1. Registration

• All attendees must complete the online registration form to secure their place at the event.
• Registration is required for all participants, including speakers, sponsors, and guests.
• Each registration is valid for one individual only and may not be shared.
• Name changes and substitutions are allowed but must be requested by email to membership@cegageos.ca at least 5 business days prior to the event.
• By registering, you agree to abide by these Terms and Conditions and any additional policies communicated by the organizers.

2. Payment and Cancellation Policy

• Payment must be made in full at the time of registration using the accepted payment methods outlined on the registration page.
• Early bird or discounted rates (if applicable) are only valid within the specified timeframe and will not be extended.
• Cancellations must be submitted by email to membership@cegageos.ca by 5 business days prior to the event to be eligible for a refund. A processing fee of 25% will be deducted from all refunds.
• No refunds will be issued after the stated cancellation deadline.
• If the event is postponed or cancelled by the organizers for any reason, registrants will be notified as soon as possible, and a full refund will be offered.
• All refunds will be processed to the original form of payment within 30 days of the event cancellation notice.

3. Event Code of Conduct

• CEGA is committed to providing a safe, inclusive, and respectful environment for all participants regardless of gender, age, race, ethnicity, religion, ability, or background.
• Harassment in any form, including verbal or written abuse, inappropriate comments, or unwelcome attention, will not be tolerated.
• Attendees are expected to behave professionally, use respectful language, and engage constructively with presenters and fellow participants.
• Any participant found in violation of the Event Code of Conduct may be removed from the event without refund at the discretion of the organizers.

4. Event Content

• The content presented during the event, including talks, panels, posters, and workshop materials, is for educational and informational purposes only.
• The views and opinions expressed by presenters are their own and do not necessarily reflect the views of CEGA or affiliated institutions.
• Unauthorized recording, reproduction, or distribution of event content (presentations, slides, discussions etc.) is strictly prohibited unless prior written consent is obtained from both the presenter and the organizers.
• Attendees are welcome to take personal notes but must respect intellectual property rights and privacy of presenters and participants.

5. Changes to the Program

• The organizing committee reserves the right to make changes to the event schedule, speaker lineup, venue, or format, if necessary, due to unforeseen circumstances or to improve the overall experience.
• Any significant changes will be communicated to registered participants as soon as reasonably possible.
• Such changes do not constitute grounds for refund unless the entire event is cancelled.

5. Photography and Media

• The organizers may take photographs and video recordings during the symposium for promotional and archival purposes.
• These materials may be used in future marketing, on the event website, social media, or in printed materials.
• By attending the event, participants consent to being photographed or recorded and waive any rights to compensation or approval of the use of such images.
• If you do not wish to be photographed or recorded, please notify the registration desk upon arrival so we can accommodate your request where possible.

6. Liability

• The organizers will take reasonable precautions to ensure a safe and well-organized event, but assume no liability for personal injury, illness, loss, or damage to personal belongings during the event.
• Participants are responsible for their own travel arrangements, accommodations, and personal property.
• Attendees should ensure they have appropriate insurance coverage for travel and personal belongings, as well as health coverage if traveling from out of town or out of the country.
• The organizers are not liable for any disruptions, delays, or cancellations caused by weather, labor disputes, transportation issues, or other events beyond their control.

8. Privacy

• Personal data collected during the registration process will be used to manage event logistics, provide updates, issue certificates (if applicable), and communicate relevant information before and after the event.
• Your contact details will not be shared with third parties without your express consent.
• You may receive follow-up emails related to future events, but you will have the option to unsubscribe at any time.

Effective as of September 2025. The CEGA Terms and Conditions are in effect for all CEGA Events unless stated otherwise on the specific event registration.