not send sales promotions or unprofessional notations on the conference mobile app, nor send excessively solicitous mail or email messages to other Attendees and conference registrants.

Programming Changes and Other General Terms

Greystone reserves the right to make any changes it deems necessary to this program. Greystone will take commercially reasonable efforts to retain speakers and their presentation topics. However, unforeseen circumstances may result in the substitution of a presentation topic or speaker.
Greystone reserves the right to use photographs of any Attendee in promotional materials.
Greystone has arranged for professional recording of the concurrent and general sessions. By attending a session and/or participating in discussions in these sessions, you agree that Greystone may electronically record, copy and distribute the Attendee’s involvement in the program discussion and question/answer periods.   
No individual or entity other than Greystone may electronically record or copy any portion of this program for any purpose without written consent from Greystone.   
Greystone assumes no liability for the acts of its suppliers nor for the safety of any participant while traveling to or from this Event. The total liability during the hours of the meeting will be limited to a refund of the Attendee fee.
Greystone conferences and events are dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), or technology choices. Greystone does not tolerate harassment of conference participants in any form. Sexual language and imagery are not appropriate for any conference venue, including talks, workshops, parties, social media sites like Twitter and other online media. Attendees and conference participants violating these rules may be sanctioned or expelled from the Event without a refund at the discretion of Greystone.
Greystone requires that proper conference etiquette be observed at all times.

Exhibitors and Sponsors

Contract for Space

The application for space/sponsorship (“Exhibitor/Sponsor”) and the notice of acceptance by Greystone Interactive, LLC (“Greystone”) constitutes a contract for the right to use the space allotted for the 28th Annual Healthcare Internet Conference, herein referenced as the “Event.”

Payment Options and Credit Card Charges

Fees may be paid by check, ACH or credit card. If paying by check or ACH, full payment is due Net-30 from date of invoice. If booth/sponsorship is secured within 30 days of the start of the Event, full payment is due no later than Thursday, October 31, 2024. Overdue invoices or unpaid accounts will be assessed a fee of 1% per month. If not fully paid by the start of the Event, access to the Event and Exhibit Hall may be denied for the Exhibitor/Sponsor and its representatives. A 3% processing fee will be added to all credit card charges and to any fee-based electronic payment. Charges cannot be split across multiple cards or transactions.

Exhibition Location, Dates and Times

The Event will be located at The JW Marriott, Austin, TX (“Hotel”). The dates of the Event are November 10-13. 2024. Setup will be on November 11, 2024, beginning no later than noon, and teardown will be on November 13, 2024, following the last scheduled exhibit hall break. Greystone will use reasonable efforts to maintain the location, dates, times, and floor plans of the Event. All exhibitor booths must be set up, staffed, and functioning during all exhibit hall hours. Exhibitors are not allowed to tear down booths earlier than the scheduled tear-down time. Booths that are unstaffed or are torn down early are subject to a $1,000 fine from HCIC and such behavior may hinder future participation in HCIC events.

Restrictions in Use of Space

All demonstrations, food distribution and other exhibitor/sponsor activities must be confined to the limits of the exhibit booth and must not unduly interrupt the business of nearby booths. All food distribution other than prepackaged items must be approved in advance by Greystone and the Hotel. Assigning, sharing, or subletting the assigned space is not permitted without written consent from Greystone, which may be withheld for any reason or no reason. Exhibitor/Sponsor shall comply with the Hotel’s rules, regulations, and restrictions relative to the use of the space.

Indemnity

Both parties assume full responsibility for the acts, omissions, and conduct of their representatives, agents, and contractors and agree to indemnify, hold harmless, and defend the other party, its officers and directors, employees, and agents from and against any and all claims, losses, damages, governmental fines or penalties, and costs or expenses (including court costs, interest, and attorney fees) of any kind whatsoever arising from such acts, omissions, and conduct except to the extent that such claims, losses, and damages are the direct result of the other party’s gross negligence or intentional acts. In any event, except for acts of gross negligence or intentional misconduct, Greystone’s liability to the other party under this Contract shall be limited to and shall not exceed the amount of the exhibit fees paid by Exhibitor/Sponsor to Greystone. Exhibitor/Sponsor acknowledges that Greystone and the Hotel do not maintain insurance covering the Exhibitor/Sponsor’s property and that it is the sole responsibility of Exhibitor/Sponsor to obtain appropriate insurance. The Hotel is not deemed to be an agent of Greystone.

