AMERICAN ORNITHOLOGICAL SOCIETY & BIRDSCARIBBEAN 2022 TERMS and CONDITIONS

These are the terms (the “Agreement”) governing your attendance at and participation in any function associated with the American Ornithological Society & BirdsCaribbean 2022 (“AOS & BC 2022”) Conference (“Conference”). 

By registering for the Conference you agree to these terms, which form a binding legal agreement between the American Ornithological Society (AOS) and the registered attendee or participant (“you”). If you are registering on behalf of another individual, it is your responsibility to ensure the person attending is aware of these terms and accepts them. By completing the registration on behalf of another individual you are warranting that you have made the attendee or participant aware of these terms and that they have accepted these terms. 

1 ATTENDEE REQUIREMENTS

1.1 Admittance. Your registration entitles you to admittance to the Conference for which you have registered. Any and all other costs associated with your attendance (including without limitation travel and accommodation expenses) shall be borne solely by you, and AOS & BC 2022 shall have no liability for such costs. 

1.2 Code of Conduct & Other Policies.  AOS & BC 2022 is dedicated to providing an inclusive environment that is collaborative, supportive, and engaging for everyone involved, and that is free of discrimination, harassment, and retaliation regardless of gender, race, ethnic or national origin, religion, age, marital status, pregnancy or parental status, sexual orientation and gender identity, disability status, physical appearance, socioeconomic level, or other protected statuses. The AOS & BC 2022 event is intended to advance our understanding of birds and their conservation through open and honest communication of original research and the broad exchange of ideas, and prohibits intimidating, threatening, or harassing conduct during our conferences. This policy applies to all attendees, speakers, staff, volunteers, exhibitors, and sponsors. Conference participants violating these rules may be expelled from the conference, sanctioned, or both at the discretion of the AOS, society organizers of the AOS & BC 2022 conference, or the Puerto Rico Convention Center security. The AOS & BC 2022 conference policies are intended to set clear expectations of behavior of meeting participants to ensure that all participants at AOS & BC 2022 feel safe and welcome, and to ensure that this meeting is a positive experience for all. The policies that govern the meeting include: Code of Conduct & Ethics, Meeting Code of Conduct, Data Privacy Policy, Diversity Statement, Non-Discrimination Policy, and Social Media & Commenting Policy. These are available at: https://meeting.americanornithology.org/about/policies/.

1.3 Recording/Photography. AOS & BC 2022 plans to record, video and photograph during the conference for archival and marketing purposes. By registering as a conference attendee, you agree to grant AOS & BC 2022 the right to record, film, and/or photograph during the event and to distribute or use this media without further approval. 

1.4 Conference Content. You acknowledge and agree that AOS & BC 2022, in its sole discretion, reserves the right to change any and all aspects of the Conference, including but not limited to the Conference themes, content, program, speakers, performers, hosts, moderators, venue, and schedule. 

1.5 Identification. All attendees must be able to provide one form of government-issued photo ID onsite that matches the name appearing on their registration. 

1.6 Attendee Badge Usage. Attendee badges must be worn at all times in Conference areas. 

1.7 Visa Requirements. It is the sole responsibility of the attendee traveling from outside the United States to take care of any US government visa requirements. Attendees who require an entry visa should allow sufficient time for the application procedure. Attendees should contact the nearest embassy or consulate to determine the appropriate timing of their visa applications. AOS & BC 2022 cannot provide assistance to foreign participants with visa issues; however, AOS will furnish a formal letter of invitation to registrants from foreign countries providing an overview of the registrant’s requested business visit to the United States. Foreign participants may request a visa letter using this online form. Failure to obtain a visa in advance of the Conference does not constitute a valid basis for obtaining a refund.

2 FEES

2.1 Payment. The payment of the applicable fees for the Conference is due upon registration if paying online, or may be paid by the final due date of JUNE 10, 2022, if paying by invoice, purchase order, or other similar means. If such payment is insufficient or declined for any reason, AOS & BC 2022 may refuse to admit you to the Conference and shall have no liability in that regard. Member-based rates are available only to individuals with an active 2022 membership in the AOS or BirdsCaribbean, with an expiration date of 12/31/22 or later. Registrants found to pay the member rate without an active membership will be required to pay/renew their AOS or BC membership or remit the additional registration fee upon entry to the meeting.

