conference policies and terms of registration
All APRA Policies and Terms of Registration are put in place in consideration of and, in the best interest of conference attendees, the Arizona Parks and Recreation Association and the conference host facilities. Please take the time to review the details below as each person will be required to sign off they have read and understand these terms as part of their conference registration.
Statement of Liability
APRA and sponsors of the Annual Conference claim no liability for the acts of any exhibitors at or for this meeting, or for the safety of any attendee while in transit to or from this event. APRA and sponsors of this function shall not be liable for any delays or failure in performance or interruptions of services resulting directly or indirectly from any cause or circumstance beyond the reasonable control of the organization including but not limited to, acts of God, acts of public enemy, war, accidents, fires, electrical, mechanical, or structural failures or breakdowns, strikes, labor disputes, postal delays, explosions, governmental order or regulations, and curtailment of airline services.
APRA reserves the right to cancel this function without penalty. Attendees, vendors and speakers who purchase non-refundable airline tickets do so at their own risk. The total amount of any liability of APRA will be limited to a refund of the attendance fee.
Recognizing the nature of socials and other receptions and the potential for alcohol abuse at conferences, all APRA sponsored events will offer non-alcoholic drinks. No alcohol will be served to anyone under the age of 21. Conference participants are responsible for their own well being and neither APRA nor sponsors will be held accountable for any events or occurrences resulting from excessive drinking, recklessness or negligence on the part of any conference participant.
APRA and attendees of this function, under the terms of registration, agree to defend, indemnify and hold harmless each other, to include officers, employees and agents from and against any and all liabilities, loss, claims, expense, actions, or causes of action, arising out of or resulting from any act taken or committed by the attendees or organizers of this function or any third party except for the willful misconduct or gross negligence of the other party. Furthermore, attendees and guests participating in optional tours or off-site activities, tours or sessions that may include/allow participation in physical, strenuous or dangerous activities that could create the potential for serious injury or death acknowledge that participation is voluntary and is done at the participants own risk.
Attendees are asked to present a Photo ID at registration in order to collect registration materials. You may only collect your own individual registration packet. This procedure is in place to protect your registration materials from getting lost and to allow APRA to monitor accurate attendance. Registration materials will not be provided without a photo ID. Furthermore, you agree not to allow any other individual to participate in your place either at the conference, during the registration process, or any other conference-related activity including acceptance of these terms of registration.
Conference Host Facility Rules and Regulations
Attendees, under the terms of registration, agree to abide by and follow all rules, regulations, policies and procedures, as well as direction and guidance given by officials of the host facility.
APRA Volunteers receive a discounted registration based on the number of hours they volunteer. If a volunteer does not complete all of their assigned hours, they will be held accountable and will be billed the remainder of the registration fee post conference.
A refund for half of the amount of the delegate registration fee will be granted to cancellations made in writing on or before June 1. Name changes and substitutions are allowed, details must be sent in writing to the APRA Office minimum of 10 days prior to the conference. Regrettably, no refunds will be given on cancellations received on or after June 1. No shows will still have a balance on the account until paid in full.
Written cancellations or registration transfers must be sent by email to email@example.com Phone cancellations will not be accepted.
Force Majeure Event
APRA will not be held liable for its failure to perform obligations under this Agreement if such failure is due to any event or condition not existing as of the date of this Agreement, not reasonably foreseeable as of such date, and not within is reasonable control (each, Force Majeure Event), which prevents such Party from performing any obligation hereunder, but only to the extent and only for the period that such performance is so prevented by the Force Majeure Event. Force Majeure Events may include, but not limited to: riot; war; acts of terror; fire; flood; hurricane; typhoon; earthquake; epidemic embargo; acts of God; or acts of government.
Registrants not providing APRA with a method of payment will be considered an incomplete registration and will not be able to attend APRA conference unless payment is made on-site and the balance will remain on the account until paid. APRA accepts VISA, MasterCard, Discover, American Express as valid forms of payment. Only current APRA Agency Members may pay with a check provided an approved Purchase Order is sent to the APRA Office within 14 days of the original registration date. *Purchase Orders are not considered a form of payment.
