Each individual ("Registrant") who wishes to participate in the 2027 International Conference of The College Music Society ("CMS") must read and agree to the following Terms and Conditions ("Agreement").
A. Registration Process and Payment Methods
All conference presenters, performers, composers, collaborators, and other individuals whose names appear in the conference program are required to register for the full conference.
Conference presenters, performers, and composers must submit a completed registration form together with a minimum non-refundable deposit of $425 USD no later than 11:59 p.m. Mountain Time on Monday, November 2, 2026.
Registration may be completed online through the CMS conference website or by mailing a completed registration form to:
The College Music Society
312 East Pine Street
Missoula, MT 59802 USA
Payment may be made by:
- Major credit card
- Check
- Bank or wire transfer
- Institutional purchase card
The remaining registration balance must be paid no later than 11:59 p.m. Mountain Time on Monday, February 8, 2027.
Registrants may submit partial payments at any time prior to the final payment deadline.
Any outstanding balance after February 8, 2027 will incur a $125 USD late fee. This includes balances associated with purchase orders, wire transfers, checks, or declined credit card transactions.
Traveling Companions and Non-Presenting Attendees are not required to submit a deposit. Their registration fee must be paid in full no later than 11:59 p.m. Mountain Time on Monday, March 8, 2027.
Registration is not considered complete until CMS has received both the completed registration form and all required payments.
Individuals submitting registration materials on behalf of another person represent that they have obtained all necessary permissions to do so. The submitter is responsible for ensuring that all information provided is complete and accurate and for communicating these Terms and Conditions to the Registrant.
CMS is not responsible for confirmation emails blocked by spam filters. Registrants should ensure that messages from music.org and [email protected] are permitted by their email provider.
B. Conference Registration Includes and Does Not Include
Registration Includes
Conference registration fees include:
- Admission to all scheduled conference sessions and performances
- At least five group meals as identified in the conference itinerary
- Welcome reception and other scheduled social events
- Transportation included within the official conference itinerary
- Admission to scheduled sightseeing tours, cultural activities, and excursions
- Full-day excursion of Snæfellsnes Peninsula
- Full-day excursion of Golden Circle
- Professional guides for scheduled tours and excursions
- Gratuities for drivers, guides, and meal service
- Conference venue rental and related production expenses
- CMS Showcase Concert at Harpa Concert Hall
- CMS Showcase Concert at Hallgrímskirkja
- CMS administrative support
- Services provided by the conference's contracted destination management company
Registration Does Not Include
Registration fees do not include:
- Airfare to and from Iceland
- Hotel accommodations
- Transportation between the Registrant's home and departure airport
- Transportation between the Keflavík Airport (KEF) and Reykjavík
- Note: Attendees can easily book affordable transport between Keflavík Airport (KEF) and Reykjavík. Transport between KEF and Reykjavík can be found here.
- Meals designated as "on your own"
- Optional pre- or post-conference travel or excursions
- Passport or visa fees
- Travel insurance
- Laundry, telephone, souvenirs, and other personal expenses
Travel Insurance
CMS strongly recommends that all registrants purchase comprehensive travel insurance covering trip interruption, cancellation, medical expenses, and baggage loss. Travel insurance is not included in the conference registration fee.
C. Passports, Entry Requirements, and Travel Documentation
Each Registrant is solely responsible for obtaining all documentation necessary to travel to and enter Iceland, including but not limited to:
- Valid passport
- Required visas (if applicable)
- Required entry permits
- Documentation required by airlines or governmental authorities
Failure to obtain appropriate travel documentation does not relieve the Registrant of any obligations under these Terms and Conditions.
Any costs associated with obtaining passports, visas, permits, or other travel documentation are the responsibility of the Registrant.
D. Cancellation Policy and Refunds
CMS understands that unforeseen circumstances occasionally require conference cancellations.
All cancellation requests must be submitted in writing to:
The effective date of cancellation shall be the date the written request is received by CMS.
Registrants who anticipate needing to cancel are encouraged to notify the Conference Planner as soon as possible.
Refund requests should not be directed to Program Chairs or conference reviewers.
Standard Refund Policy
Unless cancellation qualifies under the Emergency Circumstances provision below, the following refund schedule applies:
Deposit
The $425 registration deposit is non-refundable.
