Policies

West Coast Symposium, its contractors, and attending news media may be photographing or videotaping scientific sessions and events at the meeting. By attending West Coast Symposium, attendees acknowledge these activities and agree to allow their image to be used by West Coast Symposium in association publications, on the West Coast Symposium website, and in marketing and promotional materials. Attendees at West Coast Symposium waive all claims against West Coast Symposium for any liability resulting from these uses.

Throughout the COVID-19 pandemic, the focus at HMP Global has been the health and safety of our customers, staff, and communities. Vaccinations have reduced many of the COVID-19 guidelines/mandates regarding face masks, social distancing, and travel. In many states and cities, guidelines are still in place, including vaccination mandates, while in others, guidelines/mandates have been completely eliminated. 

As HMP Global moves forward with producing live meetings and conferences, we will continue to monitor the continually evolving guidance released by the United States Centers for Disease Control and Prevention (CDC), the event venue, as well as all federal, state, and local government mandates, to provide an environment that is as safe as possible for all event participants. 

Please make sure to visit and view each of the links below for guidelines specific to this meeting. 

HMP Global is committed to providing a professional, welcoming, safe, and respectful space during our in-person and online events, regardless of race, gender, sexual orientation, disability, ethnicity, religion, disability, and/or other differences. Our Attendees bear equal responsibility for creating a safe and welcoming environment for participants.
 
Our Code of Conduct outlines what behavior is expected of Attendees, and what behaviors will not be tolerated. All Attendees at any HMP Global in-person, online, or hybrid event or function are expected to abide by this Code.

Cancellation requests for West Coast Symposium 2023 must be received in writing by emailing registration@hmpglobal.com or postmarked by May 2, 2023. A cancellation fee of $100.00 (or full registration amount, whichever is less) will be deducted from the refund.

Registrants wishing to cancel may instead transfer their registration to someone else without penalty if they send a written request with the replacement person’s name by May 31, 2023.

Cancellations received after June 1, 2023 will not be refunded or provided a voucher. If you do not cancel in advance, no refunds will be issued once the event has concluded, regardless of whether you participated in the event.

Credit vouchers may be offered should the program be suspended or shortened due to conditions or circumstances beyond HMP Global’s control, including but not limited to interruptions in internet services, power outages, and any cancellations/modifications related to the COVID-19 epidemic. 

Under no circumstances will children under the age of 18 be allowed at the conference, any presentations, on the show floor, or in the Exhibit Hall during installation and dismantling. Because of limited seating capacity and the technical nature of the programs, children under the age of 18 are not invited to attend presentations. 

It is our pleasure to arrange special meals for attendees. We reserve the right to charge for all special requests. Requests must be made seven (7) or more days prior to the event to be accommodated. For more information, email registration@hmpglobal.com. 

West Coast Symposium is committed to making its activities accessible to all individuals.  If you have specials needs as addressed by the American with Disabilities Act (ADA), and need an accommodation, please email kmaguire@hmpglobal.com. 

Sessions are subject to change. 

Seating is limited for all session rooms and is available on a first-come, first-served basis.

No individual or entity may electronically record or broadcast any portion of West Coast Symposium without the prior written consent of HMP Global. Unauthorized recording (audio, video, still photography, etc.) of presentations during sessions without the express written consent of HMP Global is strictly prohibited. Press representatives must receive a Press Pass and photo/recording permission from HMP Global. HMP Global reserves the right to any approved audio and video production of presentations at all HMP Global events.

Definitions:

HMP Global is the owner of West Coast Symposium. HMP Global and West Coast Symposium are known collectively in this Statement as West Coast Symposium.

I agree and acknowledge that I am undertaking participation in West Coast Symposium events and activities as my own free and intentional act, and I am fully aware that possible physical injury might occur to me as a result of my participation in these events. I give this acknowledgment freely and knowingly and that I am, as a result, able to participate in West Coast Symposium events, and I do hereby assume responsibility for my own well-being and safety. 