2.2 Taxes. Some fees may be subject to sales tax, value added tax, or other taxes and duties which, if applicable, will be charged to you in addition to the fees. 

3 CANCELLATIONS

3.1 Cancellation Policy. If you find it necessary to cancel your registration, we are able to refund your conference fee costs (less a $75 USD processing fee) if we receive notice on or before June 10, 2022. Refunds on registration fees will not be issued for cancellations received after June 10, 2022, except in cases of a documented positive test for COVID-19 in which the required self-isolation period precludes travel to or attendance at the conference. Current US Center for Disease Control guidelines will be followed for determining the required self-isolation period. Refunds will not be issued for “no-show” registrants for any reason. All refunds will be processed at the time of cancellation.

3.2 Cancellation Procedures. If you registered online, you can cancel your registration by submitting a cancellation request via the Google form. If you have questions about cancellation processing, please send an email to info@americanornithology.org with the subject line: ‘AOS BC 2022 Cancellation Request.’

Substitutions will not be made at any time, regardless of circumstance. Please cancel the registration, and book a new registration.

4 REGISTRATION CONFIRMATION, EMAILS, & CONFERENCE UPDATES

4.1 Email Address. You will receive essential information for registered attendees electronically at the email address you provide during AOS & BC 2022 Conference Registration. Be sure to check your spam email box in case any of your AOS & BC 2022 email(s) are caught by spam filters. Your email address is an important identifier for both conference registration and abstract submission. 

4.2 AOS & BC 2022 Conference Registration Confirmation Number. Once you have completed registration, you will receive your AOS & BC 2022 Conference Registration Order Confirmation, Payment Confirmation, and Receipt. 

5 PRIVACY POLICY

AOS & BC 2022 is committed to protecting the privacy of its attendees. AOS & BC 2022 may provide sponsors and exhibitors with a list of attendees and their postal mailing addresses. Otherwise, AOS & BC 2022 will not rent, share, or sell your contact information or other personal information to any third parties. The Privacy Policy may be viewed here: https://americanornithology.org/about/governance/data-privacy/

6 INTELLECTUAL PROPERTY

6.1 All intellectual property rights in and to the Conference, the Conference content, and all materials distributed at or in connection with the Conference are owned by AOS & BC 2022 or the Conference sponsors or speakers presenting at the Conference. You may not use or reproduce or allow anyone to use or reproduce any trademarks or other trade names appearing at the Conference, in any Conference content, or in any materials distributed at or in connection with the Conference for any reason without the prior written permission of AOS & BC 2022. 

6.2 For the avoidance of doubt, nothing in this Agreement shall be deemed to vest in you any legal or beneficial right in or to any trademarks or other intellectual property rights owned or used under license by AOS or any of its affiliates; nor does this Agreement grant to you any right or license to any other intellectual property rights of AOS & BC 2022 or its affiliates, all of which shall at all times remain the exclusive property of AOS & BC 2022 and its affiliates. 

7 DISCLAIMER OF WARRANTIES, LIMITATION OF LIABILITY

7.1 AOS & BC 2022 gives no warranties in respect of any aspect of the Conference or any materials related thereto or offered at the Conference and, to the fullest extent possible under the laws governing this Agreement, disclaims all implied warranties, including but not limited to warranties of fitness for a particular purpose, accuracy, timeliness, and merchantability. The Conference is provided on an “as-is” basis. Neither AOS nor its affiliates accept any responsibility or liability for reliance by you or any person on any aspect of the Conference or any information provided at the Conference. 

7.2 Except as required by law, neither AOS nor its affiliates shall be liable for any direct, indirect, special, incidental, or consequential costs, damages or losses arising directly or indirectly from the Conference or other aspect related thereto or in connection with this Agreement. 

