Regional Conferences Terms & Conditions

Terms and Conditions
By registering for this conference, I understand and agree to the following:


A. Registration Process and Payment Methods

1. Attendees may register for the conference online in advance of the program according to the schedule established by the Regional Chapter. 
2. Conference registrations will not be confirmed until the completed form and the full payment is received and processed by the CMS Executive Office. Registrants submitting purchase orders, bank/wire transfers, and checks must ensure their payments are received by the above deadlines to be properly credited. 
3. CMS cannot be responsible for spam filters on the user end blocking confirmation emails. Please be sure your spam filters will allow mail from and the conference coordinator.

B. Cancellation Policy

1. Cancellation requests must be received in writing to CMS on or before the cancellation deadline established on the conference website. Cancellation of participation in the entire event, or any portion thereof, will result in a full refund less a $15 processing fee. Registrations cancelled after the published cancellation deadline will not be entitled to a refund unless in accordance with the Emergency Circumstances provision below.
2. Refunds will only be issued for conference registration fees. Any fees for special events, 
performances, meals, or other conference add-ons are non-refundable. 
3. Approved refunds will be processed within one month of the event’s conclusion. Refunds will be returned via the original payment method. If payment was made or reimbursed by an institution, organization, or business, it is the responsibility of the registrant to ensure those funds are returned to that entity.
4. Registration fees are non-transferable (to another person, another program, or membership dues). 
5. No refunds will be made for any unused portions of the event. Likewise, refunds will not be granted for no-shows.
6. No fee adjustments or refunds of conference fees will be given to individuals who register at the non-member rate and later become a member.
7. Conference registration fees will not be refunded for weather or travel-related delays or 
8. Emergency Circumstances – Registrant is eligible to receive a full refund of all registration fees paid under the following circumstances: 

a) Registrant is unable to attend the conference due to the death of an immediate family 
member or significant other (domestic partner or spouse).
b) Serious illness/debilitating health condition of Registrant, a direct family member, or 
significant other which necessarily restricts travel and full conference participation by the 
c) The conference is cancelled for reasons related to the COVID-19 pandemic.
d) Registrant is unable to travel due to a lockdown enforced by Registrant’s country of 
residence or travel restrictions imposed by Registrant’s institution, company, or organization 
due to the COVID-19 pandemic.
e) Registrant is unable to travel due to Visa restrictions related to the COVID-19 pandemic.
f) Other extraordinary circumstance (e.g., the death of a service animal on which a disabled 
Registrant's attendance is predicated).

All refund requests due to emergency circumstances must be received prior to the last day of the conference. Lack of travel funding is not considered a valid emergency circumstance.

Registrant may be asked to provide documentation of proof for cancellation related to emergency circumstances. By accepting these Terms and Conditions, Registrant agrees to provide such documentation, if requested.

C. Cancellation of the Meeting
In the event that any portion of 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 participants for any damages, costs, or losses incurred. 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 participant the registration fee less costs already incurred for the organization which could not be recovered from third parties. 

D. Change of Meeting Format
If the meeting is not able to be held as an in-person function due to events beyond the control of CMS or its meeting venue(s), such as acts of God; war; curtailment or interruption of transportation facilities; strikes, or the imminent threat thereof; threats or acts of terrorism or similar acts; disease outbreak, epidemic, or pandemic; State Department or other governmental or international agency travel advisory; corporate travel restrictions; civil disturbance; or any other cause which, in the reasonable judgement of CMS or the meeting venue(s) would make it inadvisable (from a safety, health or financial standpoint), illegal, impracticable, or impossible to hold an in-person meeting, the meeting may be moved to an entirely virtual format. In the event of such a change, all persons who registered for the event prior to the change will automatically be considered registered for the event in its new format. Should there be a difference in registration fees between the in-person and virtual meetings, registrants will be refunded the difference between what they paid for the in-person experience and the new fee within their appropriate registration category. If any registrant chooses to cancel participation following the change to a virtual venue, the Cancellation Policy described above continues to apply. 

E. Conference Program
The program of the conference 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 schedule to be altered, CMS reserves the right to do so.

F. Event Access
Only registered participants are permitted to observe and/or participate in the event. Sharing of meeting links, logins, or passwords is strictly prohibited. As a condition of registration, all participants are required to acknowledge, accept, and abide by this policy. Failure to comply will result in the immediate revocation of event access privileges without a refund. 