Cancellation Received On or Before February 8, 2027
Registrants will receive a refund of all registration fees paid less the required deposit and a $200 administrative cancellation fee.
Cancellation Received Between February 9, 2027 and March 8, 2027
Registrants will receive a refund of all registration fees paid less the required deposit and a $400 administrative cancellation fee.
Cancellation Received After March 8, 2027
No refunds will be issued.
Refund Processing
Approved refunds will generally be processed within thirty (30) days after receipt of the written cancellation request.
Refunds will be issued using the original method of payment whenever possible.
If payment was made by an employer, university, or other institution, the Registrant is responsible for ensuring that refunded funds are returned to the appropriate organization.
Conference registrations are non-transferable and may not be applied toward another conference, another individual, or CMS membership dues.
No refunds will be provided for:
- Weather-related travel delays
- Airline cancellations
- Missed flights
- Late arrival
- Early departure
- Failure to attend portions of the conference
- No-shows
Individuals registering as non-members who later become CMS members are not eligible for retroactive fee adjustments.
Emergency Circumstances
A Registrant may receive a full refund, including the required deposit, under the following circumstances:
- Cancellation of the 2027 CMS International Conference by CMS.
- Death of the Registrant's immediate family member, spouse, or domestic partner.
- Serious illness or debilitating medical condition affecting the Registrant or an immediate family member that reasonably prevents conference participation.
- Other extraordinary circumstances approved by CMS that make participation impossible.
Requests based upon emergency circumstances must be received no later than the final day of the conference.
CMS reserves the right to request reasonable documentation supporting an emergency refund request.
Lack of institutional funding, changes in employment, or changes in travel preferences do not constitute emergency circumstances under this policy.
E. Conference Cancellation or Postponement
CMS reserves the right to cancel, postpone, modify, or relocate the conference if circumstances beyond its reasonable control make it impossible or impracticable to conduct the event as planned. Such circumstances may include, but are not limited to, natural disasters, severe weather, public health emergencies, acts of terrorism, labor disputes, governmental actions, transportation disruptions, or other force majeure events.
Should the conference be canceled or postponed, CMS will make reasonable efforts to notify Registrants promptly and communicate any available options. CMS shall not be responsible for costs incurred by Registrants beyond conference registration fees, including but not limited to airfare, lodging, meals, travel insurance, visa expenses, or other personal travel costs.
F. Age Requirements
Individuals under the age of 18 on the first day of the conference are considered minors.
All minors must be accompanied throughout the conference by a parent, legal guardian, or other responsible adult who is registered for the conference.
The accompanying adult is responsible for:
- Obtaining any permissions or travel documentation required for the minor;
- Supervising the minor throughout the conference;
- Ensuring the minor complies with these Terms and Conditions; and
- Accepting these Terms and Conditions on behalf of the minor.
CMS does not provide childcare or supervision services and assumes no responsibility for monitoring minors attending the conference.
G. Conference Program
Every reasonable effort will be made to present the conference as advertised. However, schedules, presenters, performances, venues, excursions, and other conference activities are subject to change without prior notice.
CMS reserves the right to make substitutions, modify the conference itinerary, or cancel individual events when necessary.
Such changes shall not constitute grounds for a refund.
H. Accessibility, Health, and Safety
CMS is committed to providing an inclusive and welcoming conference experience.
Registrants requiring disability accommodations, dietary accommodations, mobility assistance, or other accessibility-related support should notify the Conference Planner as early as possible during the registration process.
Although CMS will make every reasonable effort to accommodate individual needs, international venues, historic sites, transportation providers, and excursion locations may have limitations beyond the control of CMS.
Participants are responsible for determining whether they are physically able to participate in scheduled conference activities.
I. Selling Products and Services
The conference is intended to support professional exchange, scholarship, and artistic collaboration.
Registrants may not solicit attendees for commercial purposes or promote products, services, political causes, or fundraising activities without prior written approval from CMS.
CMS reserves the right to suspend or remove any individual engaging in unauthorized solicitation without refund.
J. Intellectual Property
Registrants remain the owners of the intellectual property associated with their presentations, performances, compositions, papers, recordings, and other scholarly or creative work.
By participating in the conference, Registrants agree to respect the intellectual property rights of others and shall not reproduce, distribute, or publicly share another participant's work without appropriate authorization.
