GROUP REGISTRATION CONTRACT Welcome to the American Diabetes Association s Group Registration Services for the 79th Scientific Sessions to be held on June 7-11, 2019, at the Moscone Center in San Francisco, California. Convention Management Resources (CMR) is the official Housing & Registration service provider for the meeting. Please review the following terms and conditions for Group Registration and then return a signed copy of this contract using one of the following methods: Submit Online through the ADA Registration & Hotel Support Center Fax to (415) 293-4073 Mail to ADA 2019 Group Registration, 101 Mission Street, Suite 200, San Francisco, CA 94105 GROUP REGISTRATION RULES & REGULATIONS This contract must be signed in order to participate in ADA Group Registration Services. Group Registration Services are complimentary only to groups who have used ADA Housing to book their group. If your attendees are housed in non-ada hotels or are not booked through ADA Housing, a $200.00 per person registration fee will be assessed. Group registration is available from December 4, 2018 to April 25, 2019. February 21, 2019 is the Early Bird registration deadline. All attendee names and registration fees must be paid in full by this date in order to avail of this lower fee. April 25, 2019 is the Advance registration deadline. All attendee names and registration fees must be paid in full by this date in order to avail of this lower fee. After this date, the higher Final registration fees apply. If you are paying by check or wire transfer, you must submit your attendee names prior to April 18, 2019 so that ADA Registration can verify the amount due and provide an invoice for payment. Name substitutions will be allowed again this year for a fee only for groups with a signed contract on file. $50 name substitution fee before the February 21, 2019 Early Bird registration deadline. $200 name substitution fee + Advance registration rate applies before the April 25, 2019 Advance registration deadline. $400 name substitution fee + Final registration rate applies after the April 25, 2019 Advance registration deadline. Group registration requests after April 25, 2019 will: Only be accepted on a case by case basis. Be required to pay by credit card only. No checks or wire transfers will be accepted after this date. Be subject to higher Final registration fees. Be required to provide names and payment to ADA Registration by May 2, 2019. On-site Groups (five or more registrants): ADA will provide group registration services for any tour group leader or company wanting to register five or more individuals on-site regardless of their Housing arrangements. A $100 per registrant fee will be assessed to the group leader for this service. During peak hours on-site, the group leader may be required to schedule a later pick up time for badges and materials.
Each registration form must include: Attendee s MEMBERSHIP STATUS. ATTENDEES MUST BE PROFESSIONAL MEMBERS THROUGH JUNE 30, 2019, in order to qualify for the member rates. ADA members whose membership will expire before June 30, 2019 and Non-Members will be charged the Non-Member rates unless they renew their memberships or become a member. If attendees become a member or renew their membership after the registration has been processed they will not be eligible for the member rates as they must be a member at the time of registration. IF YOU BELIEVE AN INDIVIDUAL IS A MEMBER, IT IS YOUR RESPONSIBILITY TO CONFIRM WITH ADA MEMBERSHIP THEIR STATUS AS MEMBERS PRIOR TO REGISTERING THAT INDIVIDUAL. All membership questions may be directed to ADA s Professional Membership department at (800) 232-3472 or email membership@diabetes.org. Attendee s FULL NAME. Attendee s COMPLETE ADDRESS (including street address, city, country and postal code), telephone and fax numbers, and e-mail address. This must be the individual information from the actual attendees. Third party/agency contact information will NOT be accepted and will delay your group s registration. Attendee s PROFESSIONAL INFORMATION. Group organizers will provide the registrant information as outlined above in the Excel spreadsheet which will be sent to you upon receipt of this signed contract. You must use the spreadsheet provided; alternate lists will not be accepted. IMPORTANT: Please note that addresses, phone and fax numbers, and e-mail addresses of the tour leader or the company organizing the group will NOT be accepted for use in attendee records. Registrations will not be considered complete without the full, individual attendee information. Payment deadlines will not be extended due to lack of attendee information or late completion of payment; please plan accordingly! Incomplete registrations will NOT be processed until all required information is supplied. Payment deadlines will not be extended due to lack of complete registration information. Payment Options: Credit Card (American Express, Discover, MasterCard and Visa) Check (in U.S. funds and drawn on a U.S. Bank and made payable to the American Diabetes Association and mailed to ADA Registration c/o CMR, 101 Mission Street, Suite 200, San Francisco, CA 94105.) Bank Wire Transfer Bank wire transfer details for registration fees will be provided upon request. Wire transfers are assessed a $50 fee per transaction. Please submit the names of your registrants prior to April 18, 2019, so that ADA Registration can verify the amount due and send bank transfer details. Registration and payment deadlines will not be extended due to lack of attendee information or late completion of payment; please plan accordingly! Wire transfer payments will not be accepted after April 18, 2019. Confirmation: A confirmation spreadsheet will be sent to the group organizer after the fully completed group registration spreadsheet and payment in full have been received.
