Terms and Conditions

Please read the Terms and Conditions carefully; they apply to and govern your registration for and attendance of the annual STC Summit conference (the event registered for referred to herein as the “Event”). This event is organized by the Society for Technical Communication (“STC,” “we,” or “our”). Registrant shall be referred to herein as “you” or “your.” By completing and submitting your registration for the Event, you hereby agree to be bound by these Terms and Conditions.

Code of Conduct

STC Summit attendees must adhere to a Code of Conduct to ensure all attendees feel welcome. STC is serious about providing an inclusive, safe, and fun environment. All attendees should be familiar with the Code of Conduct expectations.

Financial

Fees

The fees to attend the Event are subject to change from time to time at our sole discretion. All fees paid by credit card are due at the time of registration. All fees paid by check or wire are due seven (7) days after registration. We reserve the right to deny or revoke your access to the Event if payment is not received in full by these deadlines.

Refunds or Transfers of Registration

You may transfer or cancel your registration by sending an email to summit@stc.org clearly identifying the event, the number of attendees, and the attendee names for whom you wish to cancel or transfer registration. All transfer requests are subject to a $75 transfer fee. If we receive a valid cancellation email:

  • By 31 January (5:00PM ET), you will receive a 75% refund of total fees.
  • By 29 February (5:00PM ET), you will receive a 50% refund of total fees.
  • By 31 March (5:00PM ET), you will receive a 25% refund of total fees.

After 5:00PM ET on 31 March, we will not provide refunds for attendees. If a registered individual is unable to attend due to a health or family emergency and they are unable to transfer their ticket to another individual, a refund may be issued at our sole discretion.

Exception: In the event that a registrant becomes unable to travel to Summit due to federal or international travel restrictions instated after the date of their ticket purchase, they will receive a full refund of their ticket cost. You must show proof of the travel restriction.

Refunds for any price adjustments for previously purchased registrations will not be provided (e.g., should an attendee request a discount after purchase).

Your completed registration is valid only for the named attendee, unless formally transferred to another person (via written request to and confirmation by STC).You may transfer your attendance to another individual through 5:00Pm ET on 31 March 2023.

Event Cancellation or Modification

Due to the logistics of scheduling numerous speakers for the Event, it may be necessary at times to adjust the schedule and content of the Event. We reserve the right to modify the content, schedule, or other details of the Event in our sole discretion.

Due to the changing nature of the COVID-19 pandemic, it may be in the best interest of health and safety to cancel in-person events for Summit. Any such decision will be based on CDC guidelines and Georgia Department of Health recommendations for large group gatherings. If in-person events are cancelled, Summit will be held as a virtual (online-only) event, and registrants will be given the option to:

  • Convert their live registration to a virtual event ticket and receive a refund of the difference in ticket price;
  • Cancel their registration, terms of which will be subject to our standard refund policy (described in the section titled “Refunds or transfers of registration”); OR
  • Request to have their registration fees applied toward purchase of a future STC Summit.

In the event that a ticket holder becomes unable to travel to Summit due to federal or international travel restrictions instated after the date of their purchase, they will receive a full refund of their registration cost.

If the date of the Event is changed, we will notify you of such change as soon as reasonably possible by posting such changes to our website. We will not provide refunds due to a change of the Event date.‍

Ownership and Limitations on Use

Nothing herein shall be construed as transferring to you or any third party any right, title, or interest in or to any content, presentation, documentation, or other related materials provided in connection with the Event, including but not limited to any live stream, video or digital recording, or photographs thereof (the “Content”). All right, title, and interest in and to the Content is owned or licensed by us or is included as part of the Event with the consent of the owner.

You shall not modify, make additions or deletions to, unlawfully create derivative works of, republish, disseminate, distribute, reproduce, transfer, or in any other ways use the Content other than for your own internal business purposes consistent with the purpose of the Event. Such prohibited activities shall include but not be limited to the sharing of the Content on any website, intranet, or other shared database. No recording or photography of the Event is allowed. You shall not permit any person that has not registered for the Event and paid the associated fees to access the Event or any of the Content.

No Representations or Warranties

Much of the Content provided in connection with the Event is created by speakers engaged by us to participate in the Event. We take reasonable care to ensure that the speakers engaged to participate in the Event are knowledgeable in their fields. However, we are unable to thoroughly review and evaluate the Content provided by such speakers prior to the Event. Accordingly, we make no representations or warranties, express or implied, as to the accuracy, completeness, condition, fitness, merchantability, or performance of any Content. We shall have no liability to you resulting from your use of the Content.

