TravelCon Event Policies

Updated March, 19, 2024.

The following document (the “Agreement”) contains terms concerning limitation of liability. PLEASE READ CAREFULLY. 

This Agreement governs your attendance at and participation in TravelCon®, including themed events hosted by or with TravelCon’s sponsors, such as FAM Tours (defined in Section 1 below)(“FAM Tour” or “Sponsored Event”). By registering for TravelCon and clicking the box acknowledging these terms (i.e., “☑️ I have read and agree to the terms above.”), you (the “Registrant” or “Speaker”) agree to abide by this Agreement, which is a binding legal contract between Registrant and PT Travel Conferences LLC (“Company”). 

If you are registering on behalf of another individual, you represent and warrant  i) you are Registrant’s designated agent or you have the authority to act on behalf of Registrant and ii) Registrant has read and agrees to abide by this Agreement. A copy of these terms can also be found at https://travelcon.org/event-policies/.

Section 1: Attendee Requirements

1.1 Admittance. Your registration entitles you to admittance to TravelCon for which you have registered, but excludes admittance to any Sponsored Event, which requires completion and acceptance of a separate application and the signing of a waiver for participation (see Section 1.5 below). By registering for TravelCon and purchasing your ticket, you understand and agree the Company may not have determined the location for TravelCon at the time of completing your registration, or whether TravelCon will be held virtually. Company reserves the right to change the venue or location where TravelCon shall take place, at its sole discretion. Company may also, in its sole discretion, convert any portion of, including TravelCon in its entirety, to take place virtually.  If the Company announces a location, that TravelCon will be held virtually, or the Company makes any such changes to the location, including determining it shall be held virtually, after your purchase of a ticket, you will not be entitled to a refund. Any and all other costs associated with your attendance shall be borne solely by you, and Company shall have no liability for such costs, including but not limited to travel, hotel, meals, or any marketing activities connected to your planned attendance or participation at TravelCon. Company encourages you to utilize the TravelCon room block for your accommodations. To be admitted to TravelCon, you must wear your conference badge at all times. In the event any portion of TravelCon will take place virtually, you must use the links sent to you to attend TravelCon.  You are not authorized to share these links with any third party. You also must display the exact name that appears on your registration in order to be admitted. If you do not have your badge, Company reserves the right to refuse to admit you to participate or attend. You must have a print out or mobile copy of your TicketSpice registration AND your ID at check in. Company reserves the right to remove your access to TravelCon if you do not meet the requirements to attend either in person or virtually. The terms in this Section 1 shall apply whether TravelCon occurs in-person, virtually, or any combination thereof.

1.2 Use of Likeness. By attending TravelCon and any Sponsored Event, you grant Company the right to record, film, photograph, or capture your likeness (collectively “Likeness”) at TravelCon or at any Sponsored Event in any media now available or hereafter developed and to distribute, broadcast, use, or otherwise globally to disseminate, in perpetuity, such media without any further approval from you or any payment to you. This grant to Company includes, but is not limited to, the right to edit such media, the right to use the media alone or together with other information, and the right to allow others to use or disseminate the media. You understand and agree that, in the event the Agreement is terminated, this license and release survives termination and Company may, in its sole discretion, utilize the Likeness as set forth herein. This authorization and release shall inure to the benefit of the legal representatives, licensees, and assigns of Company and you hereby release Company from, and agree not to sue for, any claim or cause of action, whether known or unknown, for libel, slander, invasion of right of privacy, publicity or personality, or any other claim or cause of action, based upon or relating to the use of the Likeness, or the exercise of any of the rights referred to herein. 

You acknowledge that, in the event of any breach by Company or any third party, the damage, if any, caused will not be irreparable or otherwise sufficient to entitle you to seek injunctive or other equitable relief.  You shall also notify TravelCon in writing of any dispute or potential dispute before attempting to file any legal claim and allow TravelCon at least 30 days to cure any breach resolve any dispute or cure any breach that may impact your attendance or participation at any TravelCon event or any Sponsored Events. Following the completion of the 30-day resolution window, if your despite is not resolved or any breach remains uncured, your rights and remedies will be strictly limited to the right, if any, to recover damages in an action at law, and you will have neither the right to rescind or terminate this Agreement or any of Company’s rights hereunder, nor the right to enjoin the production, exhibition, or other exploitation of the Likeness.

