Annual Meeting Attendee Policies

By registering for the 2022 ASTRO Annual Meeting (hereafter referred to as “Annual Meeting”) 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 at 703-502-1550 or by emailing the meetings department and putting “Special Assistance” in the subject line.

CANCELLATION STATEMENT
ASTRO reserves the right to cancel this Annual Meeting and any ticketed or special events due to 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 Exhibit Hall (“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 activities, faculty, exhibitors or attendees, are prohibited.

 

ATTENDEE CONDUCT AND 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 ASTRO’s Code of Conduct which states:

“ASTRO’s culture and Code of Conduct is based on trust, mutual respect and high standards of professional conduct and ethics. We rely on the good judgment of our members, attendees and staff to comply with the law and act with integrity in all situations. We have zero tolerance for sexual or any other type of harassment or unprofessional conduct in the workplace or at any ASTRO event.

All participants in ASTRO events – both in person and virtual – are expected to show respect for and honor the dignity of all individuals regardless of race, ethnicity, national origin, age, religion, ability, gender identity and expression, sexual orientation, or personal characteristics. ASTRO encourages members or attendees to identify and report to the proper authorities any colleague who engages in inappropriate, unprofessional or unsafe activities.”

Violations of ASTRO’s Code of Conduct are determined by ASTRO in its sole discretion and any participants violating these rules may be subject to: expulsion from the Annual Meeting without obligation on the part of ASTRO to refund any fees, ineligibility for attendance at future ASTRO Meetings, possible referral to appropriate authorities, and other consequences at the discretion of ASTRO. 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 an updated decision that would allow participation, subject to any conditions prescribed.

If you have any concerns about conduct at the Annual Meeting, please seek ASTRO support at the ASTRO Resource Center at the Henry B. Gonzalez Convention Center or email us at conduct@astro.org.

ACCESS TO YOUR PERSONAL INFORMATION
GENERALLY
Your registration and participation information are being used by ASTRO in various ways to facilitate meeting and housing operations. It also may be used to create a mailing list that ASTRO provides to exhibitors and others in accordance with ASTRO policies, including name, professional suffix, title, company/organization, mailing address, registration type, occupation and primary employer. Registrants have the option to decline to have their name provided on this mailing list during the registration process.

To the extent that you participate in the virtual meeting experience, your Name will be visible in the educational sessions and other areas of the virtual platform. You will have the opportunity to update and/or change your Name and include additional contact information. At any time, you may mark your profile as private and/or select not to receive emails from the virtual platform. Further information about use of personal information is found in ASTRO’s Annual Meeting Policies, Terms of Use and Privacy Policy.

BADGE SCAN CODE
In addition, your badge will contain a scan code that includes your contact information. The contact information on your badge will include your registration confirmation number, name, professional suffix, title, company/organization, mailing address, phone number and email address (unless you opted to exclude your email address during the registration process), registration type, occupation and primary employer. Contact the ASTRO Registration Center at astroregistration@spargoinc.com or stop by registration on site if you would like to confirm the contact information that is encoded on your badge. You may present your badge to be scanned by exhibitors in the Exhibit Hall while visiting an exhibitor’s booth or attending other events such as Industry-Expert Theaters (IET) or Industry Satellite Symposia (ISS), which will provide your contact information to them and allow them to follow up with additional information on their products/services. This may also provide sufficient information for them to report information about any transfers of value they provide to you, such as meals, under the Open Payments Program, if applicable (see below).

Please be aware that it is your decision whether or not to present your badge for scanning and once you share your information with an exhibitor, its use will be governed by their policies. ASTRO has no responsibility for or control over their use and advises that you familiarize yourself with their policies prior to sharing your information. If you have questions about how a specific exhibitor uses your information, please reference the exhibitor's privacy policy or contact them directly.