West Coast Symposium plans to take photographs and video material at West Coast Symposium events and reproduce them in West Coast Symposium educational, news, or promotional material, whether in print, electronic, or other media, including the websites. By participating in West Coast Symposium events, you grant West Coast Symposium the right to use your name, photograph, and biography for such purposes. All postings that become the property of West Coast Symposium. Postings may be displayed, distributed, or used by West Coast Symposium for any purpose. 

Furthermore, I acknowledge West Coast Symposium's right to crop, splice, treat and edit any photographs taken of me at West Coast Symposium's sole discretion. I waive my right to inspect or approve the finished product, now and in the future, whether that use is known or unknown to me. 

I hereby agree to release, defend, and hold harmless West Coast Symposium and its agents or employees, including any company publishing and/or distributing the finished product in whole or in part, from and against any claims, damages, or liability arising from or related to the use of the photographs, including but not limited to any misuse, distortion, blurring, alteration, optical illusion, or in the taking, processing, reduction, or production of the finished product, its publication, or distribution. 

Companies that submit artwork or upload or link any material (including but not limited to images, text, documents, and/or video files) to the website are solely responsible for the content of such material and for gaining required permissions under copyright, trademark, trade secret, or other applicable law for the use of such material. (Caution: Many websites purchase artwork from stock photo suppliers for the expressed website use or from hired photographers who have only supplied one-time rights.) By submitting any such material, the submitting company represents and agrees that (i) it has obtained the necessary permissions referenced above, (ii) any such material is not likely to defame and does not invade the privacy of any person, and (iii) it will defend, indemnify, and hold harmless West Coast Symposium, its affiliates, and their respective directors, employees, and agents (including, without limitation, its publishing partner or any agent acting on its behalf) from and against any and all claims, damages, obligations, losses, liabilities, costs or debt, and expenses (including reasonable attorneys' fees) resulting from the submitting company's breach of the obligations set forth in this paragraph. 

All West Coast Symposium attendees and sponsors grant an irrevocable, worldwide, royalty-free right and license to HMP Global and West Coast Symposium and their industry partners, sponsors, and supporters to utilize adapt, modify, reproduce, distribute, publicly perform and display any photographs, video, and/or audio (collectively "Media") taken of me while attending any event or function at the West Coast Symposium for use in promotional, educational, informational, advertising or commercial materials and communications in any form now known or later developed, including but not limited to publications, websites, articles, brochures, books, magazines, newsletters, exhibits, videos, films, social media, advertisements, and training programs (collectively "Materials").  Furthermore, I hereby authorize and consent to the use of my name, image, likeness and voice (collectively "Likeness") in the Media for all Materials or any other purposes deemed appropriate by HMP Global.
 
All West Coast Symposium attendees and sponsors waive any right to be notified or to inspect or approve the Media or any Materials that are created using my Likeness, now or in the future, whether that use is known or unknown to me.  I hereby waive any right to royalties or other compensation arising from or related to the use of the Media or Materials.  I hereby release and hereby agree to indemnify and hold harmless HMP Global, West Coast Symposium, and their industry partners, sponsors, and supporters for any and all claims that I or any third party may have now or in the future for the invasion of privacy, right of publicity, copyright infringement, defamation, or any other cause of action arising out of the use, utilization, adaptation, modification, reproduction, distribution, public performance or display of my Likeness used in the Media and Materials.  I understand and agree that HMP Global and West Coast Symposium are and shall be the exclusive owner of all right title and interests, including any copyright, in the Media and Materials.

By registering for and attending West Coast Symposium events, I hereby agree that I accept the terms stated above and indemnify and hold harmless West Coast Symposium, its affiliates, and their respective directors, employees, and agents (including, without limitation, any agent acting on its behalf) from and against any and all claims, damages, obligations, losses, liabilities, costs or debt, and expenses (including reasonable attorneys' fees) resulting from attendance at West Coast Symposium events.