1.3 Event Content. You acknowledge and agree Company, in its sole discretion, reserves the right to change any and all aspects of TravelCon or any Sponsored Event, including but not limited to, the event name, themes, content, program, speakers, performers, hosts, moderators, venue, and time.

1.4. Conduct. While attending TravelCon or any Sponsored Event, you must conduct yourself in a professional  and respectful manner that is welcoming to all attendees and free from any form of discrimination, harassment, verbal or physical intimidation, online bullying, trolling, or cancellation, or retaliation. Please see the TravelCon Anti-Harassment Policy for more information.

1.5 FAM Tours. FAM Tours are group travel events sponsored by third parties who have agreed to sponsor or co-sponsor TravelCon events (the “Sponsor”). These familiarization tours may or may not include transportation and are designed to complement TravelCon events by giving you an opportunity to get to know the city or geographic area in which TravelCon events are hosted. If you are interested in attending a FAM Tour, you must complete and submit a FAM Tour application (the “Application”) and sign TravelCon’s “Release of Liability and Waiver of Rights” waiver agreement (the “Release”) at least five (5) days before attending any FAM Tour for which you are selected to participate in. Participation in FAM Tours is solely determined by TravelCon and the applicable Sponsor(s) and failure to complete the Application or promptly sign and submit the Release shall be grounds for barring admission to or removal from any FAM Tour.

Section 2: Prohibited Conduct

2.1 Disruptive Conduct. You acknowledge and agree that Company reserves the right to remove you from TravelCon and any Sponsored Event if Company, in its sole discretion, determines your presence or behavior is creating a disruption or hindering TravelCon and any Sponsored Event or the enjoyment of TravelCon or any Sponsored Event by other attendees. If you are asked to leave TravelCon or any Sponsored Event due to this provision, you will not receive a refund of your pass price and Company will not be liable to you for any fees or damages.

2.2 Photography, Recording, Live Streaming, and Videotaping. Attendees are prohibited  from recording or broadcasting any audio or video of any part of TravelCon or any Sponsored Event, except to create or produce short clips for the sole purposes of social media sharing (e.g. reels, shorts, any social media posts and similar content).

2.3 Suitcasing and Outboarding. Company may immediately remove (without a refund of the pass price), at Company’s sole discretion, any attendee or person at TravelCon or at any Sponsored Event that sells, markets, or represents a company or organization for the purpose of obtaining advertising, sales, or subscriptions from any attendee, sponsor, or exhibitor (“Suitcasing” and “Onboarding”). You acknowledge and agree Suitcasing and Outboarding, including “informal” meetings, are strictly prohibited at TravelCon or at any Sponsored Event and will not engage in these types of activities. This includes, but is not limited to, soliciting attendees through email or in person or any unsanctioned commercial activity conducted from a hotel guest room or suite, a local restaurant, bar, club, private or public place. Suitcasing can occur at venues outside of the TravelCon venue. Company encourages you to report any suitcasing or outboarding activity you observe to Company management as soon as feasibly possible. Please note this prohibition applies to brands and brand representatives as well as general attendees. Company expressly disclaims any liability to you for your removal from TravelCon or any Sponsored Event under this clause.

2.4.  In addition to the requirements and prohibitions set forth in this Section 2, Company may also exclude any prospective attendee from registering for or attending any Company event for any reason, in Company’s sole discretion. Company also reserves the right to cancel, in its sole discretion, any attendee’s registration upon refund of the admission fees paid to Company UNLESS an attendee is removed and/or their registration is cancelled for violating any prohibition or requirement set forth in this Agreement; in this case, Company may retain all fees paid.

Section 3: Fees and Refunds

3.1 Payment. The payment of the applicable fees for TravelCon is due upon registration. If such payment is insufficient or declined for any reason, Company may refuse to admit you to TravelCon and shall have no liability in that regard.

3.2 Taxes. The fees may be subject to sales tax, value added tax, or other taxes and duties, which, if applicable, will be charged to you in addition to the fees.

3.3 Refunds. Company does not offer refunds for any pass purchased to TravelCon under any circumstances unless Company decides otherwise in writing. 