Liability and Insurance

Unless caused by acts of negligence or intentional misconduct by the other party, its agents, or employees, each party shall not be responsible for the safety of the property of the other party, their
agents or employees, from theft, damage by fire, accident or other causes, but will use reasonable care to protect the other party from such loss. During the dates of the exhibit, including move-in and move-out days, the Exhibitor/Sponsor shall obtain and maintain comprehensive general liability insurance that provides a minimum coverage of $1,000,000.00 per occurrence, and must show proof of such insurance by providing an electronic Certificate of Insurance to Greystone via an email to billing@greystone.net and the Certificate of Insurance shall name Greystone as an additional insured. Exhibitor/Sponsor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to Exhibitor/Sponsors’ displays, equipment, and other property brought upon the premises of the Hotel unless caused by acts of gross negligence and intentional misconduct by Greystone, any of its agents, or employees.

Circularization and Solicitation

Circulars or advertising of any description may only be distributed within the booth assigned to the Exhibitor/Sponsor presenting such materials. Circulars and advertising cannot be left in common spaces, meeting spaces or other areas. If Exhibitor/Sponsors want flyers distributed to hotel rooms, this must be approved in advance through Greystone. The Hotel charges for such distribution and such charges will be the responsibility of the Exhibitor/Sponsor.

Mailing List Usage

Exhibitor/Sponsors may receive access to the attendee mailing list including email addresses for attendees who opt-in to third-party communications. The list, if provided, will be for one-time restricted use before and/or after the conference (based on the benefits of the exhibit or sponsorship package purchased). The list cannot be incorporated into a broader list of the Exhibitor/Sponsor, nor the generally disseminated. The list cannot be shared with any other person or any other company for any purpose except in connection with your restricted use of the mailing list. If an Exhibitor or Sponsor is found to be using the list beyond the authorized purposes or times, the Exhibitor or Sponsor will be charged $5,000 for each unauthorized use of the mailing list.

Hospitality/Events

Hospitality suite functions and other Exhibitor/Sponsor events must not conflict with the conference schedule, including exhibit hall hours. Invitations and company literature may only be distributed from assigned exhibit booths. All hospitality suites must be approved prior to the conference by Greystone. Those hospitality suites requiring food and beverage must have arrangements made through the Hotel Food and Beverage Department. If an event is held during official conference hours, disregarding this edict, the Exhibitor or Sponsor maybe prohibited from future conference participation.

Fire Protection

Table and booth decorations must be fire proof. Electrical wiring must conform to the National Electrical Code Safety Rules. If inspection indicates that the Exhibitor/Sponsor has neglected to comply with these regulations, or otherwise causes a fire hazard, Greystone then reserves the right to cancel all or any part of the exhibit and not provide any refund. The Exhibitor/Sponsor must comply with Hotel fire regulations.

Restrictions in Operations of Exhibits

Greystone reserves the right to (a) restrict exhibits because of noise, method of operation, or for any other reason that causes disruption to the Event, and/or (b) prohibit or evict any exhibits, which detract from the general character of the exhibition as a whole, provided Greystone notifies Exhibitor/Sponsor and provides Exhibitor/Sponsor reasonable time to cure such problem. In the event of such restriction, Greystone is not liable for any exhibit expense unless Greystone resells the Exhibitor/Sponsor space at which point Exhibitor/Sponsor would be entitled to a refund within 30 days equal to the amount paid by Exhibitor/Sponsor less the fee Greystone collected in reselling the space. Any noise-making exhibits must receive approval from Greystone before the exhibit opens. Greystone also reserves the right to alter the exhibit layout at any time.

Care of Building and Equipment

Exhibitor/Sponsors or their agents shall not damage, alter, or otherwise injure or deface the walls or the floors of the building, the booths, or the equipment of the booths. If such damage occurs, the Exhibitor/Sponsor shall be liable to the Hotel.

