2026 Event Registration Terms and Conditions

eClinicalWorks, LLC on behalf of itself and its affiliates and subsidiaries (collectively, €eClinicalWorks€ or €eCW€) hosts the eClinicalWorks and healow National Conference ("Event") for the benefit of its customers and their employees. To create the best environment to share ideas, eClinicalWorks requires each person who attends the Event, including eClinicalWorks customers, potential customers, their employees and guests, as well as eClinicalWorks partners, sponsors, invited guests, affiliates and their employees (€Attendee€) to consent and adhere to these Terms and Conditions. These Terms and Conditions apply to each Attendee regardless of whether the Attendee completed formal registration. By attending the Event, Attendees consent to these Terms and Conditions.

I.    ATTENDEES AND REGISTRATION
Event Attendees are limited to eligible registrants as defined above. If you are not a current eClinicalWorks customer or a partner, please reach out to eClinicalWorks to discuss registration. Prospective clients may be invited to attend at the discretion of eClinicalWorks. Prospective clients will not receive entry to the Saturday Night Celebration, Continuing Education Credits, giveaways, or any other items determined by eClinicalWorks.
Saturday Night Celebration Guest Passes. eClinicalWorks may offer Saturday Night Celebration guest passes for purchase by registered Attendees for their invited guests or travel companions. Current pricing and availability will be posted on the official Event website, and all purchasers should refer to the website for the most up-to-date information. Guest passes are required for entry to the Saturday Night Celebration for all guests not attending as Clients. All Attendees and their guests must present appropriate credentials for entry.  Individuals under the age of eighteen (18) must be accompanied by a registered adult Attendee at all times.  Guest passes must be purchased and physically picked up no later than 5:00 PM local time on the day of the Saturday Night Celebration. Guest passes not picked up by that time may be forfeited without refund. Badges and guest passes will be checked and may be electronically scanned prior to admission into the Saturday Night Celebration venue.
Walk-in Registration.  If you did not register in advance and if tickets have not sold out, you may be allowed to register during the Event.  If you are not a customer of eClinicalWorks and/or do not have a practice APU ID, your registration will be delayed until your business purpose can be verified. Attendees must present a government-issued photo ID to register as a walk-in. All information given to the registration staff must be correct and accurate.
Registration for the Event is for the full Event, and no single-day passes are available. All Attendees agree to allow eClinicalWorks to contact them via email, text message or phone call with information regarding the event. 
eClinicalWorks reserves the right to deny or cancel registration and attendance to the Event to any individual or corporate applicant(s) for any reason in its sole discretion. If your registration is denied or cancelled, you will receive a full refund of your paid Event fees but you will remain responsible for any travel expenses you may have incurred. 
eClinicalWorks reserves the right to close registration when tickets are sold out. eClinicalWorks reserves the right to deny entry to any individual who does not possess valid credentials or who violates these Terms and Conditions.
 

II.    PAYMENT OF FEES 
The registration fee should be paid at the time of registration. If Attendee is unable to pay with a credit card at the time of registration, please reach out to eClinicalWorks to pay as soon as possible. Payments made by an alternative method are due within thirty (30) days. If payment has not been made within the thirty (30) days, eClinicalWorks may cancel Attendee€™s registration. For early bird registrations payment must be made within thirty days of registering or full price conference fees will apply. Please reference the Registration Info webpage for fee schedule, deadlines, and cancellation policies. If there is an unpaid balance on Attendee€™s registration post-Event eClinicalWorks has the right to bill Attendee€™s practice directly.
 

III.    ATTENDEE CANCELLATIONS AND NO SHOWS 
Registered Attendees who cancel or do not attend the Event forfeit any Event materials and the registration fee. 
 

IV.    HEALTH AND PERSONAL ACCOUNTABILITY 
While eClinicalWorks recommends COVID-19 vaccines for all Attendees and exhibitors,  eClinicalWorks is committed to following all federal and state laws at the Event. Vaccines will not be required to attend the Event.
Personal Accountability Commitment: Any public space where other people are present holds an inherent risk of exposure to COVID-19 and other communicable diseases. Attendee acknowledges that participation in the Event may expose Attendee to risks of illness, including but not limited to COVID-19 and other communicable diseases. Attendee voluntarily assumes all risks related to exposure to communicable diseases and release and hold harmless eClinicalWorks, its affiliates, officers, employees, agents, contractors, sponsors, and the Event venue from any and all claims, liabilities, damages, or expenses arising out of or related to such exposure. 
Attendees agree to take necessary precautions to prevent any such exposures while at the Event. Attendees should not attend the Event if Attendee is experiencing any of the following symptoms:
- Coughing
- Shortness of breath
- Sore throat
- Muscle aches
- A headache
- Chills/shaking
- Loss of taste/smell
- Running a temperature greater than 100.4° F