Section 4: Privacy

Company owns and operates TravelCon and is committed to protecting the privacy of its attendees. Company does not rent, share, or sell your contact information or other personal information to any third parties, unless you are expressly notified that Company will be sharing your information with TravelCon vendors. As an attendee, you consent to your name and company information, as you provide it, to appear on your badge. Company’s privacy policy is available at https://travelcon.org/privacy-policy/.

Section 5: Intellectual Property

5.1 All intellectual property rights in and to TravelCon, TravelCon content including content created at any Sponsored Event, and all materials distributed at or in connection with TravelCon are owned by Company. You are not authorized to use or reproduce or allow anyone to use or reproduce any trademarks, other trade names, branded content or copyrighted material appearing at TravelCon or any Sponsored Event, in any TravelCon content or in any materials distributed at or in connection with TravelCon or any Sponsored Event for any reason without the prior written permission of Company.

5.2 For the avoidance of doubt, nothing in this Agreement shall be deemed to vest in you any legal or beneficial right in or to any trademarks or other intellectual property rights owned or used under license by Company or any of its affiliates; nor does this Agreement grant to you any right or license to any other intellectual property rights of Company or its affiliates, all of which shall at all times remain the exclusive property of Company and its affiliates.

Section 6: Disclaimer of Warranties, Limitation of Liability, Assumption of Risk, Indemnity

6.1 No Warranties. Company gives no warranties in respect of any aspect of TravelCon  or the Sponsored Event or any materials related thereto or offered at TravelCon or any Sponsored Event and, to the fullest extent possible under the laws governing this Agreement, disclaims all implied warranties, including but not limited to warranties of fitness for a particular purpose, accuracy, timeliness, and merchantability. TravelCon and any Sponsored Event is provided on an “as-is” basis. Company makes no representations or warranties in relation to the information provided in the content. Neither Company nor its affiliates accept any responsibility or liability for reliance by you or any person on any aspect of TravelCon or any Sponsored Event or any information provided at TravelCon. All of the information provided at TravelCon and any Sponsored Event is for informational use only. Purchase of a pass or attendance at TravelCon and any Sponsored Event does not form any relationship between the user and Company. All views expressed by speakers or presented are their own.

6.2 Limitation of Liability. Except as required by law, neither Company nor its affiliates shall be liable for any direct, indirect, special, incidental, or consequential costs, damages, or losses arising directly or indirectly from TravelCon or any Sponsored Event or other aspect related thereto or in connection with this Agreement. Company assumes no responsibility or liability for any loss or damage suffered by any person as a result of use of the information provided through any TravelCon event or any Sponsored Event.

6.3 Maximum Liability. The maximum aggregate liability of Company for any claim in any way connected with, or arising from, TravelCon, any Sponsored Event, or this Agreement, whether in contract, tort, or otherwise (including any negligent act or omission), shall be limited to the amount paid by you to Company under this Agreement.

6.4 Assumption of Risk. You agree to carefully consider the inherent risks in any activities that you choose to take part in, including your actual attendance, at TravelCon or any Sponsored Event, and to take reasonable precautions before you choose to attend or participate at any TravelCon event or any Sponsored Event. For example, it is your responsibility to ensure you are in good physical health before engaging in any physical activity at TravelCon or any Sponsored Event, and you agree to drink responsibly if alcohol will be present. In sum, you understand that your attendance and participation at TravelCon or any Sponsored Event is voluntary and you agree to assume responsibility for any resulting injuries to the fullest extent permitted under applicable law.

6.5 Indemnification. You agree to indemnify and hold Company, its parents, subsidiaries, affiliates, officers, directors, employees, agents, and representatives harmless, including costs, liabilities, and legal fees, from any claim or demand made by any third party due to, related to, or connected with your attendance or conduct at an Event.

Section 7. Release

You agree, on behalf of yourself, your heirs and your personal representatives, to fully and forever discharge and release Company and its affiliates, and respective partners, agents, operators, managers, employees, and representatives (“Released Parties”) from any and all claims you may have or hereinafter have for any injury, temporary or permanent disability, death, damages, liabilities, expenses and/or causes of action, now known or hereinafter known in any jurisdiction in the world, attributable or relating in any manner to your attendance and participation at TravelCon or any Sponsored Event, whether caused by the negligence of Company or any of the Released Parties or by any other reason. You acknowledge and agree that this release and waiver of liability is intended to be, and is, a complete release of any responsibility of the Released Parties for any and all personal injuries, temporary or permanent disability, death, and/or property damage sustained by you while attending or participating in TravelCon or any Sponsored Event.

