Annual Meeting Attendee Policies

By registering for the 2020 ASTRO Annual Meeting (hereafter referred to as “Annual Meeting” or “Virtual Event”) you acknowledge your registration and participation are subject to these Annual Meeting Attendee Policies and Registration Policies, which are incorporated herein by reference, (referenced collectively as “Attendee Policies”), as well as ASTRO's Terms of Use and Privacy Policy.

SPECIAL ASSISTANCE
ASTRO is committed to making the Annual Meeting accessible to all individuals. If you have a disability as identified in the Americans with Disabilities Act (“ADA”), and need assistance, please contact us, either at the ASTRO Headquarters (703-502-1550) or by emailing meetings@ASTRO.org, subject line: “ADA Assistance Request.”

CANCELLATION STATEMENT
ASTRO reserves the right to cancel this Annual Meeting and any ticketed or special events because of unforeseen circumstances. Refunds will be provided at ASTRO’s sole discretion.  Cancellation by attendees is addressed in the Registration Policies. 

EQUAL OPPORTUNITY STATEMENT
ASTRO events and activities are available without regard to race, sex, religion, national origin, disability, age, sexual orientation or other legally protected status as provided by law and in accordance with ASTRO’s respect for personal dignity.

AGE REQUIREMENT FOR ATTENDEES
Because of the nature of the programs and forums, no one under the age of 18 will be admitted to any official ASTRO function. This includes, but is not limited to, all sessions and the virtual Exhibit Hall experience (“Exhibit Hall”). 

REGISTRATION PRIVILEGES

1. Registrations are for the specific individual registered and are not transferable.
2. False certification of individuals as paid Annual Meeting attendees, misuse of login information or any method of assisting unauthorized persons to gain access to any Annual Meeting event is prohibited. 
3. Inappropriate or unauthorized conduct, or access to or use of content or information related to the Annual Meeting, including but not limited to its sessions, Exhibit Hall, networking lounge, faculty, exhibitors or attendees, are prohibited.

VIRTUAL EVENT STANDARDS OF BEHAVIOR
ASTRO is committed to providing a professional, collegial, safe and respectful environment for all aspects of the Annual Meeting. Attendees agree that they will conduct themselves professionally and comply with all applicable laws, regulations and rules, as well as these Attendee Policies. Attendees may not engage in any demonstrations or other behavior that ASTRO deems potentially disruptive to the conduct of the meeting or that infringe on the rights or safety of others.

All attendees must always adhere to the Annual Meeting Standards of Behavior, which state: “The Annual Meeting is dedicated to providing a professional, collegial, safe and respectful environment for all participants, regardless of race, sex, religion or creed, national origin, disability, age, sexual orientation or other legally protected class as provided by law.  ASTRO will not tolerate harassment, discrimination or any other unprofessional behavior.  Inappropriate language and imagery are not acceptable in any of the Virtual Event spaces, social media or any aspect of the Virtual Event. Participants may not engage in any behavior that ASTRO deems to be potentially disruptive to the conduct of the meeting, or to potentially infringe on the rights or safety of others, or otherwise violate the principles above. Any participants violating these rules may be sanctioned, expelled from the Annual Meeting or subject to other consequences at the discretion of ASTRO.”

Violations are determined by ASTRO in its sole discretion and may result in: expulsion of parties involved from the Annual Meeting without obligation on the part of ASTRO to refund any fees, ineligibility for attendance at future ASTRO Meetings, and possible referral to appropriate authorities. Any person who is dismissed from the meeting may request that ASTRO review the matter, provided, however, that the individual understands that such dismissal will be effective immediately and will continue until and unless ASTRO issues a contrary decision.

If you have any concerns about conduct at the Annual Meeting, please seek ASTRO support at meetings@astro.org. 

ACCESS TO YOUR PERSONAL INFORMATION

GENERALLY
Your registration and participation information are being used by ASTRO in various ways to facilitate meeting operations. Beyond internal uses, as mentioned during the registration process,  your name title and organization ( your “Contact Card”) will be visible to the other Annual Meeting participants throughout the meeting in the educational sessions, exhibitor booths and events, the networking lounge, or any other areas of the Annual Meeting/Virtual Event platform that you visit.  In addition, your name, title, organization, registration type, occupation, primary employer and mailing address are used to create a mailing list that ASTRO provides to exhibitors and others in accordance with ASTRO policies. ASTRO's Annual Meeting, including registration and use of any personal information obtained, are governed by ASTRO’s Annual Meeting Policies, Terms of Use and Privacy Policy.

