2023 Event Registration Terms and Conditions
eClinicalWorks hosts the 2023 National Conference (“Event”) for the benefit of its customers, their affiliates, and their employees. To create the best environment to share ideas, eClinicalWorks sets these Terms and Conditions for attendance at the Event. These Terms and Conditions apply to each person who attends the Event ("Attendee"), regardless of whether the Attendee completed a formal registration, and by attending the Event Attendees tacitly consent to these Terms and Conditions.
Event Attendees are limited to eligible registrants, specifically eClinicalWorks customers, their affiliates, and their employees, as well as eClinicalWorks partners, affiliates, and guests. If you are not a current eClinicalWorks customer or a partner, please reach out to eClinicalWorks to discuss your registration. eClinicalWorks reserves the right to deny 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, you will receive a full refund of your paid Event fees but you will remain responsible for any travel expenses you may have incurred. Registration for the Event is for the full event, and no single-day passes are available. All registered Attendees agree to allow eClinicalWorks to contact them regarding their registration and attendance at the event. By registering for the Event, you agree to allow eClinicalWorks to communicate with you via email with information regarding the event. While eClinicalWorks recommends COVID-19 vaccines for all Attendees and exhibitors, eClinicalWorks is committed to following all federal and state laws at the Event. As such, while vaccines will not be required to attend the Event, eClinicalWorks requests that you monitor your health and do not attend if you feel unwell.
Personal Accountability Commitment: Any public space where other people are present holds an inherent risk of exposure to COVID-19 and other communicable diseases. Attendees agree to take necessary precautions while at the event, including, but not limited to, personal hygiene and hand sanitization, adherence to pathway signage, and self-monitoring and self-reporting.
PAYMENT OF FEES
Your registration fee should be paid at the time of registration. If you are 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 your registration. If special “early-bird” pricing is offered and you register but do not pay within thirty (30) days your registration will be cancelled and you will need to re-register and pay full price to attend the Event. Please reference the Registration Info webpage for fee schedule, deadlines, and cancellation policies. If there is an unpaid balance after the deadline, your registration may be cancelled. If there is an unpaid balance on your registration post-Event eClinicalWorks has the right to bill your practice directly.
CANCELLATIONS AND NO SHOWS
Registered Attendees who cancel or do not attend (No Show) for the Event forfeit any Event materials included in the registration fee. The health and safety of our guests remains our top priority. Please do not attend the Event if you are experiencing any of the following symptoms:
Shortness of breath
Loss of taste/smell
Running a temperature greater than 100.4° F
If you are experiencing any of these symptoms and need to cancel, please notify eClinicalWorks at email@example.com.
CANCELLATION OF EVENT
ECLINICALWORKS RESERVES THE RIGHT TO CANCEL, ALTER, OR RESCHEDULE THE EVENT FOR ANY REASON, INCLUDING BECAUSE ECLINICALWORKS DETERMINES IN ITS SOLE DISCRETION THAT THE EVENT CANNOT BE HELD AS PLANNED. ECLINICALWORKS ALSO RESERVES THE RIGHT TO CLOSE REGISTRATION WHEN TICKETS ARE SOLD OUT.
This registration type excludes the following:
Entry to dinner – passes may be available for purchase
Continuing education credits eligibility (if any)
Any other items determined by eClinicalWorks
PHOTO ID REQUIRED AT EVENT CHECK-IN
You must present a government-issued photo ID when checking into the Event (Registration Desk). If you need a name badge reprinted at any point during the Event, you will also need to present your photo ID to the eCW staff. If you don't have proper identification, you won't be able to receive a badge and won't be admitted into the Event.
Your business purpose for attending the Event will be verified before you are permitted to register. 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. You must present a government-issued photo ID to register. All information given to the registration staff must be correct and accurate to the best of your knowledge.
PHOTOGRAPHY AND VIDEOGRAPHY
Video or sound recording of any presentation 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.
You 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. Your image and your voice may be recorded through audio and/or visual means. If you are 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. Although you may take photos in hallways, video or sound recording of any presentation or training by Attendees is strictly prohibited.
You agree to behave in such a way as to create a safe, supportive learning environment while at the Event and any related events. You agree 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. You will comply with all applicable laws 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. eClinicalWorks will require Attendees engaging or threatening to engage in such behavior to leave the Event or related event immediately and such participants will not be eligible to receive a refund of any fees paid to eClinicalWorks related to the Event. If you witness such behavior, please promptly contact an eClinicalWorks staff member so direct action can be taken.
You may obtain, receive, or have access to certain confidential, non-public, or proprietary information regarding eClinicalWorks or its affiliates during the course of the Event. By completing registration for the Event, you agree 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. You agree that all content provided at the Event is proprietary, and no sessions or content may be recorded or copied.
Attendance at sessions and classes is on a first-come, first-served basis and space is limited to attendees only. Please arrive early to each session to secure your seat. eClinicalWorks may add, substitute, or cancel sessions and/or vary advertised programs or event times without prior notice. eClinicalWorks does not guarantee that you will be informed of such changes before the date of Event.
eClinicalWorks encourages you 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 or its affiliates. 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.
SHARING OF INFORMATION
Please be aware that attendance at exhibitor and sponsor sessions/activities is optional, and you may refuse to attend such sessions/activities without penalty; you acknowledge that if you do not permit sharing of your contact information in this context, you may not be able to attend some of the exhibitor or sponsor sessions/activities.
Further, if you choose to share your 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 your own discretion. eClinicalWorks is not responsible for information that you choose to share in such capacity at the Event.
To the extent permitted by law, you agree 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 your 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.
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 YOU OR ANY THIRD PARTY IN ANY MATTER ARISING FROM, RELATING TO, OR CONNECTED WITH THIS AGREEMENT EXCEED THE LESSER OF THE AMOUNT ACTUALLY PAID BY YOU TO ATTEND OR $100 USD.
ASSUMPTION OF RISK
You acknowledge and agree that your attendance and participation in the Event is voluntary. You agree to assume the risks associated with attending and participating in the Event to the fullest extent permitted under applicable 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.
Any and all controversies, claims, or disputes arising out of, relating to, or connected with this Agreement or your 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, you expressly waive your 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.
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 you and eClinicalWorks. This provision shall survive the termination of this Agreement, regardless of the cause of such termination.
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. 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.).