TERMS AND CONDITIONS

These are the Terms & Conditions (the “Terms”) that apply to all attendees or Vena Solutions’ (“Vena”) 2025 Excelerate Conference (the “Conference”). 

Payments: All Las Vegas in person bookings made prior to the Conference must be paid in full to guarantee registration. Once payment has been received, an email confirmation and a receipted invoice will be sent. If payment is not made at the time of booking, registration will be provisional.  Payment must be received and processed by the Conference date or registration will be canceled.  

Cancellation Policy & Changes to Conference Program 

1. Cancellation by attendee: In the event that you wish to cancel your attendance at the Conference, you must provide written notice to Vena. The following cancellation fees shall apply:
   1. If notice of cancellation is received more than 30 days prior to the Conference, you will be entitled to a full refund of any registration fees paid.
   2. If notice of cancellation is received between 15 and 30 days prior to the Conference, you will be entitled to a refund of 50% of any registration fees paid.
   3. If notice of cancellation is received less than 15 days prior to the Conference, no refund of registration fees will be provided.
2. Cancellation by Vena: Vena reserves the right to cancel or reschedule the Conference at any time for any reason. In the Conference of such cancellation or rescheduling, Vena will provide written notice to all registered attendees. In the event of cancellation, you will be entitled to a full refund of any registration fees paid. In the event of rescheduling, you will have the option to attend the rescheduled Conference or receive a refund of any registration fees paid. Attendees are solely responsible for travel and hotel arrangements and any associated expenses in connection with the same. 

Vena may (at its sole discretion) change the format (including, without limitation, from a physical in-person Conference to a virtual Conference and vice versa), speakers, participants, content, venue location and program, or any other aspect of the Conference at any time and for any reason, whether or not due to a Force Majeure Conference (as defined below), in each case without liability.  

Indemnification. By attending the Conference, you agree to indemnify and hold Vena harmless from any claims, damages, liabilities, costs, or expenses (including reasonable attorneys' fees) arising out of or in connection with your attendance at the Conference, including but not limited to any injury, loss, or damage suffered by you or any third party.

Intellectual Property. All intellectual property rights in relation to the Conference, including but not limited to copyrights, trademarks, and patents, shall remain Vena’s property. You agree not to use, reproduce, modify, or distribute any intellectual property associated with the Conference without the express written consent of Vena.

Photographs, Publicity Material, Radio and Television, and Print Media

1. By attending the Conference, you hereby grant Vena and its affiliates the right to use, reproduce, and distribute any photographs, audiovisual recordings, and/or other media captured during the Conference, including your likeness, voice, and any materials provided by you, for the purposes of Conference promotion, marketing, advertising, and publicity, in any and all forms of media or technology now known or hereafter developed, without any further compensation or notification to you.
2. You acknowledge and agree that Vena shall have the right to edit, modify, adapt, and create derivative works of the photographs, audiovisual recordings, and/or other media captured during the Conference, without your prior approval.
3. You hereby release and discharge Vena, its affiliates, and their respective directors, officers, employees, agents, and representatives from any and all claims, demands, actions, suits, or liabilities arising out of or in connection with the use, reproduction, distribution, or publication of the photographs, audiovisual recordings, and/or other media captured during the Conference, including any claims for defamation, invasion of privacy, or infringement of rights of publicity or intellectual property.
4. Notwithstanding anything to the contrary, you understand and agree that Vena has no obligation to use or distribute any photographs, audiovisual recordings, and/or other media captured during the Conference, and Vena shall have sole discretion in determining the manner, timing, and extent of any such use or distribution.

Speakers: Views expressed by speakers are their own. Vena shall have no liability for advice given, or views expressed, by any speaker at the conference or in any material provided to attendees. Vena may use the speaker’s name and presentation materials for promoting attendance at the conference. Vena may audio and/or video record sessions and the recording may be reproduced and sold as part of the overall conference materials. Speakers and delegates consent to the incidental use of their names and likenesses to the extent included in any such audio and/or videotape. Vena may reproduce copies of the speaker’s presentation (e.g., PowerPoint slides or supporting handouts) on paper and/or electronically and these may be sold as part of the overall hand-out materials during the conference and after the event. Any acknowledgement regarding copyright or support should be included at the end of the abstract/presentation, as these will be distributed to the conference delegates. Speakers who do not wish to give permission for the above terms and conditions should contact Vena’s events team before the commencement of the conference.  

