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PA GIS Conference Registration Agreement

This Registration Agreement (this “Registration Agreement” or “Agreement”) sets forth the terms and conditions upon which Keystone GIS, together with its respective subsidiaries and affiliates (collectively, “Keystone GIS,” “PaMAGIC,” “we,” “our,” or “us”), conducts and provides access to the PA GIS Conference and related events (collectively, “the Conference,” or “Conference”). By registering online or otherwise agreeing to register for the Conference, or by attending the Conference, you agree to be bound by the terms of this Registration Agreement. If you do not agree to this Registration Agreement, do not register for or attend the Conference.

Registration Information

Both members and non-members need to log in to keystonegis.org (the “Site”) to register for the Conference. If you are a member or have previously created an account on the Site, login at keystonegis.org/Sys/Login. If you have forgotten your password, there is an option to reset it. If you are a non-member, please continue to register at keystonegis.org/pagisconference/registration. Registration will require at minimum your first and last name, email, and password.

You are responsible for paying the registration fee and any tax for your purchase as noted on the Site’s shopping cart or final sales page. Online can be paid by credit card payment or check. Keystone GIS accepts American Express, Visa, Mastercard, and Discover. If you want to pay by check, please send check payment to: Keystone GIS, 326 Market Street, Harrisburg, PA 17101. Payment is required prior to attending the Conference unless otherwise noted. Keystone GIS will not allow participation in the Conference if there is an outstanding receivable invoice to Keystone GIS.

To edit your registration or to arrange alternative payment options for the PA GIS Conference, please contact the Conference coordinator(s) at pagisconference@keystonegis.org.

Join Keystone GIS

To obtain the Keystone GIS member discount, you must be a fully paid member in good standing. If you are not a member and would like to join to receive reduced Conference rates, please join at keystonegis.org/join-us. To renew your membership and receive member rates, log into your account keystonegis.org/Sys/Login, renew, then return to register for the Conference. These will be two separate transactions.

Attendance Policies

Registration Cancellation and Refunds

Registrants may cancel their Conference or related event registration up to 14 days prior to the start of the Conference or related event through their Keystone GIS account used for registration. If another person needs to cancel a registrant (e.g., the registrant left the organization who funded the registration) or if cancelation is within 14 days of the Conference or related event, the registration cancellation must be submitted to the Conference coordinator(s) at pagisconference@keystonegis.org.

A full refund minus a service fee of $10 ($2 for Student registrations) will be issued if the cancellation is received no less than 14 days prior to the Conference or related event. A 50% refund will be issued if cancellation is received no less than 7 days prior to the Conference or related event. No refund will be available within 7 days of the Conference or related event. Refunds may take up to 30 days after the conclusion of the Conference or related event to be processed and issued.

The Registration Cancellation and Refunds policy applies to all registration types EXCEPT Sponsor and Exhibitor registration types. Cancellation and refund policies for Sponsor and Exhibitor registration types are covered in the Sponsor and Exhibitor agreements.

Registration Modification

Registrations may be modified or changed under certain circumstances. The following scenarios are permitted for modifications:

  • Adding additional registrants to Sponsor and Exhibitor registration types.
  • A registration type change (e.g. from Exhibitor to Sponsor or General to Single-Day). EXCEPTION: Registrations are not permitted to be changed from a non-member registration type to a Keystone GIS Member registration type, even if a non-member registration was selected by mistake. Keystone Membership must be active and current prior to registering for the Conference or related event.
  • The balance from a canceled registration may only be transferred to another registrant within the same organization or for a Student registration. The new registrant will be required to register using the available registration types. This means that if the original registration balance being transferred was an Early-Bird registration and the Early-Bird period has expired, the registrant will not be able to register at the Early-Bird rate and they will be responsible for the remaining balance.

Registrants will be responsible for any additional balance incurred due to registration modification, but there will be no additional service fees for positive balances. If the modification results in a negative balance, a refund in the amount of the negative balance minus a service fee of $5 ($2 for Student registrations) will be issued from the total refund. Please submit conference registration modifications to the Conference coordinator(s) at pagisconference@keystonegis.org. Refunds may take up to 30 days after the conclusion of the Conference or related event to be processed and issued.

Conference Modification or Cancellation

Keystone GIS reserves the right to modify the Conference’ schedule or program as necessary without notice. Keystone GIS also reserves the right to cancel the Conference, in which case a full refund of the registration fee will be provided. We are unable to refund any travel costs (flight, hotel, etc.) in the case of Conference cancellation.

Privacy

Keystone GIS is committed to data privacy and protecting your personal information. Information on how Keystone GIS collects, processes, and uses your data is included in the Keystone GIS Privacy Policy, which is hereby incorporated into this Registration Agreement.