G. Recording Notice
Please be aware that by registering for and/or attending this conference, the Registrant authorizes these organizations (hereinafter “Organizers”) the right and permission to record video and audio. Personal recording or distribution of any conference presentation, session, or concert by anyone other than the Organizers is prohibited. Further, by registering and/or attending, the Registrant authorizes Organizers and their respective employees, officers, directors, representatives, agents, and assigns to use the Registrant’s photograph, voice, posted questions or comments, or other likeness without compensation now or in the future for purposes related to the published mission of any of the Organizers, including but not limited to broadcasting or rebroadcasting of reproductions over the Internet (including social media), publicity, marketing, websites, other electronic forms of media, and promotion of the Organizer’s various programs, and releases Organizers from any claims. If Registrants prefer that their likeness not be used, they must notify Organizers in writing at least 2 weeks prior to the start of the event. The request will be taken into consideration and the Organizers will make reasonable efforts to comply with the request but cannot guarantee Registrants will not be present in a recording.

H. Discrimination & Sexual Harassment
CMS is committed to providing a safe, fair, and equal space for professional participation by all its members, event attendees, partners, and guests. Conferences of the Society are intended to provide a professional environment free of bias, prejudice, discrimination, and harassment, in which all individuals are treated with respect and dignity. In keeping with this commitment, CMS maintains a strict policy prohibiting discriminatory practices and unlawful harassment of any kind, including, but not limited to, sexual harassment and harassment based on race, color, religion, national origin, sexual orientation, gender identity or expression, sex, age, physical or mental disability, caregiver status, or any other characteristic protected by state, federal, or local employment discrimination laws. As a condition of registration, you are required to acknowledge and accept this policy.

This policy applies to everyone who participates in CMS activities; all employees, participants at CMS events, exhibitors, and people who serve in a volunteer capacity for CMS, including without limitation, any board member, conference or committee chair, or presider.

Sexual harassment includes, but is not limited to, making unwanted sexual advances, requests for sexual favors, and other oral or physical conduct of a sexual nature when: 

1. Submission to such conduct is made an explicit or implicit term or condition of employment or participation in professional activities of The College Music Society; or 
2. Submission to or rejection of such conduct by an individual is used as the basis of decisions related to employment or participation in professional activities of The College Music Society affecting such individual; or 
3. Such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment, including volunteer professional activities of The College Music Society.

Examples of unlawful harassment include, but are not limited to: 

• Verbal conduct such as epithets, derogatory jokes or comments, slurs or unwanted sexual advances, invitations or comments;
• Visual conduct such as derogatory and/or sexually oriented posters, photography, cartoons, drawings, e-mail and faxes or gestures;
• Physical conduct such as assault, unwanted touching, blocking normal movement or interfering with work directed at an employee because of the employee’s sex or other protected characteristic;
• Threats and demands to submit to sexual requests in order keep one’s job or avoid some other loss and offers of employment benefits in return for sexual favors;
• Retaliation for having reported or threatened to report unlawful harassment. 
• Favoritism toward romantic/sexual partners;
• Giving of gifts or leaving objects that are sexually suggestive;
• Off-duty, unwelcome conduct of a sexual nature that affects the work environment;
• Requiring someone to perform tasks unrelated to their job against his/her will; and
• Gossiping or rumormongering.

Any individual who believes they have been the object of, have observed, or know of conduct violating this policy, is encouraged to promptly report the facts of the incident(s) and the name(s) of the individual(s) involved to the Executive Director, or in the alternative, to any member of the CMS Board of Directors. 

Upon receipt of a complaint, The College Music Society will undertake a prompt, thorough, objective, and good faith investigation of the harassment allegations. If the organization determines that harassment has occurred, CMS may take any disciplinary action it deems appropriate in response to a violation of this policy in accordance with the circumstances involved, which may include suspension or ejection from a CMS activity or event without refund or recompense, removal from Society leadership position(s) and/or membership in the organization or, for CMS employees, disciplinary action up to and including termination of employment.

No retaliation will be taken or tolerated against anyone who makes a good faith report of bullying, discrimination, or harassment to CMS. Further, The College Music Society will not tolerate or permit retaliation by supervisors or co-workers against any complainant or anyone assisting in a harassment investigation.

I. Privacy
Invasion of privacy, including the capture and/or sharing of someone else’s personal details, image or likeness, photos, comments, or conversations within the event environment without their permission is not permitted. As a condition of registration, you are required to acknowledge and accept this policy. If a registrant violates this policy, CMS may take any action it deems appropriate, including warning or expelling the offender from the event without a refund or recompense. For more egregious behavior, CMS may, in its reasonable discretion, temporarily ban or permanently expel a registrant from the community.

J. Virtual Backgrounds
Any attendee or participant using a virtual background during this event will limit such images to personal, licensed, or copyright-free material.

K. 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.