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HIMSS25 Global Health Conference & Exhibition Terms and Conditions

Thank you for registering for the HIMSS25 Global Health Conference & Exhibition (the “Conference”). The following Conference Terms and Conditions (“Terms and Conditions” or “Terms”) apply to you and your participation in the Conference. Your Conference registration may include in-person programming (including general admission keynotes, general education sessions, opening reception and exhibition). Based on the purchase of your registration pass, your registration may also include any optional pre-conference symposia or special events you choose to add onto your Conference registration. “Attendee” for purposes of these Terms will include all participants at the Conference including exhibitors, sponsors, speakers, press, partners and individual attendees.

By purchasing access to the Conference, you agree to be bounded by these Terms, our Privacy Policy, and the Informa Markets Visitor Terms & Conditions (each incorporated herein by reference), so please read them carefully.  To the extent there is any direct conflicts between these Terms and the Informa Markets Visitor Terms & Conditions, these Terms shall prevail.

This Conference is organized and managed by Informa Markets or one of its affiliates (referred to as “Informa”, “we”, “our, “us”), which is a trading division of the Informa Group. The parent company of the Informa Group is Informa PLC.  A full list of entities within the Informa Group is available on request. Informa reserves the right, in its sole discretion, to limit or deny access to any entity or individual. To be eligible to participate, you must be 21 years old or older.

Payment Terms

Submission of a registration online, by phone or email, constitutes an official registration and intent to attend the Conference. Invoices are payable upon receipt, and full payment must be received to gain entry to the Conference. Please note that payments must be charged to Visa, MasterCard, American Express or Discover credit card. Purchase orders, cash, or checks are not accepted.

You agree that, in the unlikely event that Informa cannot resolve a payment issue and you dispute the credit card charge, your electronic statement may be used as evidence that said charge is valid and just. If there are any issues with your credit card charge, please contact the CSI Registrar by emailing [email protected] or calling either numbers 224.563.3122 or 855.326.8342 between Monday-Friday 9:00 am – 5:00 pm CT.

Reminder: Conference fees do not include HIMSS membership fees. Any HIMSS membership fees paid as part of the Conference registration are non-refundable and non-transferable.

Registration Confirmation

Registration confirmations are auto-generated and sent to the email address provided during the registration process. If you did not receive your confirmation, please contact [email protected] or 224.563.3122 and 855.326.8342 Monday-Friday 9:00 am – 5:00 pm CT.

Attendee Cancellation Policy

If circumstances change and you can no longer attend this Conference, you may cancel your registration by providing written notice to the CSI Registrar by emailing [email protected] or calling either numbers 224.563.3122 or 855.326.8342 between Monday-Friday 9:00 am – 5:00 pm CT. Our Attendee cancellation policy is outlined below. Registrations will be refunded, less a $100 administration fee, if you notify HIMSS Global Health Conference of your cancellation in writing on or before 11:59 pm CT, Monday, January 20, 2025.

There will be no refunds given for any cancellations received after Monday, January 20, 2025. This can include but is not limited to, failure to attend the conference because of illness, alteration or rescheduling of the Conference by HIMSS Global Health Conference, or due to events beyond the parties’ reasonable control, such as travel problems, natural disaster or weather emergency, civil unrest, epidemic, public health emergency (declared or undeclared), or an act of terrorism. For cancellations received after the cutoff date with a balance due, the registration amount remains due in full.

Conference refunds approved by HIMSS Global Health Conference will be issued within 30 business days. All refunds will be issued back to the original payment form.

Reminder: Cancelling your Conference registration does not automatically cancel your hotel and travel arrangements. Attendees are responsible for cancelling their hotel and travel reservations. Please refer to the hotel cancellation and refund policy.

Substitution Policy

Substitutions may be made at any time before January 29, 2024. The substitute registrant will have to register first at the prevailing rate before the original registration can be refunded. Please note a $100 administrative fee will be deducted from the refund. After January 29, 2024, there will be no substitutions accepted. Make your requests by emailing [email protected] or calling either numbers 224.563.3122 or 855.326.8342 between Monday-Friday 9:00 am – 5:00 pm CT.

