Terms & Conditions

If you wish to participate in the 2019 International of the College Music Society (“CMS”), then you (“Registrant”) must read and agree to the following Terms and Conditions (the “Agreement”):

A. Registration Process and Payment Methods

  1. All conference presenters and composers must submit their registration form with a minimum deposit payment of $425 USD by 12 noon Mountain Time on Tuesday, December 11, 2018. The registration form may be submitted electronically or mailed to the CMS Executive Office at 312 East Pine Street, Missoula, Montana, 59802, USA. Payment may be made by check, bank/wire transfer, major credit card, or school purchase card. Any remaining balance must be paid no later than 12 noon Mountain Time on Thursday, March 7, 2019. Full payment or additional incremental payments may be made at any time prior to March 7.
  2. Any outstanding balance after the March 7 deadline will incur an additional $125 USD late fee. This applies to Registrants submitting purchase orders, bank/wire transfers, checks, and credit card payments that are denied.
  3. Traveling companions are not required to pay a deposit and may only pay the registration fee in full. The deadline for traveling companions to submit their registration form and complete payment is 12 noon Mountain Time on Thursday, April 18, 2019.
  4. Registrations will not be considered confirmed until the completed form and the full payment is received and processed by the CMS Executive Office.
  5. If submitting a registration form on behalf of another person, the submitter represents and warrants that they have obtained all required consents. The submitter is responsible for verifying that any information they provide on behalf of another person is complete and accurate. CMS will under no circumstances be liable for any errors or omissions in the information provided during the registration process. Furthermore, the submitter accepts full responsibility for keeping the person, or persons, they are registering informed of these Terms and Conditions.
  6. CMS cannot be responsible for spam filters on the user end blocking confirmation emails. Please be sure your spam filters will allow mail from music.org and the conference coordinator.
  7. Air travel and accommodation costs are not included in the conference registration fee. Attendees are responsible for making their own travel and lodging arrangements.
  8. Travel insurance is strongly recommended but not included in the conference registration fee.

B. Inclusions and Exclusions

  1. Registration fees include group meals and breaks as outlined in the itinerary; coach transfers as in the itinerary; transportation, admission fees, and guides for scheduled sightseeing tours, cultural activities, and excursions; special events and receptions; admission to scheduled performances;  gratuities for drivers, guides, and food servers; conference venue rental and related production expenses CMS administrative support, and the contracted services of a licensed destination management  company.
  2. Airfare; lodging; ground transfer between airports and hotels; meals listed as “on own” in the itinerary; travel insurance; passport and visa fees; pre- or post-conference excursions; personal expenses such as  laundry, telephone, or souvenirs; and other non-essential items are not included in the conference  registration fee and are the responsibility of each Registrant.

C. Cancellation Policy

  1. If you cancel your registration or change your plans, your right to receive a refund is limited, as described in the following schedule. Conference registration can be cancelled only in writing via mail or email to CMS (). All cancellations will become effective as of the date of receipt by the CMS Executive Office.
  2. The following cancellation charges will apply if any person cancels participation:
    1. The $425 deposit is non-refundable in the event of any cancellation
    2. If your cancellation is received before March 7, 2019, a $225 cancellation fee applies.
    3. If your cancellation is received between March 8 and May 9, 2019, a $450 cancellation fee applies.
  3. All monies are non-refundable after May 9, 2019.
  4. All refunds will be issued within one month of receipt of the cancellation notice.
  5. Registrations are non-transferable.
  6. Leaving the conference early, for any reason whatsoever, will not result in a refund, and no refunds will be made for any unused portions of the event.

D. Conference Program
The conference itinerary is subject to change. Every reasonable effort will be made by CMS to operate the program as planned; however, should unforeseen events and conditions require the itinerary to be altered, CMS reserves the right to do so.

E. Cancellation or Postponement
In the event that the meeting cannot be held or is postponed due to events beyond the reasonable control of CMS or due to events which are not attributable to unlawful intent or gross negligence of the conference organizers, CMS cannot be held liable by Registrant for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc. Under these circumstances, CMS reserves all rights to either retain the entire registration fee and credit the Registrant this amount for a future meeting, or to reimburse the Registrant the registration fee less costs already incurred for the organization which could not be recovered from third parties.

F. Passports, Travel Visas, and Entry Permits
The acquisition of required passports, travel visas, and/or entry permits is the responsibility of the Registrant. Failure to obtain necessary travel documents does not negate this Agreement. All costs for obtaining passports, travel visas, and/or entry permits are the responsibility of the Registrant. 