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. Photographing, filming, taping, recording or any form of capture or reproduction in any medium of any aspect of the 2022 ASTRO Annual Meeting, including, but not limited to programs, presentations, posters, material, sessions, networking activities, discussions, attendees, exhibitors, the Exhibit Hall, and/or exhibits at the ASTRO Annual Meeting are strictly forbidden without written authorization from ASTRO. ASTRO does allow limited non-flash photography and audio or video recording using hand-held devices solely for personal and non-commercial use and only to the extent that such activity is not disruptive as determined by ASTRO.

ASTRO OFFICIAL PHOTOGRAPHY/VIDEOGRAPHY AND ATTENDEE AUTHORIZATION FOR USE OF NAME, IMAGE, VOICE, WORDS AND OTHER FORMS OF PARTICIPATION
ASTRO has secured official photographers/videographers to document and capture meeting sessions, discussions and other events at the 2022 ASTRO Annual Meeting and may photograph or record parts of the Annual Meeting, including, but not limited to, the Exhibit Hall and educational sessions. An individual attending the 2022 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.

COVID-19 HEALTH AND SAFETY PROTOCOLS
As the health and safety of attendees and exhibitors is ASTRO’s highest priority, ASTRO will be implementing protocols that seek to ensure those attending the meeting are safe. ASTRO will be closely monitoring federal, state and local recommendations and will update these protocols based on the current conditions at the time of the meeting. We encourage attendees to check astro.org/safety for the latest information and updates. All attendees agree to comply with the most up to date version of the ASTRO Annual Meeting Health and Safety Protocols found at astro.org/safety.

COVID-19 Waiver and Assumption of Risk
All attendees who register to attend the ASTRO Annual Meeting acknowledge that they are aware of the inherent risk of exposure to the COVID-19 virus while attending the in-person meeting and that COVID-19 is a highly contagious disease that can lead to severe illness and death. Further, attendees voluntarily assume all risks related to exposure to COVID-19 when attending the in-person ASTRO Annual Meeting and events and WAIVE LIABILITY AGAINST ASTRO, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, CONTRACTORS AND VOLUNTEERS FOR ANY LOSS, DAMAGES OR SUFFERING RELATED TO EXPOSURE TO COVID-19.

FIRST AID
There is a First Aid Station on site for the convenience of our attendees, but ASTRO makes no representation and assumes no liability for any care provided there. Attendees use this resource at their own discretion and may always seek medical assistance as needed by their own provider or by contacting the Henry B. Gonzalez Building emergency line at 210-207-7773.

NON-SOLICITATION RULES
The Exhibit Hall gives 2022 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 the Exhibit Hall, except in 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 2022 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.

SHUTTLE BUS SERVICE
Shuttle buses will operate between official ASTRO hotels and Henry B. Gonzalez Convention Center. The service will be provided continuously throughout the day starting on Saturday, October 22, 2022, and ending on Wednesday, October 26, 2022. Shuttle buses are offered by an independent third-party company for the convenience of our attendees, but ASTRO makes no representation and assumes no liability for any aspect of the bus service. Attendees use this resource at their own risk and must comply with all rules and requirements regarding shuttle bus use. More information about shuttle bus availability, schedule, rules and requirements can be found on the ASTRO website.

LUGGAGE/COAT CHECK SERVICE
As a service to attendees, ASTRO provides a luggage/coat check area at the Henry B. Gonzalez Convention Center for attendees to store coats, luggage, personal items, etc. for a small fee. This service is being provided by a third party, RK Group, who is not affiliated with ASTRO. Attendee understands and agrees, which agreement is evidenced by electing to use this service, that ASTRO is not responsible for the articles checked or the contents of articles checked at the luggage/coat check area. Further, attendee releases ASTRO and its employees, officers and Board of Directors from any liability for items that are lost or stolen.

NO-SMOKING POLICY
Henry B. Gonzalez Convention Center is a non-smoking facility. Smoking is prohibited in all meeting facilities, including public areas, the Exhibit Hall and food service areas.

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.


American Society for Radiation Oncology
251 18th Street South, 8th Floor
Arlington, VA 22202
Telephone: 703-502-1550
www.astro.org

TERMS OF USE & PRIVACY POLICY

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