Terms & Conditions

The following terms and conditions apply to all persons attending the 2024 National Conferences of The College Music Society (CMS), the Association for Technology in Music Instruction (ATMI), the National Association of College Wind and Percussion Instructors (NACWPI), and Pi Kappa Lambda (PKL) . As the primary organizer, CMS handles all contractual and financial transactions related to the event.

A. Conference Registration Process and Payment Methods

  1. Registrants will be able to select the early bird discount fee until 12:00 noon MDT on June 20, 2024. If payment is received between 12:01 p.m. MDT on June 20, 2024 and 12:00 noon MDT on October 19, 2024, registrants will be charged the advance registration fee. All registrations after 12:01 p.m. MDT October 19, 2024 must take place on-site. 
  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. Discount Codes are assigned by the CMS Office for use by ATMI, NACWPI, and PKL members. CMS reserves the right to cancel any registrants using unauthorized discount codes.
  4. CMS cannot be responsible for spam filters on the user end blocking confirmation emails. Please be sure that spam filters will allow mail from music.org and the conference coordinator.
  5. Travel and accommodation costs are not included in the conference registration fee. Attendees are responsible for making their own travel and lodging arrangements. 
  6. Capacity is limited for add-on activities such as tours, dinners, and off-property events. Registrations for add-on events will be handled on a first-come, first-served basis. 

B. Cancellation Policy

It is hoped that everyone who registers for the conference will be able to attend; however, CMS knows extenuating circumstances do occur that necessitate cancellation. The following cancellation policy applies:

  • All cancellations and refund requests must be made in writing to the Conference Planner via email at [email protected].

As a courtesy to conference organizers, registrants should communicate with the Conference Planner as the need for cancellation is known. Please do not contact the program chair regarding refund requests. 

  • A $50 processing fee will be applied to all cancellations. Registrations may be canceled before 12:00 noon MDT on June 22, 2023 for a full refund (less the processing fee). Cancellations received between 12:01 p.m. MDT on June 20, 2024 and 12:00 noon MDT on September 19, 2024 will result in a refund of 50% of registration fees paid. For student members who cancel during this period, a refund of 75% of registration fees paid will be issued. No refunds will be given for cancellations received after 12:00 noon MDT on September 19, 2024 unless in accordance with the Emergency Circumstances provision below. 
  • Refunds will only be issued for conference registration fees. Any fees for special events, performances, meals, transportation, or other conference add-ons are non-refundable. 
  • 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 the appropriate entity.
  • Registration fees are non-transferable (to another person, another program, or membership dues). 
  • Emergency Circumstances – Registrant is eligible to receive a full refund of all registration fees paid under the following circumstances: 
  1. Registrant is unable to attend the conference due to the death of an immediate family member or significant other (domestic partner or spouse).
  2. Serious illness/debilitating health condition of Registrant, a direct family member, or significant other which necessarily restricts travel and full conference participation by the Registrant.
  3. The 2024 CMS National Conference is canceled for reasons related to the COVID-19 pandemic.
  4. 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.
  5. Registrant is unable to travel due to Visa restrictions related to the COVID-19 pandemic.
  6. 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.

  • Conference registration fees will not be refunded for weather or travel-related delays or cancellations.
  • 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. Likewise, refunds will not be granted for no-shows.
  • 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.
  • Virtual presentation requests may be accommodated on a case-by-case basis. Please reference the virtual presentation policy for the respected conference. 

C. Cancellation of the Meeting

If any portion of the meeting cannot be held or is postponed due to events beyond the reasonable control of conference organizers (e.g. weather interruptions related to a hurricane or similar event) 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, 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 participant the registration fee less costs incurred by the organization which cannot be recovered from third parties. 

D. Change of Meeting Format

The 2024 CMS National Conference is an in-person event. 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; natural disaster; interruptions due to a hurricane; or any other cause which, in the reasonable judgment 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. Selling of Products & Services

All commercial exchange during the 2024 National Conferences of CMS, ATMI, PKL, and NACWPI is restricted to identified exhibit venues and scheduled exhibit periods. It is prohibited for attendees who have not obtained exhibit or advertising space from the conference organizers to approach other attendees with the intention of promoting or selling products, services, or causes (also known as “suitcasing”). Anyone found to be in violation of any portion of this policy may be suspended or ejected from the event without refund or recompense. For more egregious behavior, conference organizers may, at their reasonable discretion, temporarily or permanently ban the registrant from attending future programs. 