G. Age Requirements
Anyone under the age of 18 on the first day of travel is considered a minor. Minors must always be accompanied by an adult Registrant. All registrations involving a minor must be communicated to CMS at the time of registration. If the consent of a parent, guardian or any other person is required by applicable law for any minor to travel, the accompanying adult is responsible for securing all consents, documentation, and ensuring that they and the minor(s) meet all legal requirements to travel, enter, and depart from applicable countries and regions. CMS will not be responsible for any fees, damages, or losses incurred as a result of any failure to secure necessary consents, permits, and approvals. Each adult Registrant with a minor or minor(s) is jointly and severally responsible for the behavior, wellbeing, supervision, and monitoring of such minor(s), and jointly and severally accepts these Terms for and on behalf of any minor(s) they have registered, including all assumptions of risk and limitations of liability. CMS does not provide care services for minors and expressly disclaims any responsibility for chaperoning or controlling any minor(s).

H. Health Requirements
Each Registrant is responsible for making a realistic assessment of their health as it relates to the activities advertised in the conference itinerary. All Registrants are expected to be in active good health, to be comfortable traveling as part of a group, and to be ready to experience cultural differences with grace. Walking and climbing stairs are required in some locations, although Registrants are free to opt out of any scheduled conference activity. Physical conditions requiring special attention, diet, or treatment must be disclosed during registration. CMS will make reasonable efforts to accommodate travelers with special needs; however, this is not always possible given the nature of the destinations visited and availability of options outside a planned itinerary. Any special requests or requirements do not form part of these Terms between the Registrant and CMS and CMS is not liable for any failure to accommodate or fulfill such requests. Any extra cost related to the hiring of additional staff or special transportation to accommodate special needs will be the responsibility of the traveler. If required, Registrants must provide their own special equipment (e.g., wheelchairs, canes, or walking sticks).

I. Photography and Video
CMS reserves the right to take photographs or videos during this conference and to use the resulting photography or videos for promotional or commercial use. By submitting a registration form, the Registrant agrees to allow their likeness to be used by CMS and its respective employees, officers, directors, representatives, and CMS-authorized third parties without compensation to the Registrant. If the Registrant prefers that their likeness not be used, they must notify CMS in writing at least 2 weeks prior to the start of the event.

J. Release of Liability
Neither CMS, nor its respective employees, officers, directors, representatives, contractors, and agents shall be held liable for (a) any damage to, or loss of, personal property or injury to, or death of, persons occasioned directly or indirectly by an act or omission of any other provider, including but not limited to any defect in any aircraft, watercraft, or vehicle operated or provided by such other provider; (b) any loss or damage due to delay, cancellation, or disruption in any manner caused by the laws, regulations, acts or failures to act, demands, orders, or interpositions of any government or any subdivision or agent thereof, or by acts of God, strikes, floods, war, rebellion, terrorism, insurrection, sickness, quarantine, epidemics, theft, or any other cause(s) beyond their control; and (c) any and all claims, actions, or losses for bodily injury, property damage, wrongful death, loss of services, lost profits, or consequential, exemplary, indirect or punitive damages or otherwise which may arise out of or occur during Registrant’s travel in connection with the event. The Registrant waives any claim, against any of the Released Parties for any such loss, damage, injury, or death, including any right to seek consequential, punitive, or exemplary damages against any of the Released Parties for any reason whatsoever.

K. Acknowledgment of Risk
Registrant understands and acknowledges that travel in connection with and participation in this conference, or any activities which may take place during the conference may involve risk and potential exposure to injury or fatal injury, and that risk and dangers may arise or be caused by the negligence or participation of other participants, contractors, and/or subcontractors for the conference or from other foreseeable and unforeseeable causes, including weather and other acts of nature.  

L. Express Assumption of Risk and Responsibility
In recognition of the inherent risk of the travels and related activities in which the Registrant is intending to engage, the Registrant confirms that they are physically and mentally capable of participating in the conference and that they willingly and voluntarily assume full responsibility for any injury, loss, or damage suffered by, or caused by, themselves. By registering for this conference, the Registrant certifies that they do not have any mental, physical, or other conditions or disabilities that would create a hazard for themselves or other participants.

M. Arbitration
Any controversy or claim arising out of or relating to this Agreement or the performance thereunder, including without limitation any claim related to bodily injury, property damage, or death, shall be settled by binding arbitration in Missoula, Montana, U.S., in accordance with the rules of the American Arbitration Association then existing, and judgement on the arbitration award may be entered in any court having jurisdiction over the subject matter of the controversy. Such proceedings will be governed by substantive Montana State law. This Agreement to arbitrate does not waive or modify the liability release contained in this document.

N. Exclusive Governing Law and Jurisdiction
This Agreement shall be governed by the laws of the State of Montana, without regard to conflicts of laws principles. If the right to seek arbitration is for any reason waived by both parties, or if judicial review of any arbitration is sought, any action or legal proceeding arising out of this Agreement shall be brought exclusively in the courts of the State of Montana, or, if it has or can acquire jurisdiction, in the appropriate United States District Court or appellate courts, and the parties hereby waive any objection to venue of jurisdiction in connection therewith. In connection with any action or legal proceeding arising out of this Agreement, the parties hereby specifically and knowingly waive any rights that either party might have to demand a jury trial.