Terms and Conditions

Each individual (“Registrant”) who wishes to participate in the 2025 International Conference of The College Music Society (“CMS”) and The International Alliance for Women in Music (“IAWM”) must read and agree to the following Terms and Conditions (the “Agreement”).

A. Registration Process and Payment Methods

All conference presenters, performers, and composers must submit their registration form with a minimum deposit payment of $425 USD by 12 noon Mountain Standard Time (MST) on Friday, November 1, 2024. 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 MST on Friday, February 7, 2025. Full payment or additional incremental payments may be made at any time prior to February 7, 2025.
Any outstanding balance after the February 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.
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 Daylight Time (MDT) on Friday, March 7, 2025.
Registrations will not be considered confirmed until the completed form and the full payment is received and processed by the CMS Executive Office.
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 and IAWM will not be liable for any errors or omissions in the information provided by the submitter 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.
CMS and IAWM are not responsible for spam filters on the user end blocking confirmation emails. Please be sure your spam filters allow mail from music.org and the Conference Planner.

B. Inclusions and Exclusions

Inclusions – Registration fees include group meals and breaks as outlined in the itinerary; coach transfers as outlined in the itinerary; 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. Also included is the airfare for the transfer from Bogotá to Medellín, scheduled for June 19, 2025.
Exclusions – International airfare; lodging; ground transfer between the Registrant’s home and local airport; meals listed as “on own” in the itinerary; 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.
Other – Travel insurance is strongly recommended but is not included in the conference registration fee.

C. 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.

D. Cancellation Policy & Refunds

It is hoped that all registrants will be able to attend; however, CMS and IAWM understand that extenuating circumstances may 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].

All cancellations will become effective as of the time and date of receipt by the CMS Executive Office.

CMS and IAWM kindly requests that any Registrants experiencing extenuating circumstances that may lead to cancellation communicate with the Conference Planner as the need for cancellation is known. Please do not contact the Program Chair regarding refund requests.
The following refund policy will apply if the Registrant cancels participation, unless the reason for cancellation falls under the stipulations of the Emergency Circumstances provision below:

a. The $425 deposit is non-refundable.
b. If cancellation is received before 12 noon MST on Friday, February 7, 2025, all monies paid will be refunded less the required deposit and a $200 cancellation fee.
c. If cancellation is received between 12:01 p.m. MST on Friday, February 7, 2025, and 12 noon MDT on Friday, March 7, 2025, all monies paid will be refunded less the required deposit and a $400 cancellation fee.
d. No refunds will be given for cancellations received after 12 noon MDT on Friday, March 7, 2025.
All refunds will be issued within one month of receipt of the cancellation notice. Funds will be returned via the original payment method used for registration. If payment was made or reimbursed by an institution, organization, or business, it is the responsibility of the Registrant to ensure these funds are returned to the appropriate entity.
Registration fees are non-transferable (to another person, another program, or toward the payment of membership dues).
No payment(s) will be refunded for weather- or travel-related delays or cancellations.
Late arrival to or early departure from the conference, for any reason, will not result in a refund, and no refunds will be made for any unused portions of the vent. Likewise, refunds will not be given for no-shows.
No fee adjustments or refunds of conference fees will be provided to Registrants who register at the non-member rate and later become a member of The College Music Society.
Emergency Circumstances – The Registrant is eligible to receive a full refund of all registration fees paid, including related deposits, under the following circumstances:

Cancellation of the 2025 CMS / IAWM International Conference
The Registrant is unable to attend the conference due to the death of an immediate family member or significant other (domestic partner or spouse).
Serious illness/debilitating health condition of the Registrant, a direct family member, or significant other which necessarily restricts travel and full conference participation by the Registrant.
Other extraordinary circumstance(s) (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 before 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 to the extent possible, if requested.

E. Cancellation or Postponement

If the conference cannot be held or is postponed due to events beyond the reasonable control of CMS and IAWM or due to events that are not attributable to unlawful intent or gross negligence of the conference organizers, CMS cannot be held liable by the Registrant for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.

F. 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. Neither CMS nor IAWM 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, well-being, 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 and IAWM do not provide care services for minors and expressly disclaims any responsibility for chaperoning or controlling any minor(s).

G. 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.

H. General Health & Safety

Both CMS and IAWM recognize accessibility as a critical component of the overall experience of the Registrant and will make every good-faith effort to ensure the accessibility of events, tours, and transportation during the 2025 CMS / IAWM International Conference. CMS International Conferences typically involve walking tours or other excursions that necessitate physical mobility, and due to the nature of international travel, the organization cannot guarantee the availability of accessible options in all conference locations and excursion events. CMS and IAWM encourage any Registrants with accessibility requests or accommodations, ambulatory limitations, dietary needs, and/or other health conditions or concerns that may impact their conference experience to communicate these to the Conference Planner as soon as possible.

I. Selling of Products & Services

CMS prohibits registrants from approaching other attendees with the intention of promoting or selling products, services, or causes. Registrants found to be in violation of this policy may be suspended or ejected from the event without refund or recompense.

J. Intellectual Property

By registering for and/or attending the 2025 CMS / IAWM International Conference, the Registrant agrees that they will not do or share anything that infringes or violates someone else’s rights, including their intellectual property rights.

K. Photography, Video, & Recording by Conference Organizers

By registering for and/or attending the 2025 CMS / IAWM International Conference, the Registrant authorizes CMS the right and permission to take photographs and 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 CMS and IAWM and its 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 CMS and IAWM, including but not limited to broadcasting or rebroadcasting of reproductions online (including social media), publicity, marketing, websites, other electronic forms of media, promotion of CMS’ / IAWM’s various programs, and releases CMS and IAWM from any claims. CMS and IAWM 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.

L. 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 CMS, or those engaged on its behalf, 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.

CMS and IAWM use social media (e.g., Facebook, Instagram) to post real-time photos and videos to its social media feeds. Attendees, exhibitors, and sponsors are encouraged to capture their event experiences and post social content from the event (text, photos, audio, video, streaming), provided it does not violate any other part of this policy or infringe upon the rights of any attendee, exhibitor, sponsor, third party, or CMS / IAWM. 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. CMS and IAWM disclaim all liability for the capture of any Registrant’s image in any multimedia format by another Registrant at the event.

M. 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, emails, 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 to retain 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.
The 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 their 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.

N. 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.

O. 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 their registration and participation in the conference will not create a hazard for themselves or other participants.

P. 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.

Q. 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.

R. Exclusive Governing Law and Jurisdiction

This Agreement shall be governed by the laws of the State of Montana, United States, 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.