Consent to Use of Personal Information. By attending the Conference, you hereby consent to the collection, use, and disclosure of your personal information in accordance with Vena’s Privacy Policy. You acknowledge that Vena may collect your personal information for the purposes of Conference promotion, future Conference planning, and sharing information with Conference sponsors. The personal information collected may include your name, company, job title, email address, and any other information provided by you during the registration process. You understand that Vena may use your personal information for marketing and promotional purposes, including the use of photos and videos taken at the Conference for social media and future Conference promotion. You further acknowledge that by providing your personal information, you are voluntarily consenting to Vena's use of such information as described herein.

Confidentiality. You agree to keep confidential any information disclosed to you during the Conference that is designated as confidential by Vena or its partners. This includes, but is not limited to, any proprietary information, trade secrets, or confidential business information. You agree not to disclose, reproduce, or distribute any such confidential information without the express written consent of Vena. You understand that any unauthorized disclosure or use of confidential information may result in legal action and damages.

Force Majeure. Vena shall not be liable for any failure or delay in performing its obligations under these Terms to the extent that such failure or delay is caused by an event beyond its reasonable control, including but not limited to acts of God, natural disasters, government actions, labor disputes, or technical failures. In the Conference of any such delay or failure, Vena shall be excused from its performance obligations for the duration of the Conference and shall not be liable for any resulting damages or losses.

Limitation of Liability. To the fullest extent permitted by law, Vena shall not be liable for any indirect, incidental, consequential, special, or punitive damages arising out of or in connection with your attendance at the Conference, including but not limited to any injury, loss, or damage suffered by you or any third party. In no Conference shall the total liability of Vena exceed the amount paid by you for the Conference registration.

Waiver. The failure of either party to enforce any provision of these Terms shall not be deemed a waiver of such provision or any other provision. Any waiver of a provision must be in writing and signed by the waiving party.

Assignment. You may not assign, transfer, or delegate any of your rights or obligations under these Terms without the prior written consent of Vena. Vena may freely assign, transfer, or delegate its rights and obligations under these Terms.

Notices. Any notices or communications required or permitted to be given under these Terms shall be in writing and delivered personally, sent by registered mail, or transmitted by email to the addresses provided by the parties.

Survival. The provisions of these Terms that by their nature survive the termination or expiration of these Terms, including but not limited to the provisions related to indemnification, intellectual property, governing law and jurisdiction, severability, entire agreement, waiver, assignment, and notices, shall survive such termination or expiration. 

Governing Law and Jurisdiction. These Terms shall be governed by and construed in accordance with the laws of Province of Ontario and the federal laws of Canada applicable therein. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of the Province of Ontario. 

Severability. If any provision of these Terms is found to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect. The invalid, illegal, or unenforceable provision shall be replaced with a valid, legal, and enforceable provision that achieves the intended economic and legal effect of the original provision.

COVID-19 & Other Risks Acknowledgement

1. By attending the Conference, you acknowledge and understand that there are inherent risks associated with participating in the Conference, including but not limited to the risk of exposure to COVID-19 or other communicable diseases. You further acknowledge and understand that despite the implementation of certain preventative measures by Vena, such as social distancing and enhanced sanitization protocols, it is not possible to eliminate all risks associated with attending the Conference.
2. You voluntarily assume all risks, known and unknown, related to attending the Conference, including the risk of contracting COVID-19 or other communicable diseases. You agree to comply with all health and safety guidelines and protocols established by Vena, including but not limited to wearing face masks, practicing social distancing, and following any additional instructions provided by Vena or its representatives.
3. You acknowledge and understand that Vena cannot guarantee your safety or eliminate all risks associated with attending the Conference. You agree to release, indemnify, and hold harmless Vena, its affiliates, and their respective directors, officers, employees, agents, and representatives from any and all claims, demands, actions, suits, or liabilities arising out of or in connection with your attendance at the Conference, including but not limited to any claims related to COVID-19 or other communicable diseases.
4. You acknowledge and agree that this COVID-19 & Other Risks Acknowledgement shall survive the termination or expiration of these Terms.

Entire Agreement

These Terms constitute the entire agreement between you and Vena regarding the Conference and supersede all prior agreements, understandings, or representations, whether oral or written. No modification, amendment, or waiver of any provision of these Terms shall be effective unless in writing and signed by both parties.