H. Right to 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. Registrants may not access or collect data using automated means (without our prior permission) or attempt to access data they do not have permission to access. As a condition of registration, all participants 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.

I. Intellectual Property

CMS takes intellectual property seriously. By registering for and/or attending the 2024 National Conferences of CMS and ATMI, the Registrant agrees that they will not do or share anything that infringes or violates someone else’s rights, including their intellectual property rights. 

J. Photography, Video, & Recording by Conference Organizers

Please be aware that by registering for and/or attending the 2024 National Conferences of CMS, ATMI, PKL, and NACWPI the Registrant authorizes these organizations (hereinafter “Organizers”) the right and permission to take photographs or videos during this conference and to record video and audio, or to hire professional service providers to do so on their behalf. 

By registering for and/or attending this event, 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, promotion of the Organizer’s various programs, and releases Organizers from any claims. The Organizers reserve the right to crop, splice, treat and edit any imagery or photographs taken during this event. The Registrant waives the right to inspect or approve the finished product, including written or electronic copy. 

All Registrants have the right for their profile picture or presentation video to be removed. If Registrants prefer that their likeness not be used, they must notify CMS in writing according to the process described in the Privacy Policy for this event. 

K. Photography, Video, & Recording by Registrants

To comply with global data privacy laws, CMS imposes certain restrictions on the use of multimedia at its events (e.g., photography, video, audio, online streaming). Personal recording or distribution of any conference presentation, session, or concert in whole or in part by anyone other than the Organizers is prohibited. 

Registrants are permitted to use hand-held cameras and/or smartphones to take photographs and capture digital images for personal, non-commercial use, provided the photography is not disruptive. Photographs may not be published, sold, reproduced, transmitted, distributed or otherwise commercially exploited in any manner whatsoever. 

Conference organizers use social media (e.g., Facebook, Twitter) to post real-time photos and videos to their social media feeds. Attendees, exhibitors, and sponsors are encouraged to capture their event experiences and post their own social content from the event (text, photos, audio, video, streaming), provided such content does not violate any other part of this policy or infringe upon the rights of any attendee, exhibitor, sponsor, third party, or Organizers. Such infringement would include, but is not limited to, defamation or infringement of intellectual property rights. In the event an attendee requires a release or permission to protect the rights of a third party, obtaining such a release or permission shall be the sole responsibility of the attendee. Organizers disclaim all liability for the capture of any Registrant’s image in any multimedia format by another Registrant at the event.

L. 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, all participants 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.
  • 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.

M. Release of Liability

In consideration of being allowed to register for, and participate in the event, the Registrant hereby warrants and represents that they are age 18 or above and acknowledges that an inherent risk of exposure to viruses and other hazards that may cause injury or sickness exists in any public space where people are present. By attending this conference, the Registrant knowingly and voluntarily assumes all risks of exposure to viruses. Furthermore, the Registrant freely waives, releases from liability, and covenants not to sue CMS or its respective employees, officers, directors, representatives, affiliates, volunteers, contractors, or agents for any expense, loss, damage, personal injury, including loss of life, illness, including but not limited to COVID-19, disability, property damage or property theft, or actions of any kind that the Registrant may hereafter suffer or sustain before, during, or after the event, unless said expense, loss, damage, personal injury, including loss of life, illness, disability, property damage or property theft or actions of any kind is caused by the sole, gross negligence of CMS. This Liability Waiver and Release is specifically binding upon the Registrant’s heirs and assigns and is knowingly given. 

N. 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 judgment 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. 

O. General

CMS reserves the right to change, amend, add, or remove any of the above Terms & Conditions in its sole discretion and without prior notice. If one or more of the conditions outlined in these Terms & Conditions should become invalid, the remaining conditions will continue to be valid and apply. These Terms & Conditions apply to all event participants (attendees, speakers, sponsors, exhibitors). The views expressed by any event attendee, speaker, exhibitor, or sponsor are not necessarily those of CMS. All attendees, speakers, exhibitors, and sponsors are solely responsible for the content of their individual or group presentations, marketing collateral, and/or advertising.