Registration Policies

REGISTRATION POLICIES


Images

By registering for this event, you give consent for your picture/image to be used in marketing and promotion of the Automated Vehicles Symposium via any medium. If you do not want your image used, email Jason Blachek at jblachek@auvsi.org.


Registration Confirmation

Your registration will be confirmed by email from meetings@auvsi.org within two business days. Please check your junk and/or spam email folder for confirmation prior to contacting the AUVSI Registrar. If you do not receive an email confirmation within five business days the date your registration was submitted, or you have other registration questions, email jblachek@auvsi.org or call +1 571 255 7789.


Cancellation Policy

  • 25% cancellation fee will be assessed on cancellations received by May 14, 2018
  • 50% cancellation fee will be assessed on cancellations received by May 15 – June 12, 2018
  • 100% cancellation fee will be assessed on ALL CANCELLATIONS after June 12, 2018
  • Refunds will not be given for NO SHOWS

Cancellations requests must be made in writing and sent to jblachek@auvsi.org. Cancellations will not be accepted by phone or onsite. Cancellations will be acknowledged by email. If you do not receive an acknowledgement within two weeks, please contact Jason Blachek at +1 571-255-7789 or by email jblachek@auvsi.org.

Badges are non-transferrable once printed and are subject to a $50 reprint fee.


Substitution Policy

Should you be unable to attend the Automated Vehicles Symposium 2018 after purchasing a pass, you may send another member of your organization in your place. Substitutions must be made prior to badge pickup, before the original registrant has attended any portion of the conference. Substitutions will not be made once the original registrant has attended any portion of the conference. The original registrant may make the substitution by emailing jblachek@auvsi.org by Friday, July 6. Beginning July 7, all substitutions must be made onsite and require hard copy/written permission from the original registrant granting the substitution.

Badges are nontransferable once printed; swapping or sharing is strictly prohibited.


Attendance Policy

Attendance is for members of the automated vehicle and related industries ONLY. Individuals not in the trade should not attend. AUVSI reserves the right to accept or reject registrations and to cancel any previously accepted reservations, at any time, at its sole discretion, without liability to the registrant or any other party. This policy was instituted to maintain the professional environment of the Automated Vehicles Symposium, while protecting the interests of our attendees and exhibitors.

Loud, abusive, or defamatory language, harassment or other unprofessional or inappropriate behavior is not permitted at any time at the show. If such conduct is engaged in by a registrant, please be advised that AUVSI may cancel any previously accepted reservations, at any time, at its sole discretion, without liability to the registrant or any other party, and the registrant agrees to exit the premises immediately. Automated Vehicles Symposium badges cannot be reproduced and once a badge has been picked up, it cannot be resold or transferred to another individual. The Automated Vehicles Symposium badge constitutes a limited revocable license to attend the current Automated Vehicles Symposium. Automated Vehicles Symposium badges are the property of AUVSI and may be revoked at any time for any reason. Automated Vehicles Symposium badges must be worn at all times at the event.

AUVSI, its sole discretion, reserves the right to decline the registration of any applicant that may violate national security or export compliance laws, including U.S. economic sanctions. Applicants must provide full, truthful information when registering, in accordance with registration terms and conditions.


Photo and Video Policy

Attendees are permitted to use hand-held cameras to take photographs, capture digital images, and videotape within public areas of the show/event for personal, non-commercial use. Public areas include the exhibit hall; plenary session, lobby areas; and hallways.

Large cameras, photo or video equipment, or ancillary equipment such as lighting, tripods, cables, etc. are prohibited (except in instances where approval from AUVSI show management is obtained). All photographers and videographers are prohibited from entering, photographing, or videotaping non-public areas of the symposium. Non-public areas include storage areas; speaker ready rooms; staff offices; breakout rooms; and dedicated meeting rooms.

All photographers and videographers are prohibited from impeding attendee traffic flow, blocking doors, stairs, elevators and escalators, and affecting the safety of attendees. All photographers and videographers must fully and immediately comply with any requests, directions, or instructions of AUVSI show management related to safety concerns. All photographers and videographers must obtain exhibitor approval before capturing images within the exhibitor’s booth space.

While attending the Automated Vehicles Symposium, all photographers and videographers must comply with all applicable rules, including but not limited to, this policy, all applicable laws, ordinances, municipal regulations, standard operating procedures and administrative procedures. AUVSI show management may evaluate the actions of a photographer or a videographer, and if a determination is made that the actions of a photographer or videographer are not in compliance with any applicable rule, AUVSI show management may terminate the permission granted by this policy.


Minors in the Hall

No one under the age of 16 will be allowed in the exhibit hall during open hours. No one under the age of 18 will be allowed in the hall at all other times (set-up and tear down). Badges are required for admittance.


Export Compliance

AUVSI reminds symposium participants that they are responsible for compliance with regulations limiting the release of export-controlled technology or technical data and the provision of defense services to non-U.S. persons under the Export Administration Regulations (EAR) and the International Traffic in Arms Regulations (ITAR). AUVSI is not liable for unauthorized releases of technical data by conference attendees.


Force Majeure

In case the premises for the symposium is destroyed by Acts of God, fire or the elements or by any cause, or in case of government intervention or regulation, military activity, terrorism, civil disturbance, strikes, labor disputes, or any other circumstances make it impossible or inadvisable to hold the symposium at the time and place provided, the attendee waives any claim for damages or compensation, except the pro rata return of the amount paid for admission, after deduction of actual expenses incurred in connection with the symposium and there shall be no further liability on the part of either party. In no event shall AUVSI, its officers, directors, trustees, or agents be liable for any direct, indirect or consequential damages resulting from the failure to hold the symposium.