Code of Conduct

We kindly ask that proper conference etiquette be observed at all times. Our conference is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), or technology choices. We do not tolerate harassment of conference participants in any form. Sexual language and imagery are not appropriate for any conference venue, including talks, workshops, parties, X, formerly known as Twitter and other online media. Conference participants violating these rules may be sanctioned or expelled from the conference without a refund at the discretion of the conference organizers. By registering, Exhibitor/Sponsors and their attendees agree to not post solicitation messages, sales promotions, or unprofessional notations on the conference mobile app, or send excessively solicitous mail or email messages to other conference registrants. HCIC prohibits the distribution of literature in meeting rooms or public spaces at the conference hotel unless otherwise approved by HCIC. If you witness any such prohibited activities, please notify an HCIC staff member immediately. Additionally, HCIC does not provide any attendee email addresses or phone numbers to outside companies. Attendees will adhere to the Code of Conduct listed on the HCIC website.

Cancellation by Exhibitor or Sponsor

Performance of this contract or cancellation by an Exhibitor or a Sponsor is not subject to a refund. Any substitutions must be approved in writing by Greystone prior to the Event.

Cancellation, Termination, Postponement or Change of Venue

If performance of this Contract by Greystone is rendered impossible or impractical as determined by Greystone due to cause or causes not reasonably within the control of Greystone, such as fire, casualty, pandemic, endemic, epidemic, earthquake, explosion or accident, blockage embargo, unavailability of transportation, inclement weather, governmental restraints, declarations of states of emergency, restraints or orders of civil defense or military authorities, act of public enemy, riot or civil disturbance, strike, or Act of God, or cancellation or restrictions limiting the event by the Hotel, the Parties shall mutually amend or terminate the agreement at Greystone’s option. If the Event is rescheduled, Exhibitor/Sponsors’ previously paid monies will be applied to the rescheduled Event without any refund. If the Event is changed to a Virtual Event because of a cause as defined above, the Exhibitor/Sponsor agrees to consider all options available to virtually exhibit or sponsor. If the Parties mutually agree that the Exhibitor/Sponsor shall forgo virtually exhibiting or sponsoring as its sole remedy, Greystone will either (a) apply the monies to the 28th Annual Healthcare Internet Conference (HCIC) or (b) offer a refund of 60% of monies with the remaining 40% applied to future purchases. If Greystone cancels or moves the location of the Event, without cause as defined above, Greystone will at Exhibitor/Sponsor’s preference either (a) reimburse Exhibitor/Sponsor the full amount for monies paid to date within 60 days, or (b) allow Exhibitor/Sponsor to apply the monies paid to the rescheduled Event.

Waiver

Waiver by either party of any term or condition of this Contract or any breach shall not constitute a waiver of any term or condition or breach of this Contract.

Entirety of Contract

This Contract, including the Exhibit Application, states the entire agreement between the parties and supersedes all proposals, oral or written, and all other communications between the parties relating to this Contract. No amendment or modification of this Contract shall be made except by an instrument in writing signed by both parties.

Currency

Unless otherwise indicated, all dollar amounts referred to in this Contract are in lawful money of the United States, and any amount advanced, paid, or calculated is to be in US currency.

Amendments

All amendments to this Contract must be in writing and signed by both parties but may be executed in counterpart form.

Hotel Accommodations

In order to help ensure that the conference organizers meet the required hotel room minimum commitment, as a condition of this Contract, all registered Exhibitor/Sponsors are required to book and stay in the official Conference Hotel, The JW Marriott, Austin, TX for the duration of the meeting. We appreciate your understanding and cooperation with this requirement.

Notices

All notices, requests, demands, and other communications required or permitted to be given pursuant to this contract shall be in writing and shall be deemed to have been duly given upon the date of receipt if delivered by hand, recognized national overnight courier, or registered or certified mail, return receipt requested, postage prepaid, to the addresses in this contract.

Consent to Photography and Videography

The Exhibitor/Sponsor acknowledges and consents to allowing its employees, contractors, and Exhibitor/Sponsors to be photographed and videotaped for use by conference organizers for profit or otherwise, which may include brochures, website postings, etc.

This document represents the entire understanding and contract between the Exhibitor/Sponsor and Greystone Interactive, LLC. The agreement is governed by the laws of the State of Georgia. Any person executing this agreement represents that he or she is fully authorized to do so and agrees to be bound by all terms and conditions by signing this Exhibitor/Sponsor Registration Form and the Exhibitor/Sponsor Rules and Regulations.