Section 8. Force Majeure.

Company shall not be held responsible for any delay or failure in performance of its obligations hereunder to the extent such delay or failure is caused by fire, flood, strike, civil, governmental or military authority, acts of God, acts of terrorism, acts of war, pandemic or epidemics, public emergencies, the availability of the venue, or other similar causes beyond its reasonable control and without the fault or negligence of Company or its subcontractors. For one or more of such reasons, Company may postpone, reschedule, or cancel TravelCon or any Sponsored Event, in whole or in part, without liability on the part Company. If TravelCon or any Sponsored Event cannot be held or is postponed pursuant to this section, Company shall not be liable to Registrant for any damages, costs, or losses incurred, such as transportation costs, accommodations costs, or financial losses. Company will review refund and/or fee transfer requests, submitted in writing, for approval on a situational basis.

Section 9:  Safety

9.1  COVID-19 and Other Illnesses.  The novel coronavirus, COVID-19, has been declared a worldwide pandemic by the World Health Organization. As a result, current federal, state, and local governments and federal and state health agencies recommend social distancing and have, in many locations, prohibited the congregation of groups of people. These regulations and requirements are ever changing and may change between the time of your registration for TravelCon or any Sponsored Event and the date on which TravelCon or any Sponsored Event takes place. Company shall use best efforts to comply with all current regulations as of the date TravelCon begins and shall notify Registrant of the precautions Company is taking no less than ten (10) days before the start of TravelCon.  

Notwithstanding these precautions, Company cannot guarantee that you or anyone in attendance at TravelCon or any Sponsored Event will not become exposed to or infected with COVID-19 or any other illness. 

You acknowledge the contagious nature of COVID-19 and other illnesses (e.g., RSV, Influenza, and similar diseases) and voluntarily assume the risk that you or any person present at TravelCon or any Sponsored Event may be exposed to or infected by COVID-19 or any other illness by attending TravelCon or any Sponsored Event regardless of whether such exposure or infection results in personal injury, illness, permanent disability, or death. 

You voluntarily agree to assume all of the foregoing risks and accept sole responsibility for any injury to attendees of TravelCon or any Sponsored Event, illness, damage, loss, claim, liability, or expense, of any kind. You hereby release, discharge, and hold harmless Company from any liabilities, claims, actions, damages, costs, or expenses of any kind arising out of or relating thereto. 

9.2  Your Responsibility.   By attending TravelCon or any Sponsored Event, you represent and warrant:

1. You understand the symptoms of COVID-19, Influenza, or RSV and affirm that, you, as well as all of your household members, do not currently have, nor have experienced any symptom within the fourteen (14) days leading up to the start of TravelCon or any Sponsored Event.  
2. You, as well as all household members, have not been diagnosed with COVID-19, Influenza, or RSV within the thirty (30) days leading up to the start of TravelCon or any Sponsored Event.  
3. You, as well as all household members, have not traveled outside of the country or to any city considered to be a “hot spot” for COVID-19, Influenza, or RSV infections within the thirty (30) days leading up to the start of TravelCon or any Sponsored Event. 

Section 10: Miscellaneous

Company’s failure to exercise any right provided for herein shall not be deemed a waiver of any further rights hereunder. If any provision of this Agreement is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that this Agreement shall otherwise remain in full force and effect and enforceable. This Agreement is not assignable, transferable or sub-licensable by you except with Company’s prior written consent but may be assigned by Company in its sole discretion. This Agreement shall be governed by the laws of the State of Texas and jurisdiction of any disputes under this Agreement shall lie in Collin County, Texas. Both parties agree that this Agreement is the complete and exclusive statement of the mutual understanding of the parties and supersedes and cancels all previous written and oral agreements, communications and other understandings relating to  your attendance at TravelCon or any Sponsored Event and that all modifications to this Agreement must be in a writing signed by both parties, except as otherwise provided herein. No agency, partnership, joint venture, or employment is created as a result of this Agreement and you acknowledge that you do not have any authority of any kind to bind Company in any respect whatsoever. Company reserves the right to amend, alter, or modify this Agreement at any time. All notices with respect to this Agreement must be in writing and may be via email to info@travelcon.org for Company and to your email address.