Conference Cancellation or Modification

Informa reserves the right to cancel, alter, or reschedule the Conference for any reason, including because Informa determines in its sole discretion that the Conference cannot be held as planned. Informa also reserves the right to close registration when tickets are sold out. For these reasons, registrants are advised against making non-refundable travel arrangements. Should you purchase non-refundable airline tickets or make non-refundable hotel reservations, you do so at your own risk.

Should Informa cancel, alter, or reschedule some or all of the Conference for any reason, any fees paid or owed will not be refunded. Further, a portion of your Conference fees (including fees for any optional events) may be converted to a credit. If applicable, this credit may be applied to the HIMSS Global Health Conference & Exhibition event within the United States for the year immediately after the canceled Conference.

Communications and Contact Information

For the purposes of these Terms, the term “Contact Information” means Attendees’ names, company names, job titles, address, email address and phone number. Except as described in these Terms, Informa does not share your Contact Information with exhibitors and/or sponsors prior to, during or after the Conference unless you have specifically opted-in to receiving such communications. The sections below outline when and how Informa may share the Contact Information; if you want to adjust your consent and or opt-out preferences, please see our Privacy Policy for instructions or contact us at [email protected].

Note that there may be certain areas of the Conference at which your attendance is conditional on your personal information being provided to third parties that have sponsored or are managing such areas. The use that any third parties make of your personal information is outside of Informa’s control and, to the extent permitted by applicable law, we do not accept any liability in this regard. For more information about how we may use the personal information you provide to us please see our Privacy Policy.

Additionally, if you receive an unauthorized email from an exhibitor, sponsor or Attendee, or third party, please contact the exhibitor, sponsor, Attendee, or third party directly to remove your name from its distribution list. You may also notify Informa at [email protected].

Attendee Roster

By completing the registration process and selecting the option to opt-in to having your Contact Information listed on the attendee roster, you are providing your consent for Informa to share your limited Contact Information on the Informa attendee roster.

Communications from Informa

By completing the registration process and acknowledging these Terms and Conditions, you are providing your consent to receive emails and other mailings from Informa related to the Conference. Informa will send you service messages about the Conference and use your Contact Information to facilitate access to Conference programming and related events, including Conference content. Informa  will also send you messages about optional pre- and post-conference symposia, activities, and special events.

By selecting the option to opt-in to receive materials from Informa’s other events, products and services, you are providing your consent for Informa to send you marketing and promotional information for other events run by Informa or its affiliates. You may opt out of receiving certain communications in connection with the event at any time, either through the registration process or by contacting Informa per the instructions above.  

Attendance at Exhibitor Sessions and Sponsored Activities

There may be certain exhibitor or sponsored sessions/activities at which your attendance is conditional on your personal information being provided to third parties that have sponsored or are managing such areas. Attendance at these sessions/activities are completely optional. By registering or attending an exhibitor or sponsor session/activity, you consent to and agree that Informa may share your Contact Information with the respective exhibitors or sponsors, and that you consent to and agree to receive communications from such exhibitor or sponsor, subject to their corresponding terms and privacy policies.You acknowledge that if you do not permit sharing of your Contact Information in this context, you may not be able to attend some of the exhibitor or sponsored sessions/activities. You may also opt out of receiving these communications by contacting the third party and requesting the removal of your name from their distribution list.

Badge Scanning

Informa or its exhibitors or sponsors may use lead capture applications or barcode scanner devices to scan your badge at the Conference. If you choose to allow your badge (whether physical or digital) to be scanned by third parties at the Conference, we may pass your registration Contact Information and other personal information to such third parties. Please be aware that exhibitor and sponsor scanning of attendee badges is optional, and you may refuse to have your badge scanned at booths as well as at the entrance to exhibitor sessions and functions without penalty. However, by refusing to allow your badge to be scanned, you may not be able to attend certain sessions or functions. Informa may also use such scanned information to determine session attendance, deliver session surveys, manage session capacity, and enforce session restrictions. 

Guest Speakers

To provide our Attendees with a global platform for the exchange of ideas and insights, Informa invites key figures to share their personal perspectives concerning the challenges and opportunities facing businesses today. Guest speakers are not employees of Informa and Informa neither pre-reviews nor comments on the content of our guest speakers’ sessions. Guest speaker views and opinions are entirely their own and in no way reflect the views and opinions of Informa.