EXPRESS CONSENT DURING REGISTRATION
In addition, if you provided express consent during the registration process, additional information will be shared with an exhibitor when you enter that exhibitor’s booth, the Innovation Hub (including Industry Expert Theater (“IET”), Industry Satellite Symposium (“ISS”), product demonstrations or main stage activities) and/or the Product Showcase, in order to facilitate follow-up communication regarding their products and services, as well as to improve their customer service. This information will be handled by exhibitors in accordance with each exhibitor’s privacy policy.  The information shared includes your contact information of name, title, organization, mailing address, email address, phone number, registration type, occupation, primary employer, disease site specialties and generation, as well as analytics about your visit to their booth or event: booth/event entry details, duration of visit, click actions, content viewed, content shared and content selected for “My Briefcase.” If you have questions about how a specific exhibitor uses your information, please reference the exhibitor's privacy policy or contact them directly.

EXHIBIT HALL, INNOVATION HUB AND PRODUCT SHOWCASE INTERACTIONS
Please be aware that it is your decision whether or not to enter an Exhibit Hall booth, Industry Expert Theater (“IET”), Industry Satellite Symposium (“ISS”), product demonstration or main stage activity in the Innovation Hub and/or the Product Showcase. When you enter an exhibitor’s booth, presentation or event, your name, title and organization will be visible on your Contact Card for the exhibitor to see. In addition, if you provided express consent, the exhibitor will also have access to your phone number, mailing address, email address, phone number, registration type, occupation, primary employer, disease site specialties and generation, as well as analytics discussed above. There are other features in exhibit booths, such as a chat box, to facilitate communication between you and the exhibitor. By using these features, you are sharing additional information with the exhibitor. ASTRO has no responsibility for or control over exhibitors’ use of information provided in these interactions and advises that you familiarize yourself with their policies or contact the exhibitor directly with questions prior to sharing your information.

RECORDING, REPRODUCTION AND REUSE PROHIBITED
Copyright of all aspects of the Annual Meeting is owned by ASTRO. ASTRO reserves the rights to all recordings or reproductions of presentations at this meeting. Filming, taping, recording or any form of capture or reproduction in any medium of any aspect of the Virtual Event, including, but not limited to of the programs, presentations, posters, material, sessions, networking lounge, discussions, attendees, exhibitors, the Exhibit Hall, and/or exhibits at the ASTRO Annual Meeting or on the Virtual Event platform are strictly forbidden without written authorization from ASTRO.

AUTHORIZATION FOR USE OF NAME, IMAGE, VOICE, WORDS, AND OTHER FORMS OF PARTICIPATION
An individual attending the 2020 ASTRO Annual Meeting understands that his or her image, likeness, name, voice and/or words may be captured in photographs or recordings taken during the meeting and grants ASTRO unrestricted permission to use, publish, display, reproduce, copy and distribute such image, likeness, name, voice and/or words, worldwide, for any purpose authorized by ASTRO, including but not limited to website use, training, publications, presentations, promotional marketing and advertising use, etc., in all forms of media now known or later developed. ASTRO has the right, but not the obligation, to identify you in connection with such media by name and/or affiliation.

NON SOLICITATION RULES
The Virtual Exhibit Hall gives 2020 ASTRO Annual Meeting attendees the opportunity to meet with participating representatives from the health care industry about their products and services in a professional atmosphere that is consistent with the educational mission of ASTRO.

All meeting attendees are prohibited from soliciting business from other attendees or exhibitors in any Virtual Event space, except that attendee’s or exhibitor's own Exhibit Booth or other approved exhibitor function.

OPEN PAYMENTS PROGRAM/PHYSICIAN PAYMENTS SUNSHINE ACT
Please note that exhibitors or other parties required to report under the Open Payments Program may track and report items, meals or other transfers of value that they provide to you during the 2020 ASTRO Annual Meeting in accordance with their interpretation of the requirements set forth in the Physician Payments Sunshine Act and regulations. If you have any question about whether an item or event is reportable, please ask the exhibitor/sponsor directly.
For more information on the Open Payments Program/Physician Payments Sunshine Act, visit ASTRO's Sunshine Act FAQs or the CMS website. Some states have similar reporting requirements that may be implicated.

AMENDMENT TO ATTENDEE POLICIES
Any matters not specifically covered by these Attendee Policies shall be subject to ASTRO’s sole discretion. ASTRO may, at any time, amend or add further policies, and all amendments and/or additions made shall be binding on all attendees equally along with the foregoing Attendee Policies.