Cancellation deadlines: Cancellations made prior to February 21, 2019 are subject to a $50 administrative fee. Cancellations made between February 22, 2019 and April 25, 2019 will receive a 50% refund of the registration fee. Cancellation requests received after April 25, 2019 will not receive a refund of the registration fee. Badge/ Conference Materials Pick-up Appointments Approximately 3 weeks prior to the meeting, an appointment will be scheduled with each group organizer for badge and conference materials pickup at the Moscone Convention Center in San Francisco. Materials Pick Up: you may elect to pick up all conference materials for your group, or distribute vouchers to your group s attendees which they can use to individually pick up their own conference materials. Please select the desired materials distribution method below. Your chosen method may not be changed after April 25, 2019: I elect to collect and distribute the conference materials to all registrants in my group. I elect to collect and distribute vouchers to all registrants in my group. Each registrant may exchange the voucher for conference materials individually at on-site registration. Only one materials distribution method may be selected for the entire group. If you do not elect to use the voucher for materials pick-up, you are responsible for delivering the badges and materials (consisting of a registration bag and a final program) to the attendees. Badges will not be reprinted and materials will not be issued to the individual attendees who come to Registration on-site without the voucher. Appointments will not be made for group pickup if the terms and conditions of this contract have not been met. Should this be the case, your attendees will be responsible for picking up their own badge and conference materials at the Pre-Registered Check-In counters on-site. Any outstanding balances or changes resulting in additional charges must be paid in full prior to receiving a group appointment. ADA will not provide or have staff available to assist in the transportation of registration materials on-site, so please plan accordingly. Receiving Information When providing e-mails and mailing addresses your group attendees agree to receive e-mails and/or mail from the American Diabetes Association (ADA), which may include, but is not limited to information regarding Scientific Sessions such as program updates, monthly e-news, ADA Daily newspapers, and future meetings. In line with best practices for attendance promotion, ADA provides Exhibitors with an attendee list to market their products and services. Please select Yes if your group attendees agree to be contacted by Exhibitors. If you select No, your group attendees will only be contacted by ADA. Yes No ADA s Privacy Policy s is available at http://www.diabetes.org/about-us/privacy-policy.html.
