Guest Attendance Policy for Conference

1. Eligibility for Attendance
Invited Guests: Only individuals who have received an official invitation from the conference organizers are eligible to attend as guests. This includes keynote speakers, panelists, sponsors, and other distinguished individuals.
Accompanying Persons: Registered attendees may bring accompanying persons (e.g., spouse, partner) with prior approval from the conference organizers. These individuals must purchase meal tickets to be included in the meal events. Access to sessions, keynotes, panel discussion are not included in the purchase of meal tickets.
2. Registration Requirements
Pre-Registration: All guests must pre-register for the conference with the purchase of meals by the specified deadline. Late registrations may be accepted based on availability and at the conference organizers’ discretion.
Identification: Guests must present valid identification (e.g., government-issued ID, passport) upon check-in at the conference. Badges or passes will be provided and must be worn during the event.
Fees: Depending on the conference’s terms, some guest categories may be subject to a registration fee. Fee details will be communicated during the registration process.
3. Access to Conference Events
General Sessions: Unless specified otherwise, guests may not attend general or breakout sessions, including keynote addresses, panel discussions, and networking events.
Restricted Sessions: Access to workshops, closed meetings, or VIP events are limited to registered attendees. Guests may not attend workshops, sessions, meetings, or VIP events.
Social Evening Events: Guests are welcome to attend social events, including receptions after the dinners if included in their attendee’s purchases of meal tickets.
4. Code of Conduct
Behavior: All guests are expected to adhere to the conference’s Code of Conduct, which includes respectful behavior, compliance with venue rules, and adherence to any health and safety guidelines.
Dress Code: Guests should follow the conference’s dress code, which will be specified in the event guidelines. This typically includes business or business casual attire for most events.
5. Cancellations and Substitutions
Cancellations: Guests must notify the conference organizers if they cannot attend as soon as possible. Cancellation policies, including any refund terms, will be detailed during registration.
Substitutions: A registered guest may sometimes transfer their purchase to another eligible individual. Substitution requests must be submitted in writing and approved by the conference organizers.
6. Health and Safety
Compliance: All guests must comply with the health and safety protocols established by the conference organizers, including any vaccination, testing, or mask requirements.
Emergency Procedures: During the conference, guests will be provided information on emergency procedures. They are expected to follow all instructions from event staff in an emergency.
7. Liability
Personal Responsibility: The conference organizers are not responsible for any personal injury, loss, or damage to property during the event. Guests attend at their own risk and are encouraged to arrange appropriate insurance coverage if necessary.
Force Majeure: The organizers reserve the right to modify or cancel guest attendance policies due to unforeseen circumstances such as natural disasters, pandemics, or other events beyond their control.
8. Amendments
The conference organizers reserve the right to amend this policy at any time. Any changes will be communicated to registered guests as soon as possible.
This policy is designed to ensure a smooth and enjoyable experience for all conference guests while maintaining the integrity and security of the event.