V.  CANCELLATION OF EVENT 
ECLINICALWORKS RESERVES THE RIGHT TO CANCEL, ALTER, OR RESCHEDULE THE EVENT FOR ANY REASON.
In the event of cancellation, modification, postponement, or conversion to a virtual format, Attendee€™s sole and exclusive remedy shall be a refund of registration fees actually paid.  eClinicalWorks shall not be responsible for travel, lodging, or other incidental expenses.
 

VI.    PHOTO ID REQUIRED / BADGES
During check-in, eClinicalWorks may request Attendee to present a government-issued photo ID to verify Attendee€™s identity.
Badges are non-transferable and remain the property of eClinicalWorks. Badge reprints are not guaranteed and may be issued only after verification of identity to the satisfaction of eClinicalWorks. eClinicalWorks reserves the right, in its sole and absolute discretion, to deny any badge reprint request if it suspects badge sharing, unauthorized access, misrepresentation, fraud, or any violation of these Terms and Conditions.
If eClinicalWorks elects to issue a replacement badge, a reprint fee of $100 USD will apply. The reprint fee must be paid onsite, in full, prior to issuance of the replacement badge. No replacement badge will be issued without payment of the applicable fee.
eClinicalWorks may investigate any suspected misuse of credentials and may revoke Event access without refund.
VII.    PHOTOGRAPHY AND VIDEOGRAPHY 
Although Attendee may take photos in hallways or during the Saturday Evening Celebration, video or sound recording of any presentation, demonstration, conversation, or training is strictly prohibited in order to protect the intellectual property of eClinicalWorks, its sponsors, exhibitors, and presenters. eClinicalWorks may make recordings of presentations available to clients, at their discretion. Attendee should be aware that eClinicalWorks may take photographs and video in public areas of the Event (session rooms, exhibit halls, etc.). eClinicalWorks may use such media in marketing materials, educational products, and publications. By attending the Event, Attendee grants eClinicalWorks a worldwide, royalty-free, perpetual, irrevocable license to use Attendee€™s name, image, likeness, voice, and statements in any media now known or later developed, for promotional, marketing, educational, or commercial purposes, without compensation or further approval.  If Attendee is identified during the recording, or identify yourself by name, that information may be included in eClinicalWorks' materials. Recordings may be edited, copied, exhibited, published, or distributed, and recordings will be owned by eClinicalWorks. Additionally, eClinicalWorks is not responsible for recordings, photographs or content created or distributed by other Attendees.
 

VIII.    CONDUCT
Attendee agrees to behave in such a way as to create a safe, supportive learning environment while at the Event and any related events. Attendee agrees not to engage in disruptive speech or behavior, create a health or safety hazard or otherwise interfere with the Event or other individuals' participation in the Event. Attendee will comply with all applicable rules, regulations, laws, and policies of the Event venue and Event hotels and agree not to engage in any form of harassing, offensive, discriminatory or threatening speech or behavior, including relating to race, gender, sexual orientation, religion or disability. Attendees are prohibited from offering goods or services to or attempting to sell or purchase goods and services from, anyone other than a sponsored vendor. Failure to comply with the terms of this Section may result in the immediate removal of the Attendee at the sole discretion of eClinicalWorks. Such removal will result in the forfeit of such Attendee€™s registration fees. If Attendee witnesses such behavior, please promptly contact an eClinicalWorks staff member so direct action can be taken.
 

IX.    UNAUTHORIZED EVENTS, PROMOTIONS, AND BRAND USAGE
Attendees, sponsors, exhibitors, and other participants are strictly prohibited from organizing, hosting, promoting, or conducting any independent event, meeting, hospitality suite, demonstration, reception, or gathering within the Event venue or official Event hotels during Event dates without the prior written approval of the eClinicalWorks Event Team.
The placement, distribution, or display of any signage, banners, marketing materials, branded merchandise, promotional items, digital advertisements, or other materials within the Event venue or official Event hotels without prior written approval is strictly prohibited.
Offsite Events. Any offsite event conducted during or immediately before or after the Event dates may not use the name €eClinicalWorks,€ €healow,€ or any variation thereof in the name, branding, domain names, social media handles, or promotional materials or imply affiliation with, endorsement by or sponsorship from eClinicalWorks.
No Event logos, trademarks, copyrighted materials, or imagery may be used without the prior written authorization of eClinicalWorks.
Violation of this section may result in immediate removal, revocation of credentials, prohibition from future events, and potential legal action.
 