7.3 The maximum aggregate liability of AOS for any claim in any way connected with, or arising from, the Conference or this Agreement, whether in contract, tort, or otherwise (including any negligent act or omission), shall be limited to the amount paid by you to AOS & BC 2022 under this Agreement. 

7.4 COVID-19 Assumption of Risk and Waiver of Liability

COVID-19, the disease caused by variants of the novel coronavirus SARS-CoV-2, has been declared a worldwide pandemic by the World Health Organization. By registering for the Conference, you agree as follows:

7.4.1  I acknowledge and understand that I am solely responsible for my own health and safety, for assessing and determining any risks associated with attending the Conference in person, and for reviewing and considering any warnings, alerts, and other information provided by the Centers for Disease Control and Prevention (CDC), other federal agencies, and Puerto Rico, state, and local health authorities that may be relevant to attendance at the Conference.  

7.4.2  I ACKNOWLEDGE, UNDERSTAND, AND AGREE TO ASSUME ALL RISKS ASSOCIATED WITH POSSIBLE EXPOSURE TO SARS-COV-2 AND CONTRACTION OF COVID-19 IN CONNECTION WITH THE CONFERENCE, and am voluntarily participating in the Conference for my own benefit, the value of which is sufficient consideration for my voluntary execution of this agreement. A partial list of acknowledgments is:

  • all known variants of SARS-CoV-2 are considered highly contagious and spread primarily by person-to-person contact;
  • a risk of exposure to SARS-CoV-2 exists in any public place where people are present, including at the Conference. I understand that the risk of becoming exposed to or infected by SARS-CoV-2 during or after the Conference may result from the actions or inactions of others who may attend the Conference, from those providing services at the Conference, from other individuals present at the Conference or the surrounding area, or from their respective families, colleagues, or anyone else with whom any of the foregoing individuals may have contact, regardless of their vaccination status;
  • illness, death, and serious chronic conditions can result from COVID-19;
  • according to the CDC, there is evidence that COVID-19 can be spread by asymptomatic and pre-symptomatic individuals, including even by vaccinated individuals, which can result in the “silent” spread of the virus; 
  • although vaccination appears to be a safe and effective way to reduce the risk of infection and serious illness, no vaccine is 100% effective; and 
  • despite adhering to precautions, there is a possibility that I will be exposed to SARS-CoV-2 and/or contract COVID-19 at the Conference.

7.4.3  I FULLY UNDERSTAND THAT THESE RISKS I AM ASSUMING MAY BE CAUSED BY MY OWN ACTIONS OR INACTIONS, THE ACTIONS OR INACTIONS OF OTHERS, INCLUDING OTHER ATTENDEES OR OTHERS AT THE EVENT, OR THE NEGLIGENCE OR RECKLESS CONDUCT OF THE “RELEASED PARTIES” NAMED BELOW.  I further understand that there may be other risks and potential losses either not known to me or not readily foreseeable at this time. 

7.4.4  By registering for and attending the meeting, I agree to abide by all health and safety guidelines and recommendations promulgated by federal, state, and local government agencies and officials, AOS, and the event venue, Puerto Rico Convention Center. This includes, but is not limited to, submitting to restrictions set in place by AOS and the venue during the event that may consist of vaccination requirements, COVID-19 testing, wearing a mask at all times in indoor public areas, engaging in appropriate physical distancing, and restrictions on certain activities that carry higher COVID-19-related risk, such as congregating in large private gatherings or attending off-site events in crowded facilities. I further agree that I will not attend the meeting in person if I test positive for or exhibit any symptoms of COVID-19 during or within 10 days prior to the Conference.  Additionally, I understand that travel to and participation in events may increase the risk of exposure to communicable diseases. 