Acceptable Use

In attending the Event, you agree to comply at all times with all applicable state, federal, and local laws. You may not knowingly:

  1. Copy or distribute Event digital content available solely to paying attendees;
  2. Violate any party’s proprietary, publicity, privacy, or other rights;
  3. Transmit or knowingly receive any inappropriate materials, including but not limited to obscene or pornographic materials, violent materials, discriminatory materials, or other materials reasonably understood to be inappropriate under the circumstances;
  4. Attempt to gain unauthorized access to the Event or any systems used to support the Event;
  5. Disrupt the Event or any systems used to support the Event;
  6. Collect the information of others without his or her consent; or
  7. Permit unauthorized users to access the Event.

We reserve the right to immediately terminate your access to the Event if you violate any part of this section.

‍Limitation of Liability

In no event shall we be liable to you for any incidental damages, including but not limited to lost profits, lost goodwill, cost of cover, or other special or indirect damages arising from your registration for the event, however caused and on any theory of liability, whether in contract or tort, including without limitation, negligence. This disclaimer shall apply whether or not we have been apprised of the possibility of such damages.

In no event shall our aggregate liability for damages in connection with your registration for the Event exceed the amount you paid for such event.

You acknowledge that the limitations set forth in this Section are integral to the amount of fees charged for registration and that, were we to assume any additional liability other than as set forth herein, such fees would be substantially higher.

‍Indemnification

‍You agree to indemnify, defend, and hold us harmless from and against any and all losses, liabilities, costs (including reasonable attorneys’ fees) or damages resulting from any claim by any third party, including amounts incurred pursuant to resolution or settlement agreements with government agencies (cumulatively, each a “Claim”), arising out of any act or omission by you during or in connection with the Event or Content or your registration for the Event.

Personal Data and Communication

You agree that we may process any personal data you provide to us for the purpose of registering you for the Event, communicating with you about the Event, providing additional information to you related to the Event or future Events we offer, and for our marketing, business development, and analytical purposes.

You agree that we may communicate with you electronically, both by email and by posting notices related to the Event on our website. You agree that we can publicly announce our business relationship with you, which may include but not be limited to announcements on social media or our website.

Recording/Videotaping/Streaming Prohibited

STC has exclusive recording rights to the conference. Recording, videotaping, or streaming of any keynote, STC presentation, or session at the conference is not authorized. Violation of this rule could result in revocation of your Summit registration.

Photography and Recording Notice

By attending the event, you consent to audio recordings, video recordings and their release, publication, exhibition, or reproduction to be used for news, web casts, promotional purposes, telecasts, advertising, inclusion on websites, or any other purpose by STC and its affiliates and representatives. You release STC, its officers and employees, and each and all persons involved from any liability connected with the taking, recording, digitizing, or publication of interviews, photographs, computer images, video and/or or sound recordings.

By attending the event, you waive all rights you may have to any claims for payment or royalties in connection with any exhibition, streaming, Web casting, televising, or other publication of these materials, regardless of the purpose or sponsoring of such exhibiting, broadcasting, Web casting, or other publication irrespective of whether a fee for admission or sponsorship is charged. You also waive any right to inspect or approve any photo, video, or audio recording taken by STC or the person or entity designated to do so by STC.

For more frequently asked questions and answers, see the FAQ page.

Miscellaneous

  • Modifications. These Terms and Conditions and the registration form completed during the registration process represent the entire agreement between us and supersedes all prior agreements, arrangements, negotiations, and understandings between us hereto relating to the Event and registration for the Event.
  • Assignment. You may not assign your rights or obligations under these Terms and Conditions without our prior written consent. 
  • Governing Law. These Terms and Conditions shall be governed in all respects by the laws of the State of Georgia without regard to its conflicts of laws or rules.
  • Headings. The division of these Terms and Conditions into sections and subparagraphs and the insertion of headings are for the convenience of reference only and shall not affect the construction or interpretation of these Terms and Conditions. 
  • Invalidity. Should any part of these Terms and Conditions for any reason be declared invalid, such declaration shall not impact the remaining portions of the Terms and Conditions, which shall remain in full force and effect as if these Terms and Conditions had been agreed to without the invalid portion thereof.

Covid-19 Considerations and Guidelines

We recognize that attendees may have questions and concerns related to the COVID-19 pandemic. We are committed to providing our attendees with the latest information about the Summit and preparations as they relate to COVID-19. This policy page will serve as the hub for that commitment and is intended to provide Summit attendees with information and keep attendees updated regarding plans for the Summit. Because the situation is somewhat fluid, the information may be updated frequently.

We are committed to following facility, city, state, and federal guidance regarding the health and safety of attendees.

This year, attendees will not be required to provide proof of vaccination, a negative Covid test, or wear a face mask. However, we do recommend attendees wear face masks and also ask that attendees who may test positive with Covid within 5 days of the event or during the Summit to please quarantine or stay home.

We want all attendees to feel completely confident about joining friends, colleagues, and peers at the Summit in May. We are tracking all the latest health and safety guidance for large group gatherings from the CDC and the hotel. We plan to implement all guidelines as requirements for attendance at the Summit. We will update these guidelines if things change.‍