Terms & Conditions The American Diabetes Association (ADA) reserves the right to accept, reject or condition acceptance of any registrant, in ADA s sole discretion, at any time. Right to use name and likeness: In consideration for the participation of any attendees registered under this contract in ADA s meeting, I hereby grant ADA, on said attendees behalf, the perpetual, world-wide, royalty-free right and permission to record, photograph, use and distribute (royalty-free, both now and in the future) my or said attendees image(s), name(s), and voice(s) in all forms and all media including, without limitation, photographs, electronic reproductions and transmission of images and audio files, webcasting, and any and all other uses on the internet for any and all ADA s lawful purposes. Waiver & release: By registering for this meeting, I acknowledge and assume, on behalf of any attendees registered under this contract, all risks associated with participation in the meeting and any associated events/activities including without limitation any slips and falls. I hereby knowingly waive and release for myself and any attendees registered under this contract, and any individual I may appoint to execute pickup of materials and badges for said attendees, ADA, its employees, directors, officers, volunteers, agents, successors, licensees, assigns, vendors and sponsors from any and all claims, liabilities, or causes of action, including without limitation, death, bodily injury, property damage, or any other loss, damage, or any other inconvenience whatsoever, arising from participation in this meeting and any associated events/activities whether or not such damage, injury, or loss may occur on the premises of the meeting, at offsite venues, in participating hotels or on event ground transportation. I also hereby knowingly waive and release for myself and on behalf of any attendees registered under this contract ADA, its employees, directors, officers, volunteers, agents, successors, licensees, assigns, vendors and sponsors from any and all claims that I or said attendees may have or may arise regarding the use of our name and image, including any and all claims of defamation, invasion of privacy, or infringement of moral rights, rights of publicity or copyright. Photography of presentation slides may be allowed at the discretion of the speaker/study author. Videotaping and audio recording in session rooms is not allowed. In addition, photography, videotaping and audio recording is not allowed in the Exhibit Hall and the Poster Hall. (Initial here) I certify that I have read, understood and agree to abide by the waiver and policies stated above for myself, all attendees registered under this contract, and any individual authorized by myself under this contract to pick up badges and materials for said attendees.
General Data Protection Regulation Consent (GDPR) As the designated contact for your tour group you are responsible for registering on behalf of the individuals as part of the tour group for the 79 th American Diabetes Association Scientific Sessions. Effective Friday, May 25, 2018 the European Union GDPR has begun enforcement which requires consent from the data subject or individual providing data on behalf of the data subject to allow the data processor, in this case Convention Management Resources, Inc. (CMR), to process the data subject s personal data. As you may or may not be registering individuals whom are assumed to be citizens of an EU state, CMR is requiring you provide consent on behalf of all the individuals being registered within this tour group. Required per the GDPR is that registrants are provided the below information. CMR will use the personal data of your tour group for the following purposes. 1. Registration for the event. 2. Reporting for event organizer. 3. Personal data which will appear on the event badge that will be worn onsite at the event. The personal data of your tour group will be shared with the official event organizer, other designated agents, and official exhibitors for lead retrieval. CMR will retain the personal identifiable information of your tour group registrants for 6 months (or the closest business day within 6 months) after the final day of the event onsite. Your tour group registrants have the following rights as the data subject. 1. Request information on how their personal data was processed and for what purpose. 2. Request for a copy of their personal data in a usable format. 3. Request for their personal data to be erased or deleted from CMR s system at any time. 4. Request for their personal data to be corrected if found to be incorrect. 5. Request for their personal data to be completed if found to be incomplete. 6. Request for the processing of their personal data to be restricted, stopped at any time. 7. Withdraw consent in allowing Convention Management Resources, Inc. (CMR) to process their personal data. 8. File a complaint with their supervising authority of their country within the European Union. By not providing consent for Convention Management Resources, Inc. (CMR) to process the personal data of your tour group registrants you are forgoing their right to register for this event. (Initial here) I agree to allow Convention Management Resources, Inc. (CMR) to process personal data of my tour group registrants for the purposes of registering to attend the 78 th American Diabetes Association Scientific Sessions.
Group Contact Information Please sign and return this contract to ADA Group Registration and keep a copy for your records. Your signature indicates that you have read the terms and conditions listed above, agree to abide by them and that you are fully empowered by your client and/or sponsor company to enter into this agreement. Group Contact Name: Signature: Tour Group/Organization: Street Address: City: Zip/Postal Code: State/Province: Country: Telephone (include country and city code): Fax (include country and city code: E-mail address: Estimate number of registrants: Mail this form to: Fax this form to: (415) 293-4073 ADA 2019 Group Registration c/o CMR Submit Online through the ADA Support Center 101 Mission Street, Suite 200 San Francisco, CA 94105 Questions: Visit the ADA Registration & Hotel Support Center