If you are a member and register for the Conference, we will access the information in your member account to provide you with information and services associated with the Conference. If you are not a member and you register for the Conference, we will collect your name and contact information, which we will store in our database and use to provide you with information and services associated with the Conference. If you are a presenter at our Conference, we will collect information about you, including your name, employer and contact information, and photograph, and we may also collect information provided by Conference attendees who evaluated your performance as a presenter. As an attendee, speaker, or sponsor/exhibitor, we will keep a record of your participation to provide you with post-Conference information, including details on upcoming events you may be interested in.

Keystone GIS uses the personal data you provide in the registration for administering your participation in the Conference. This may include information about the Conference’s content, logistics, payment, updates, and additional information related to the Conference.

Keystone GIS may disclose your personal data to third party service providers engaged by Keystone GIS to assist in the processing of your registration and conducting the Conference. Your contact information may be shared via a Conference mobile app or attendee list as part of your participation in the Conference. Your hotel reservation information may be shared between Keystone GIS and the hotel. Information you provide when registering for or participating in the Conference managed or (co-)sponsored by parties other than or in addition to Keystone GIS may be shared with those parties, and the treatment of such information is subject to the privacy polices of those parties. Keystone GIS will not disclose your personal data to any other third party without your consent except where required to do so by law.

You may contact us at any time about any concern or question you have about our use of your information.

Payment Terms and PCI Compliance

The registration payments are processed by third party provider(s) processing payments on behalf of Keystone GIS. If you elect to pay for your registration by credit card, you are responsible for providing a valid credit card number at the time you register to pay. You represent and warrant that you are an authorized user of the credit card number provided, and you agree to pay all charges resulting from your order, including any unauthorized charges incurred prior to your notice to us of such charges. You agree that we may pass your credit card information and personally identifiable information to our designated third-party provider(s) for its use in processing the credit card payment for the registration. We will comply and will ensure that our designated third-party provider(s) comply, with any credit card processing rules and privacy regulations.

Please do not email forms with credit card information. To protect your data and to comply with PCI standards, the Keystone GIS office will not accept emailed credit card information.

Photo/Audio/Video Release

By registering for or attending the Conference, you acknowledge and consent to be recorded or photographed and authorize Keystone GIS to use your likeness, personal characteristics, and any other proprietary and publicity rights for any such purposes without the requirement of further notice, royalty, payment, or other compensation to or consent from you. This includes photographs, video, recordings, screenshots, written text or verbal comments/questions on the virtual platform, social media or emails (“Recording(s)”). By registering for or attending the Conference you also acknowledged that all Recordings are the property of Keystone GIS.

We reserve the right to use any Recording taken at our Conference, without the expressed written permission of those included within the Recording. We may use the Recording in publications or other media material produced, used or contracted, including, but not limited to: brochures, invitations, books, newspapers, magazines, television, websites, social media, emails, etc. Consenting to Recording includes the use, editing, copying, publishing, and/or exhibition of the Recordings which may include your voice, name, and/or likeness, in any and all forms of media. To ensure the privacy of individuals, images will not be identified using full names or personal identifying information without written approval from the photographed subject.

Code of Conduct

Keystone GIS Event Code of Conduct

By registering for or attending the Conference, you agree to comply with the following Code of Conduct at all time during the Conference and any Conference-related gatherings.

The Keystone GIS leadership and staff are committed to providing a safe, productive, welcoming, and vibrant learning environment to all participants, including staff and vendors, at our Conference. We welcome people from as many diverse backgrounds as possible. We expect our Conference to be a respectful, harassment-free environment for people of all races, gender and trans identity, sexual orientation, ability, nationality, ethnicity, socioeconomic status and beliefs. We have no tolerance for discrimination, harassment, or bullying in any form at the Conference for any reason, including on account of a person’s age, ancestry, color, disability or handicap, national origin, race, religion, gender, sexual or affectional orientation, gender identity, appearance, matriculation, political affiliation, marital status, veteran status, or any other characteristic protected by law. Participants are expected to adhere to these principles and respect the rights of others.

We’re grateful that our community is positive, friendly and supportive of one another — it’s what makes the Conference such a draw each year.

In that spirit, the staff, supporters, volunteers, attendees and speakers at Keystone GIS Events are expected to:

  • Exercise consideration and respect in your speech and actions.

  • Keep conversations professional, respectful and consider other parties’ points of view. In short, don’t make it personal. Passionate conversations are part of solving problems. Disagreements happen all the time, and are necessary to consider difficult questions.

  • Remember that the boundaries of good taste, humor, personal space and physical interaction differ from person to person; if you sense someone feels uncomfortable — whether they explicitly state it or not — be respectful of those boundaries.

  • Refrain from demeaning, discriminatory or harassing behavior. Harassment and inappropriate behavior may include, but are not limited to:

  • Sexist, racist, homophobic, transphobic or otherwise discriminatory jokes or language, physical intimidation, stalking or following sustained disruption of talks or events.