Health and Safety

Considering ongoing concerns regarding COVID and communicable health risks more generally, Informa will implement health and safety protocols appropriate to the public health circumstances existing at the time of the Conference.  Informa will exercise reasonable efforts to utilize protocols that will comply with or exceed any local public health requirements and be consistent with then-prevailing public health standards as issued by relevant public health entities.  Those protocols may include but are not limited to the following requirements: vaccination, proof of COVID status, self-monitoring, biometric screening, symptom checkers, contact tracing, use of personal protective equipment and social distancing, or other similar measures. Compliance with some or all of the protocols adopted by Informa may be mandatory for attendance and participation at the Conference. Additional information regarding the specific health and safety measures, and any necessary consents by you, will be communicated to Attendees prior to the first day of the Conference.

You specifically agree that you will not attend the Conference if, within five (5) days preceding the Conference, you have:

  1. Tested positive or presumptively positive for COVID or other communicable disease or been identified as a potential carrier of COVID or other communicable disease; or
  2. Experienced any symptoms commonly associated with COVID or other communicable disease; or
  3. Been in direct contact with or the immediate vicinity of (collectively, the “Encounter”) any person who is either confirmed or suspected of being infected with COVID or other communicable disease within the last five days.

Further, you understand and agree that Informa may share any COVID-related information about you that Informa receives as part of such health and safety protocols with public health authorities or other regulatory agencies, as required under applicable laws.

Use of Multimedia

By attending the Conference, you acknowledge, consent, understand, and agree that (a) Informa, or others acting on its behalf or through sponsorship or exhibitor contracts, may take photographs and video (by any means) and/or make sound recordings (collectively, the “Content”) during the Conference, (b) that you may appear in such photographs and videos and be heard in such sound recordings, and (c) that Informa may edit and use the Content anywhere in the world for marketing, promotion (including through social media), and for any other lawful purpose in the ordinary course of its business, now and in the future, in each case without any payment or compensation. You further acknowledge and agree that Informa is the sole and exclusive owner of all rights in the Content and hereby waive any and all: (a) rights in and to such Content, and (b) claims that you may have relating to or arising from the Content and/or its use.  

You are prohibited from photographing, video recording and sound recording of any part of any Conference sessions or content (including through recording on social media feeds), unless you have obtained written permission in advance from Informa. For online programs, Informa prohibits the use of screen shots, screen sharing, and/or any other technology that can be used to capture proprietary content and images from the Conference. You agree: (a) to surrender to Informa or destroy on demand any material in whatever media recorded in violation of this paragraph, (b) that the copyright and other intellectual property rights in any such material shall vest in Informa unconditionally and immediately on the creation of such material, and (c) to hold Informa and all entities within the Informa Group (as well as any employees or other representatives of the same) harmless against any claims made in respect of such unauthorised activities.

Due to the prevalence of mobile devices in today’s world, Informa disclaims all liability for the capture of your image, voice or likeness by Attendees (who are not under sponsorship or exhibitor contracts with Informa) in any multimedia format at the Conference.

Code of Conduct

You agree not to copy or permit to be copied, in any form or format, without the express written permission of Informa, any of the contents of the Conference Attendee roster. You also agree not to use the Attendee roster contents for any commercial, marketing, promotional or political purposes.

No solicitation is permitted except by exhibitors, within the confinement of their booths. Informa reserves the right to escort any individual from the Conference who is reported to be soliciting and who is not a Conference exhibitor. 

Attendees are expected to behave responsibly and to treat each other and the community with respect, kindness and compassion. Failure to behave in such manner, as determined in Informa’s sole discretion, may result in removal from the Conference and deactivation and/or revocation of credentials, without refund.

The Conference is a private event, and weapons are strictly prohibited. Attendees are forbidden from carrying weapons of any kind, including concealed or displayed firearms or knives, onto the premises of the Conference. Informa reserves the right, in its sole discretion, without refund, to deactivate and/or revoke the credentials of Attendees who violate this policy. By registering for the Conference, you agree to comply with this policy, regardless of any signage located on the premises of the Conference.