X.    CONFIDENTIALITY 
Attendee may obtain, receive, or have access to certain confidential, non-public, or proprietary information regarding eClinicalWorks during the course of the Event. By completing registration for the Event, Attendee agrees to maintain as strictly confidential all such information and not disclose any such information for any reason to any third parties without eClinicalWorks prior written consent. Attendee agrees that all content provided at the Event is proprietary, and no sessions or content may be recorded or copied by Attendees.

All materials, presentations, software demonstrations, trademarks, logos, and content presented at the Event remain the exclusive property of eClinicalWorks or their respective owners. Attendance does not grant any license or ownership rights over such materials.
 

XI.    SESSIONS 
Attendance at sessions and classes is on a first-come, first-served basis and space is limited to Attendees only. Attendee understands and agrees that their attendance at a certain session is not reservable in advance. Please arrive early to each session to secure a seat. Attendees acknowledge that they may be turned away at certain sessions due to room capacity limits if the session is already full. eClinicalWorks may add, substitute, or cancel sessions and/or vary advertised programs or event times without prior notice. eClinicalWorks does not guarantee that Attendee will be informed of such changes before the date of Event.

XII.    OPINIONS
eClinicalWorks encourages Attendees to meet and visit with all of the companies who will be joining us as official sponsors and exhibitors at the Event. The views or opinions expressed by any attendee, speaker, or sponsor are not necessarily the views or opinions of eClinicalWorks. All attendees, speakers, and sponsors are responsible for their own content (including presentations, marketing collateral, advertising, and online content) and warrant that none of their content infringes on the intellectual property rights of others.
 

XIII.    SHARING OF INFORMATION 
By registering for or attending the Event, Attendee consents and agrees that the contact information provided to eClinicalWorks may be shared with respective exhibitors or sponsors. Please refer to eClinicalWorks Privacy Policy at www.eclinicalworks.com/privacy/ if there are any questions. Additionally, Attendee agrees to receive email, phone and text communications from such exhibitor or sponsor, subject to their corresponding terms and privacy policies. There may be links or communications that Attendee receives from exhibitors or sponsors, which may include third party content that eClinicalWorks does not control, maintain or endorse. eClinicalWorks does not control those third party sites or any of the content contained therein and Attendee expressly acknowledges and agrees that eClinicalWorks and healow are in no way responsible or liable for any of those third party sites, including, without limitation, their content, policies, failures, promotions, products, services, actions and/or any damages, losses, failures or problems caused by, related to or arising from those third parties or their sites. ATTENDEE€™S CORRESPONDENCE AND BUSINESS DEALINGS WITH OTHERS FOUND ON OR THROUGH THE SITES, INCLUDING, WITHOUT LIMITATION, THE PAYMENT AND DELIVERY OF PRODUCTS AND SERVICES, AND ANY TERMS, CONDITIONS, WARRANTIES AND REPRESENTATIONS ASSOCIATED WITH ANY SUCH DEALINGS, ARE SOLELY BETWEEN ATTENDEE AND THE THIRD PARTY. ECLINICALWORKS ENCOURAGES ATTENDEE TO REVIEW ALL POLICIES, RULES, TERMS AND REGULATIONS, INCLUDING THE PRIVACY POLICIES AND TERMS OF USE OF EACH AND ANY THIRD PARTY SITE THAT ATTENDEE VISITS. ECLINICALWORKS DISCLAIMS ANY HARM THAT MAY RESULT FROM THE CHOICE TO USE ANY THIRD PARTY SERVICES, INCLUDING, BUT NOT LIMITED TO, THIRD PARTY SERVICES HOSTED ON THE SITE WHICH MAY ASK TO ACCESS, AND MAY RETAIN ATTENDEE€™S PERSONAL INFORMATION. ATTENDEE AGREES THAT THE USE OF THIRD PARTY SERVICES IS AT ATTENDEE€™S OWN RISK. If there is a dispute between participants and any third party, Attendee understands and agrees that eClinicalWorks is under no obligation to become involved. Please be aware that attendance at exhibitor and sponsor sessions/activities is optional, and Attendee may refuse to attend such sessions/activities without penalty; Attendee acknowledges that if Attendee does not permit sharing of Attendee€™s contact information in this context, Attendee may not be able to attend some of the exhibitor or sponsor sessions/activities. Further, if Attendee chooses to share contact information with anyone at the Event, including, but not limited to, event sponsors, fellow attendees, or eClinicalWorks employees (in a personal capacity), that is at Attendee€™s own discretion. eClinicalWorks is not responsible for information that Attendee chooses to share in such capacity at the Event.
 