7.4.5  I HEREBY RELEASE, WAIVE, AND FOREVER DISCHARGE ANY AND ALL LIABILITY, CLAIMS, AND DEMANDS OF WHATEVER KIND OR NATURE AGAINST THE AMERICAN ORNITHOLOGICAL SOCIETY AND ITS AFFILIATED PARTNERS AND SPONSORS, INCLUDING IN EACH CASE, WITHOUT LIMITATION, THEIR DIRECTORS, OFFICERS, EMPLOYEES, VOLUNTEERS, AND AGENTS (THE “RELEASED PARTIES”), EITHER IN LAW OR IN EQUITY, TO THE FULLEST EXTENT PERMISSIBLE BY LAW, INCLUDING BUT NOT LIMITED TO DAMAGES OR LOSSES CAUSED BY THE NEGLIGENCE, FAULT OR CONDUCT OF ANY KIND ON THE PART OF THE RELEASED PARTIES, INCLUDING BUT NOT LIMITED TO DEATH, BODILY INJURY, ILLNESS, ECONOMIC LOSS OR OUT OF POCKET EXPENSES, OR LOSS OR DAMAGE TO PROPERTY, WHICH I, MY HEIRS, ASSIGNEES, NEXT OF KIN AND/OR LEGALLY APPOINTED OR DESIGNATED REPRESENTATIVES, MAY HAVE OR WHICH MAY HEREINAFTER ACCRUE ON MY BEHALF, WHICH ARISE OR MAY HEREAFTER ARISE FROM MY PARTICIPATION WITH THE CONFERENCE.  I FURTHER COVENANT NOT TO SUE THE RELEASED PARTIES AGAINST ALL LIABILITY, CLAIMS AND DEMANDS OF WHATEVER KIND OR NATURE I HAVE RELEASED HEREIN.  If despite this release, I or anyone on my behalf makes a claim against any of the Released Parties, I will indemnify and save and hold harmless each of the Released Parties from any litigation expenses, attorney fees, loss, liability, damage, or cost any may incur as a result of any such claim.

7.4.6 I CERTIFY THAT  I HAVE READ THE ABOVE ASSUMPTION OF RISK AND WAIVER OF LIABILITY AND FULLY UNDERSTAND AND AGREE TO BE BOUND BY ITS TERMS; I UNDERSTAND THAT I HAVE GIVEN UP SUBSTANTIAL RIGHTS BY CONSENTING TO THESE TERMS REGARDING MY REGISTRATION AND AM DOING SO FREELY AND WITHOUT ANY  INDUCEMENT OR ASSURANCE OF ANY NATURE; I INTEND MY RELEASE CONTAINED HEREIN TO BE A COMPLETE AND UNCONDITIONAL WAIVER AND RELEASE OF ALL LIABILITY AGAINST THE RELEASED PARTIES TO THE GREATEST EXTENT ALLOWED BY LAW

Your registration confirms your consent to these terms.

8  VACCINATION.  I understand, acknowledge and agree that I may only attend the meeting in person If I am fully vaccinated against COVID-19 and up to date (by having received boosters) on my COVID-19 vaccinations according to current CDC guidelines. Individuals who wish to request a disability or sincerely held religious accommodation should contact meeting@americanornithology.org, SUBJECT LINE: ‘Vaccine Waiver Request’.

9 MISCELLANEOUS

9.1 AOS’ failure to exercise any right provided for herein shall not be deemed a waiver of any further rights hereunder. AOS shall not be liable for any failure to perform its obligations hereunder where such failure results from any cause beyond AOS’ reasonable control. If any provision of this Agreement is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that this Agreement shall otherwise remain in full force and effect and enforceable. This Agreement is not assignable, transferable or sub-licensable by you except with AOS’ prior written consent. 

9.2 This Agreement shall be governed by the laws of the District of Columbia and the parties shall submit to the exclusive jurisdiction of the District of Columbia courts. A party that substantially prevails in an action brought under this Agreement is entitled to recover from the other party its reasonable attorneys’ fees and costs. Both parties agree that this Agreement is the complete and exclusive statement of the mutual understanding of the parties and supersedes and cancels all previous written and oral agreements, communications and other understandings relating to the subject matter of this Agreement, and that all modifications must be in a writing signed by both parties, except as otherwise provided herein. No agency, partnership, joint venture, or employment is created as a result of this Agreement and you acknowledge that you do not have any authority of any kind to bind AOS in any respect whatsoever.

Special thanks to our conference supporters