ASTRO is committed to making the Head and Neck Symposium 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 ASTRO’s meetings department and putting “Special Assistance” in the subject line.
ASTRO reserves the right to cancel this Head and Neck Symposium 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 of 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 without first being registered by their parent or guardian. Children and caregivers will need to be registered at the on-site registration counter.
Strollers, baby carriers or similar devices are permitted in meeting rooms and the exhibit hall as long as they do not block aisles or emergency exits. Parents/guardians who bring children into meeting sessions, exhibit hall, or any other meeting functions or areas are asked to help maintain a professional, disturbance-free environment. Children must be supervised at all times.
All attendees must adhere to the attendee policies.
- Registrations are for the specific individual registered and are not transferable.
- False certification of individuals as paid Head and Neck Symposium attendees, misuse of login information or any method of assisting unauthorized persons to gain access to any Head and Neck Symposium event or content is prohibited.
- Inappropriate or unauthorized conduct, or access to or use of content or information related to the Head and Neck Symposium, including but not limited to its sessions, Exhibit Hall, networking activities, faculty, exhibitors or attendees, are prohibited.
ASTRO Event Code of Conduct
ASTRO is committed to providing a professional, collegial, safe and respectful environment for all aspects of the Head and Neck Symposium. Attendees agree that they will conduct themselves professionally, demonstrate respect for the other attendees at all times (both within and outside of the JW Marriott Desert Ridge), 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 in ASTRO’s discretion determines are disrespectful of or infringe on the rights or safety of others, or that ASTRO deems potentially disruptive to the conduct of the meeting.
All attendees must always adhere to the ASTRO Event 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 the ASTRO Event Code of Conduct are determined by ASTRO in its sole discretion and any participants violating these rules may be subject to expulsion from the Head and Neck Symposium 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 Head and Neck Symposium, please seek ASTRO support at the Registration Desk and ASTRO Booth at the JW Marriott Desert Ridge or email us.
Access to Your Personal Information
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.
Badge Scan Code
Your badge will contain a scan code that includes your contact information as provided in your registration record. The contact information on your badge will include your registration confirmation number, name, professional suffix, title, company/organization, mailing address, phone number, email address (unless you opted to exclude your email address during the registration process), registration type, occupation and primary employer. Contact the Head and Neck Registration Center 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).
Recording, Reproduction and Reuse Prohibited
Copyright of all aspects of the Head and Neck Symposium 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 Head and Neck Symposium, including, but not limited to programs, presentations, posters, material, sessions, networking activities, discussions, attendees, exhibitors, the Exhibit Hall, and/or exhibits at the ASTRO Head and Neck Symposium 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 Head and Neck Symposium and may photograph or record parts of the Head and Neck Symposium, including, but not limited to, the Exhibit Hall and educational sessions. An individual attending the Head and Neck Symposium 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.
The Exhibit Hall gives the Head and Neck Symposium 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 Head and Neck Symposium 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.
The JW Marriott Desert Ridge 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.