XIV.     INDEMNITY 
To the extent permitted by law, Attendee agrees to indemnify, defend, and hold harmless eClinicalWorks, the Event hotels/convention center where the Event is being held, and their respective employees, officers, directors, and agents against all claims, losses,
or damages to persons or property, governmental charges or fines, and costs (including reasonable attorney's fees) arising out of or connected to Attendee€™s actions or failure to act in accordance with the Terms and Conditions, except those claims arising out of the other party's gross negligence or willful misconduct.
 

XV.    LIMITATION OF LIABILITY
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT WILL (A) ECLINICALWORKS BE LIABLE FOR ANY LOSS OF DATA, LOSS OF PROFITS, LOSS OF OPPORTUNITY, COST OF COVER OR OTHER SPECIAL, INCIDENTAL, CONSEQUENTIAL, INDIRECT, PUNITIVE, EXEMPLARY OR RELIANCE DAMAGES AND (B) THE AGGREGATE LIABILITY OF ECLINICALWORKS TO ATTENDEE OR ANY THIRD PARTY IN ANY MATTER ARISING FROM, RELATING TO, OR CONNECTED WITH THIS AGREEMENT EXCEED THE GREATER OF THE REGISTRATION FEES OR $100 USD.
 

XVI.    GOVERNING LAW 
This Agreement, its validity, construction, and effect shall be governed by the laws of the State of Massachusetts. In the event that any part of this Agreement is declared to be void or unenforceable by a court having jurisdiction, the remainder of this Agreement shall continue in full force and effect with such void or unenforceable part thereof deleted therefrom.
 

XVII.    ARBITRATION 
Any and all controversies, claims, or disputes arising out of, relating to, or connected with this Agreement or Attendee€™s attendance or use of the content provided by the Event shall be referred to and settled by individualized arbitration administered by the American Arbitration Association ("AAA") in accordance with the provisions set forth under the AAA's Commercial Arbitration Rules and any other applicable rules and procedures ("Rules") by a panel of three arbitrators appointed in compliance with the Rules. This includes all disputes over arbitrability. The Parties to this Agreement further acknowledge and agree that:

1. The location of the arbitration, including the location of all arbitration hearings, shall be Boston, Massachusetts;
2. The arbitral award shall address the costs and expenses of arbitration and all matters related thereto, including, the allocation of same between the parties;
3. The award of the arbitrators shall be final and binding upon the parties; and
4. The parties submit to the jurisdiction of the federal courts of Massachusetts for the purposes of ratifying any award made pursuant to arbitration proceedings conducted in accordance with this clause and/or may enforce the award through such courts.

By attending the Event or using the content from the Event, Attendee expressly waives the right to pursue all controversies, claims, or disputes in court and instead must submit any such controversies, claims, or disputes to arbitration as described above.
 

XVIII.    WAIVER OF CLASS AND JOINT CLAIMS 
Any arbitration (or, if arbitration of the action is not permitted by law, litigation) shall be solely on behalf of an individual person, and shall not be consolidated or joined with the claims of any other person or brought on behalf of a putative class unless previously agreed to in writing by Attendee and eClinicalWorks. This provision shall survive the termination of this Agreement, regardless of the cause of such termination.
 

XIX.    GENERAL
eClinicalWorks reserves the right to change, amend, add or remove any of the above Terms & Conditions in its sole discretion at any time and without prior notice. Such modifications will apply prospectively and will be available on the Terms & Conditions of the Event website. If one or more of the conditions outlined in these Terms & Conditions should become invalid, the remaining conditions will continue to be valid and apply. These Terms & Conditions apply to all Event participants (attendees, speakers, sponsors, exhibitors, etc.). 
 

XX.    ACCESSIBILITY & ACCOMMODATIONS
eClinicalWorks is committed to providing reasonable accommodations in accordance with applicable law. Requests must be submitted at least thirty (30) days prior to the Event.  Please make such request via email at accessibility@eclinicalworks.com or phone at (866) 888-6929. While commercially reasonable efforts will be made, specific accommodation may not be guaranteed.

XXI.    PRIVACY STATEMENT 
For information about eClinicalWorks privacy policy, see  https://request.eclinicalworks.com/privacy/privacy-policy.php.