  • Posting or displaying sexually explicit or violent material; if for any reason you may need this material for an educational session, please contact Keystone GIS staff first and we can discuss how to give an appropriate warning to participants.

  • Unwelcome sexual attention. This includes sexualized comments or jokes; inappropriate touching, groping and unwelcomed sexual advances.

  • Advocating for, or encouraging, any of the above behavior.

COVID-19 Duty of Care (In-Person Events)

By attending our Event, you agreed to abide by and engage in certain health-and-safety-beneficial conduct while attending the Conference. Keystone GIS will adhere to the Center for Disease Control’s (CDC’s) guidelines for best practices. This may include, but is not limited to, submitting to daily temperature checks, wearing a mask at all times in public areas, engaging in appropriate physical distancing and not attending the Conference if you are ill or have been recently exposed to COVID-19. If you have questions regarding Keystone GIS’s COVID-19 procedures or need accommodations, please contact the Conference coordinator(s) at pagisconference@keystonegis.org.

Be mindful of your surroundings and of your fellow participants. Alert emergency services if you notice any behavior inconsistent with these principles or what you assess to be a dangerous situation or someone in distress. For other violations of this Code of Conduct, you can email pagisconference@keystonegis.org.

Website Terms

Access to and use of the Site and any other Keystone GIS websites linked to or referenced during the Conference or any materials distributed by Keystone GIS during the Conference shall be subject to the terms of the applicable Terms of Use and Privacy Policy made available on the Keystone GIS website.

Liability Waiver, Release and Indemnity

In consideration of being allowed to register for, and participate in the Conference, you hereby warrant and represent that you are age 18 or above and freely waive, release from liability, assume all risks, and covenant not to sue Keystone GIS and its officers, directors, employees, members and agents (the “Released Parties”) from any and all liability for any injury, loss, or damage arising out of or in connection with your participation in the Conference, including loss of life, illness, including, but not limited to, COVID-19, disability, property damage, or property theft or actions of any kind that you may hereafter suffer or sustain before, during, or after the Conference, 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 the Released Parties. You further agree to indemnify and hold the Released Parties harmless from and against any liability for any injury, loss, damage, cost or expense arising out of or in connection with my negligence or misconduct at or in connection with the Conference.

Recommendations given and views expressed by third-party speakers, sponsors and/or exhibitors are their own and Keystone GIS in no way endorses or guarantees such recommendations or views. Keystone GIS shall have no liability for any advice given, or views expressed, by any third-party speaker, sponsor and/or exhibitor at the Conference or in any material provided to attendees that is prepared by third-parties.

YOU EXPRESSLY UNDERSTAND AND AGREE THAT TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, YOUR ATTENDANCE AT THE CONFERENCE IS AT YOUR SOLE RISK, AND THE CONFERENCE AND ALL INFORMATION AND MATERIALS ARE PROVIDED “AS-IS” AND WITHOUT WARRANTY OF ANY KIND. FURTHER, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW AND REGARDLESS OF THE NATURE OF THE ACTION OR THEORY OF LIABILITY, IN NO EVENT WILL Keystone GIS OR ITS CONFERENCE ORGANIZERS BE LIABLE FOR ANY LOST PROFITS, LOST OPPORTUNITY, LOST SAVINGS, LOSS OF GOODWILL, LOST BUSINESS, LOSS OF ANTICIPATED BENEFITS, OR ANY INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, PUNITIVE OR OTHER DAMAGES ARISING OUT OF OR AS A RESULT OF THIS REGISTRATION AGREEMENT, THE CONFERENCE, OR ANY INFORMATION OR MATERIALS PRESENTED OR MADE AVAILABLE DURING THE CONFERENCE, EVEN IF Keystone GIS HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

General

Keystone GIS reserves the right to change, amend, add or remove any of the above terms in its sole discretion and without prior notice. If one or more of the conditions outlined in this Registration Agreement should become invalid, the remaining conditions will continue to be valid and apply. This Registration Agreement applies to all Conference participants, including but not limited to, attendees, speakers, sponsors, and exhibitors.

Unless you are subject to a separate agreement with Keystone GIS, this Agreement constitutes the entire agreement and understanding among the parties with respect to the subject matter hereof and supersede all prior and contemporaneous agreements, understandings, inducements and conditions expressed or implied, oral or written, of any nature whatsoever with respect to the subject matter hereof. This Agreement shall be binding upon and inure to the benefit of the parties, their successors, and assigns. This Agreement may not be assigned without Keystone GIS’s express, prior written consent which may be withheld at Keystone GIS’s sole discretion.

This Agreement and the resolution of any dispute related to the terms of this Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Pennsylvania, without giving effect to any principles of conflicts of law provisions.

Last revised October 4, 2023

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