K. Photography, Video, and Recording by CMS
During the conference, CMS and its authorized representatives may photograph, film, livestream, or otherwise record conference sessions, performances, receptions, excursions, and other activities.
By registering for and attending the conference, Registrants grant CMS permission to use their name, image, likeness, voice, and recorded comments for educational, archival, promotional, marketing, and historical purposes in any media now known or later developed, without additional compensation.
CMS may edit or reproduce photographs, audio recordings, and video recordings as necessary for these purposes.
Registrants who do not wish to have their likeness used should notify CMS in writing prior to the conference. CMS will make reasonable efforts to honor such requests, although it cannot guarantee exclusion from incidental appearances in crowd photographs or recordings.
L. Photography, Video, and Recording by Registrants
To protect presenters, performers, composers, and attendees, personal recording of conference presentations, performances, lectures, panel discussions, workshops, or concerts is prohibited unless expressly authorized by the presenter or by CMS.
Attendees may take casual photographs for personal, non-commercial use, provided such photography is not disruptive to conference activities.
Photographs, audio recordings, or video recordings may not be sold, commercially distributed, livestreamed, or otherwise exploited without the permission of CMS and any applicable presenters or performers.
CMS encourages attendees to share their conference experiences through social media, provided such sharing respects the privacy, intellectual property, and rights of other participants.
CMS assumes no responsibility for photographs or recordings made by attendees.
M. Professional Conduct, Discrimination, and Harassment
CMS is committed to providing a professional environment that is welcoming, inclusive, respectful, and free from discrimination, harassment, intimidation, and retaliation.
This policy applies to all conference participants, including attendees, presenters, performers, exhibitors, volunteers, contractors, guests, and CMS staff.
Harassment includes, but is not limited to:
- Unwelcome verbal or physical conduct;
- Sexual harassment;
- Discriminatory comments or behavior;
- Bullying or intimidation;
- Stalking;
- Offensive visual displays;
- Retaliation against individuals reporting misconduct.
Discrimination based upon race, color, national origin, religion, sex, sexual orientation, gender identity or expression, age, disability, veteran status, or any other characteristic protected by applicable law will not be tolerated.
Participants who experience or witness inappropriate conduct are encouraged to report the matter promptly to the Executive Director, Conference Planner, or any member of the CMS Board of Directors.
CMS will investigate reports in good faith and may take appropriate disciplinary action, including removal from conference activities without refund, suspension of membership privileges, or other actions deemed appropriate.
Retaliation against individuals who report misconduct in good faith is strictly prohibited.
N. Assumption of Risk
Participation in the conference, including travel and optional excursions, involves inherent risks that cannot be eliminated entirely.
By registering for the conference, Registrants acknowledge these risks and voluntarily assume responsibility for their participation.
O. Responsibility for Personal Health and Safety
Each Registrant is responsible for determining whether they are able to participate safely in conference activities and excursions.
Registrants are responsible for exercising reasonable judgment regarding their participation and agree to comply with applicable laws, venue policies, and reasonable safety instructions issued by CMS or conference partners.
P. Release of Liability
To the fullest extent permitted by law, Registrants release and hold harmless The College Music Society, its officers, directors, employees, volunteers, contractors, agents, sponsors, and conference partners from claims arising from participation in the conference, including claims relating to personal injury, illness, property damage, travel delays, cancellations, or other losses except where caused by the gross negligence or willful misconduct of CMS.
CMS shall not be liable for losses resulting from acts of third-party transportation providers, hotels, venues, governmental authorities, weather events, public health emergencies, labor disputes, or other events beyond its reasonable control.
Q. Arbitration
Any dispute arising from these Terms and Conditions or participation in the conference shall be resolved through binding arbitration in Missoula, Montana, in accordance with the Commercial Arbitration Rules of the American Arbitration Association.
The arbitrator's decision shall be final and binding upon both parties.
R. Governing Law
These Terms and Conditions shall be governed by the laws of the State of Montana, United States, without regard to conflict-of-law principles.
Any legal proceeding not subject to arbitration shall be brought exclusively in the state or federal courts located in Montana.
Each party knowingly waives any right to a jury trial regarding disputes arising under these Terms and Conditions.
Acceptance of Terms
By submitting a conference registration, the Registrant acknowledges that they have read, understood, and agree to be bound by these Terms and Conditions. The Registrant further certifies that all information provided during registration is accurate and complete to the best of their knowledge.