A copy of the online confirmation must accompany all conference purchase orders. Registrant will need to provide APRA with a valid Purchase Order number, and a copy of the approved Purchase Order in order to process registration. APRA has the right to contact the agency or company issuing the purchase order to confirm its validity. If you register by purchase order and you have not paid in full by August 9 will not receive your conference materials unless payment is made at registration desk on-site.
*If you are not paid in full by the start of the conference you will not be given your materials or be allowed to attend until the balance is paid in full. Any registration fee that remains unpaid may incur an additional $100 processing fee. Any discounts, including Early Bird, that were applied to the initial registration will be negated and the full registration cost will be applied.
Guests and Spouses
Guest and spouse are able to accompany individuals who are registered for the APRA annual conference. A registration for additional tickets will be available for purchase. All events and activities require at ticket and name badge, optional tickets includes participation in parties, award banquet and admission into the exhibit hall. Guests and spouses are not permitted to attend educational sessions, special workshops, or to assist at a booth in the exhibit hall. Tickets will not be available for purchase on-site.
Official Housing Block
Hotel contracts are negotiated for the benefit of housing APRA Conference attendees and their guests/spouse, exhibitors, speakers and volunteers. These contracted rooms are placed in an Official Housing Block and sold ONLY through a special link provided by the host hotel. In order to guarantee APRA Annual Conference attendees, exhibitors and speakers the discounted rates, please use the link located on the APRA website.
HOUSING WARNING - Unauthorized Housing Agents
Please be vigilant if approached by any company or service that implies or claims to be an official housing provider of the APRA Conference and Expo. We have been made aware of housing companies or travel agencies that may aggressively pursue you, or your company/agency, to book your guest rooms at significant discounts. Reservations made through these "pirate" agencies or companies should be avoided as many of them are scams that will charge your card, but you will not have a reservation when you arrive. If you are contacted by anyone who says they are working on behalf of APRA, please get their company information/phone number and notify us immediately at firstname.lastname@example.org
Any photos or videos taken during APRA-sanctioned events may be used by APRA for promotional use (i.e. brochures, association publications, web-based mediums – blogs, websites, e-newsletters). Please notify staff if you object to being photographed, we appreciate your consent of use.
For the comfort and health of all attendees, smoking is not permitted at any APRA sponsored functions. This includes general sessions, concurrent education sessions, workshops, luncheons, receptions, and in the exhibit hall. Attendees should adhere to any signage preventing or authorizing smoking in certain locations.
Conference attendees are reminded that it is REQUIRED to wear your badge at all times during conference hours, sessions and events. This allows you uncomplicated access to all conference events allowed by your registration package. However, please remember to remove your badge when you are outside of the APRA events. Lost badges can be replaced at the registration desk with ID and for an additional fee.
To make the conference experience an enjoyable event for all attendees, we ask that you please keep the following in mind: As a courtesy to our speakers, please refrain from the use of pagers or cell phones during presentations, and keep in mind that participants of this conference are in attendance to learn. Therefore, in consideration of all attendees we ask that you please take any conversations that are unrelated to the program outside session rooms. In order to accommodate environmental sensitivities of some of your peers, if at all possible, please do not wear scented products while attending the conference, especially the sessions.
Code of Conduct Statement
Attendees, Presenters, Vendors and Staff at ARPA events are expected to conduct themselves at all times in a courteous, professional and respectful manner, refraining from language and actions that might bring discredit upon themselves, their agencies and ARPA, and are expected to comply with instructions from ARPA and venue staff members. Such conduct includes, but is not limited to, actions disrupting the businesslike atmosphere, harassment, discrimination, inappropriate language, failing to comply with all local, state, and federal laws, and activities that endanger self and others. Attendees, Presenters and Vendors who do not comply with this code of conduct at any event may be removed from said event and barred from attending all future ARPA sponsored or co-sponsored events.
As a an organization serving an industry that embraces accessibility and full participation in all of our programs, APRA is dedicated to providing access and reasonable accommodations to people of all abilities that meet ADA guidelines. APRA staff will assist attendees of our programs with any reasonable accessibility accommodations to ensure a full experience for all. In order to plan effectively, APRA respectfully asks that individuals needing special accommodations provide us with advance notice and pertinent information during the registration process. You may also indicate your desire for a member of the APRA staff to contact you directly to discuss your individual needs. APRA will continue to make every effort to accommodate requests we receive on site.