For security reasons, badge swapping or sharing of access credentials is not permitted. Anyone found wearing a badge that does not match that person’s identification or using another person’s access credentials for the Conference will be evicted from the Conference without a refund, and that person’s registration will be canceled. A government-issued photo ID will be required to pick up your badge on-site.

A Conference badge allows an Attendee entry to the overall Conference, but cannot guarantee admission to every session, lounge or meeting area. Admission is subject to venue capacity and other requirements.

Waiver of Liability

You assume all risks associated with, resulting from, or arising in connection with, attendance at and/or participation, in any capacity, in the Conference or any Conference-related activities, including, without limitation, all risks of theft, loss, harm, damage, illness or sickness (including those caused by known or unknown infectious or communicable disease such as COVID, H1N1 or other illness or sickness caused by bacteria, fungi, microorganisms or viruses), or injury to the person (including death) or property damage, whether caused by negligence, intentional act, accident, act of God, or otherwise, and whether occurring before, during or after the Conference.

You further acknowledge, agree, and understands that Informa and all entities within the Informa Group (as well as any agents, officers, directors, members, employees, or other representatives of the same) exclude all liability for any loss, injury (including death), disease or damage whatsoever that you may suffer in connection with or arising from your participation in any activities offered as part of the Conference (including, without limitation, any activities held outside of, or incidentally to, the Conference that you are attending), whether direct, indirect, consequential, special, incidental, exemplary, or punitive loss, injury or damage (including, without limitation, injury or disease to persons, property damage, theft, loss of profits, loss of business, loss of opportunity, loss of goodwill, loss or corruption of data or any other type of economic loss, injury or damage) or otherwise.  The limitations and exclusions in this paragraph only apply to the extent permitted by applicable law.

You further agree that the maximum liability of Informa to you arising from your registration, participation, and attendance at the Conference shall be the return of your fees paid to Informa. 

Governing Law, Venue, Class Action Waiver, and Jury Waiver

You agree that any disputes related to your participation in and/or fees paid for the Conference shall be governed exclusively by the substantive laws of the State of New York without giving effect to any choice-of-law rules that might result in the application of a different state’s substantive law. You further agree that the mandatory, exclusive venue for any action related to your participation in and/or fees paid for the Conference shall be in a court of competent jurisdiction within the State of New York. You further agree that any action brought in these courts related in any way to the Conference, including without limitation your participation in the Conference and/or fees paid for the Conference, will be an individual claim, that you shall not bring claims against Informa in a representative capacity on behalf of any other individual, that you shall opt out of any class proceeding, and that you shall not assert class or collection action procedures. You further agree to waive any right to a trial by jury for any legal action related to the Conference, including without limitation your participation in and/or fees paid for the Conference.

Reporting Dangerous Situations or Emergencies

If there is a situation that looks concerning or could be dangerous, notify Conference organizers onsite in a prompt manner or email us at [email protected]. In the event of an emergency, please contact local authorities immediately.

Compliance with these Terms; Consequences of Violating These Terms and Conditions

You agree to comply with all reasonable instructions issued by Informa, the venue owners, security personnel and/or management at the Event. Informa reserves the right to, at its sole discretion and without liability, refuse admission to, eject, and/or revoke the credentials of Attendees whose conduct is determined by Informa, in its absolute discretion, to be in violation of these Terms and Conditions or who, in the opinion of Informa, represents a security risk, nuisance or annoyance to the running of the Event or is otherwise deemed inappropriate, disorderly or offensive, and to do so without warning or a refund. This may also result in prohibition from registering or attending future conferences.

BY REGISTERING FOR THE HIMSS25 GLOBAL HEALTH CONFERENCE & EXHIBITION, YOU AGREE TO THE TERMS AND CONDITIONS LISTED ABOVE. FAILURE TO COMPLY WITH ANY OF THE ABOVE MAY RESULT IN REGISTRATION CANCELLATION WITHOUT REFUND. INFORMA RESERVES THE RIGHT TO EXPEL FROM THE CONFERENCE OR DENY ACCESS TO THE CONFERENCE TO ANYONE WHO DOES NOT COMPLY WITH ANY OF THE ABOVE TERMS.

Informa reserves the right to amend these Terms (without notice) from time to time and you will be subject to the terms and conditions in force at the time that the Conference is staged.