Terms & Conditions

Terms and Conditions

 

1. General Information

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These Terms and Conditions govern your participation in ACT3 in Washington, DC (the "Event") June 4-6, 2025, at the Washington Hilton in Washington, D.C. By registering for the Event, you agree to comply with and be bound by these Terms and Conditions. It is crucial that you read and understand these terms in their entirety, as they outline your rights and responsibilities as a registered participant. If you do not agree to these Terms and Conditions, you must not register for the Event.

 

2. Date and Location Changes

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We reserve the right to change the dates, location, or format of the Event due to unforeseen circumstances, including but not limited to natural disasters, governmental restrictions, or other emergencies. Should such changes occur, we will make reasonable adjustments for individuals who have already paid convening fees. We will communicate any changes promptly via email and through our official website. It is the participant's responsibility to ensure that their contact information is correct and updated in our registration system. We appreciate your understanding and flexibility in the event of such changes.

 

3. Admission Pricing

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Early Bird Admission: The early bird admission deadline is March 15. After this date, regular admission prices will apply with no exceptions. We encourage participants to register early to take advantage of the discounted rates, as they provide significant savings and allow us to better plan for the Event.

 

Refund Policy: We understand that plans may change, and we strive to be fair in our refund policy:

 

Full Refunds: Available up to 30 days prior to the Event. Requests for refunds must be submitted in writing via email to our registration office. Refunds will be processed within 14 business days of the request.

 

Partial Refunds: 50% refunds are available if cancellation occurs 14 days before the Event. In such cases, participants will also need to provide a written request. Refunds for partial cancellations will consider any administrative fees that may apply.

 

No Refunds: No refunds will be issued for cancellations made within 15 days of the Event. We advise participants to consider this policy when making travel and accommodation arrangements.

 

4. Registration Transfer

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Registration is transferable up to 72 hours before the Event. To transfer your registration, please contact us directly with the details of the original registrant and the individual to whom the registration will be transferred. We reserve the right to request identification from the new registrant at check-in. All transfer requests must be made in writing and may be subject to administrative fees.

 

5. Registration Fee Inclusions

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The convening registration fee includes:

• An all-access pass to the Event, which grants entry to all sessions, workshops, and presentations.

• Meals offered as part of the program, including breakfast, lunch, and refreshments during breaks. Specific dietary requirements should be communicated to us at least two weeks in advance, and we will make reasonable accommodations wherever possible.

• Access to the bookstore, where a selection of relevant publications and materials will be available for purchase.

• Access to the relaxation lounge, designed for participants to unwind and recharge during the Event. We encourage attendees to take advantage of this space for quiet relaxation.

• Access to conference vendors, providing unique products and services that align with the themes of the convening. Vendor hours will be posted in the Event program.

 

 

 6. Third-Party Cancellation Risks

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Any cancellations by third-party travel providers or vendors (e.g., airlines, hotels) are at the risk of the purchaser. We highly recommend that attendees consider purchasing travel insurance to mitigate any potential financial loss due to unforeseen circumstances such as flight cancellations, illness, or other emergencies. It is advisable to read the cancellation policies of your travel providers before making arrangements. We will not be responsible for any losses incurred due to third-party cancellations.

 

7. Special Rates and Coupons

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Any special rates, discounts, or coupons issued for the Event are non-transferable and may not be combined with any other offers. Participants must present valid documentation to claim any advertised rates at the time of registration. We reserve the right to revoke any discounts or special rates if these terms are not adhered to.

 

8. Travel and accomodation

 

Please note that accommodation and travel arrangements are separate and not included in the registration fee. Participants are responsible for their own lodging and transportation. We recommend making travel arrangements as early as possible to secure the best rates.

 

The official hotel for the Event is the Washington Hilton. We encourage participants to make their reservations early, as the hotel may have limited availability. Reservations must be made directly with the hotel, and group rates are non-transferable. The group rates must be booked by the date specified by the hotel for them to be honored.

 

For specific details regarding rates, changes, and cancellation fees, please refer directly to the Washington Hilton. Any issues related to hotel reservations, including changes or cancellations, should be addressed directly with the Hilton's customer service. We recommend checking the hotel’s policy on early check-in and late check out.