Terms of Registration: NGAUS General Conference & Exhibition

1. Introduction

By registering for this NGAUS Event (“Conference”), regardless of whether your registration is submitted by you or your proxy, the following Terms and Conditions (“Terms”) apply to your data and your participation in any annual NGAUS General Conference & Exhibition. “Registrants” for purposes of these Terms will include all participants at the Conference or events, including Exhibitors. By registering for this Conference, to include any events that require a name badge, you agree to these Terms. These Terms include and incorporate by reference the NGAUS Privacy Policy found at www.ngaus.org. 

This Conference is organized by NGAUS, which reserves the right, in its sole discretion, to limit or deny access to any entity or individual.

Spargo is an event management company that NGAUS utilizes during the General Conference & Exhibition to manage registrations, collect data, and provide exhibitors with badge scanning devices. We urge all registrants and exhibitors to review the Spargo Privacy Policy before attending a NGAUS General Conference & Exhibition found at www.spargo.com.

2. Conference Badges

2a. Substitution and Badge Policy

Substitution of registrations may be made at any time up to the conference start date. Certain conference sessions require Registrants to be NGAUS members or registered delegates to attend and any substitutions would also require approval by NGAUS. “No Shows” will be deemed a cancellation per the cancellation cutoff date in the Cancellation Policy listed above. Invitations that are part of a Distinguished Guest Registrant application are non-transferable and are not eligible for substitution. Please consult a NGAUS representative with any questions.
Sharing of Registrant passes is not permitted at any time. Badges are issued to the attendee. These badges can be picked up by the attendee or their state proxy and can be used by only the Registrant named in the registration. Badges must be worn at all times during the Conference.

A NGAUS General Conference & Exhibition badge allows a registrant 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.  For example, certain sessions may be restricted from vendor Registrants.

2b. RFID & Location Tracking

NGAUS uses RFID badge scanning technology in the Conference badge at some of our Conferences to administer and improve the Conference experience and solicit feedback and/or interest in NGAUS Conference and Advocacy. Per our Privacy Policy, we will not share your personal information with a third party. NGAUS does not share RFID information with any third parties for commercial purposes.

Registrants can visit the registration booth during the conference to learn about how to remove the tracking capabilities.

View the RFID Fact Sheet

2c. Exhibitor Use of Badge Scanning

NGAUS allows Exhibitors to do their own badge scanning at the Conference. NGAUS is not responsible for Exhibitor scanning.  When an Exhibitor scans your badge at their booth, you are consenting to allow that Exhibitor to use your contact information to communicate with you about their services and special offers in accordance with the Exhibitor’s Privacy Policy. 


3. Multimedia Content

By attending the Conference, you acknowledge and agree as follows: (a) NGAUS may edit and use the footage it captures at the NGAUS Conference for marketing and promotional activities and for any other lawful purpose in the ordinary course of its business; and (b) Due to the prevalence of mobile recording devices in today’s world, NGAUS disclaims all liability for the capture of your image by Registrants (who are not under contracts with NGAUS) in any multimedia format at the Conference.

In order to comply with global data privacy laws, NGAUS imposes certain restrictions on the use of multimedia at its Conferences (i.e., photography, video, audio, online streaming and all future mediums). Please note that NGAUS imposes different photography/streaming/recording and social media rules for Exhibitors and Registrants from Exhibiting companies at the Conference.

NGAUS allows the use of cameras and mobile recording devices at all Conference Sessions and on the Exhibit Floor during exhibit hours. For all other areas of the Conference, NGAUS (and at times approved third parties) hires professional service providers (photo/video/audio/streaming) to document and showcase the Conference experience.

For Exhibitors: When a company contracts with NGAUS to exhibit at a Conference, they are representing NGAUS. As such, we will allow them to photograph/stream/record their Conference experience and booth set-up, provided they comply with the NGAUS Privacy Policy.  

For Registrants: NGAUS leverages social media to post real-time Conference photos and videos to its Social media feeds, and display select submissions from those feeds on screens throughout the venue. Registrants are encouraged to capture their Conference experiences in the permitted areas of the Conference venue and post their own social content from the Conference (text, photos, audio, video, streaming, conference app), provided it does not defame other Conference Registrants or Exhibitors or infringe on copyrighted NGAUS branding and content. NGAUS will determine in its sole discretion which posted content will be displayed on the screens at the Conference venue.

4. Conference Mobile Application

When building your agenda and setting up your Conference experience within the Conference app, NGAUS may evaluate the content you access and the choices you make to provide you with recommendations and ensure the most effective ongoing service and support. NGAUS will not share this information with any third party without your prior written consent.

4a. Registrant List and Messaging

As a Conference Registrant you may be entitled on the Conference Mobile App to opt-in to the Registrant list and messaging features. These features are designed to help Registrants find and connect with others (Registrants and Exhibitors) before, during, and after the conference. Certain features within the Conference Navigator tool are not available to vendors and service providers.

Other Registrants can view the profile information you supply on the conference app, but will not have access to your personal email address, or any other contact information about you, unless you choose to explicitly provide it to them by making your app profile public, in your online posts, messages, meeting invitations, or some other vehicle of your choice.

4b. Push Notifications

When using the Conference Mobile App, you are presented with the ability to allow NGAUS to send you Conference notifications. These notifications may include alerts, sounds, and icon badges. NGAUS utilizes these notifications to communicate upcoming conference features, changes in schedule, and important conference information.

These notification settings can be configured at any time within the settings section of your mobile device.

4c. Presentation Materials

You may receive access to NGAUS and third-party licensed content (“Presentation Materials”). NGAUS is not liable for the information in the Presentation Materials. You may use these presentations as well as session audio/video recordings where available solely for your own internal, non-commercial purposes. Unauthorized distribution (via sales, copying, posting on intranet/internet) is expressly forbidden. Excerpting or quoting is permitted with prior written approval from the NGAUS Conference Coordinator [email protected]

NOTE: Some of our Services are available on mobile devices. We recommend not using our mobile Services in a way that distracts you and prevents you from obeying traffic or safety laws.