Guest Conduct Policy
You may also find that one of the best parts of your incentive vacation experience will be the many rich and varied cultures represented among our guests. This diversity offers a chance to learn about different parts of the world and to make new friends. But just as a new friend can enhance your event experience, some guests may behave in ways you find unusual or undesirable. Since our guests do come from different and diverse backgrounds, it is important that everyone have a common understanding of the behavioral standards in place for our events and chosen venues.
This Guest Conduct Policy is intended to help ensure that all guests are able to participate in a safe and enjoyable incentive trip and sets forth standards of conduct for guests to follow throughout their time with us, including transfers to and from venues/activities, being onsite at the resort(s), during excursions and at our private functions. This policy is not intended to encompass every situation, and it is likely there will be conduct issues that are not specifically addressed. Guests are expected to follow the direction of the group and event leadership, and resort staff, who will take appropriate action to ensure the safety, security and wellbeing of our guests. In addition to this policy, guests are expected to comply with applicable laws of the various countries that they visit. Updates to the Guest Conduct Policy may be made between publications of this document.
Verbally Abusive or Offensive Language and Behavior
Verbally abusive or offensive language or inappropriate or unsafe behavior directed toward anyone, to include guests, staff, vendors, members, governmental officials, or others is not permitted.
Inappropriate or Abusive Behavior
Inappropriate or abusive behavior is not permitted. This includes uninvited physical contact, solicitation, harassment, vandalism, theft, violence, use of fake/false identification, underage drinking, providing alcohol to those under the allowed age, possession of illegal substances/items, and or placing materials (including signs, banners, decorations, etc.) anywhere in/on the resort/venue.
Parental and Guardian Responsibility
For purposes of this Guest Conduct Policy, a minor is defined as anyone under the age of 18. A young adult is defined as anyone ages 18, 19 or 20. Parents and guardians are responsible for the behavior and appropriate supervision of their accompanying minor(s) and young adult(s) throughout their trip. This obligation applies during transfers to and from the resort/venue, inside on/inside the resort/venue, during excursions and at our private functions. This responsibility applies at all times, regardless of whether the parents and guardians are physically in the company of their minor(s) and young adult(s). Under no circumstances should the parent or guardian of a minor depart any venue or activity without their accompanying minor(s) or without having made arrangements for the accompanying minor(s) appropriate supervision on the resort during their absence.
Guests are expected to be responsible for their actions at all times during their incentive trip. Consuming alcohol to excess impairs one’s judgment and reduces one’s ability to recognize and avoid potentially dangerous situations. Guests who choose to consume alcohol must do so responsibly. The group, resort(s) or venues staff may refuse to serve alcoholic beverages, or double drinks, to any guest who does not consume alcohol responsibly, including those are included in an all-inclusive beverage package. Personnel may request verification of a guest’s age to verify they are of age to consume alcohol pursuant to this policy. Any guest that violates this alcohol policy will be considered for disciplinary action and may lose their privileges to use areas or facilities of the resort/venue(s) and or may be subject to local or government regulations. No underage guest may possess or consume alcohol at any time while on the resort(s)/venue. No guest under age 21 may possess or consume alcohol at our private functions.
Drugs or Other Illegal Substances
No illegal drugs or other illegal substances are allowed on the resort(s)/venue or may be utilized during the incentive trip, including during transfers to and from the resort, in the resort(s)/venue, during excursions or at our private functions. Illegal drugs or substances will be confiscated by the authority and appropriate action taken, which may include removal from the resort and involvement of appropriate authorities. In addition, foreign governments may have strict laws that address drug possession. Guests found in violation of such laws are subject to arrest and prosecution by the foreign jurisdiction (and perhaps United States or other authorities as well) and may be prevented from re-entering the resort(s)/venue.
Guests must ensure that they bring an adequate supply of any medication they require for the entire duration of the incentive trip.
Those items not explicitly outlined as paid by the Company are at your expense and could include additional expenses, such as travel day expenses which could include airline baggage fees, weather related flight cancellations which require hotel rooms, ride share transportation to those hotel rooms, etc.
The Company and or the Companies refer to Alliance Group, (CEM) Conference Event Management and (THG) the Hybrid Group LLC.
Assumption of Risk
With your submission of this registration or accepting the invitation to attend our Event, (referred to as Event below), you will be required to accept the risks involved with this Event. These risks may include, but are not limited to, acts of God, terrorism, use of roads, vehicles, accident or illness, including pandemic / epidemic or other contagious illnesses or related issues as a result of these, or consumption of alcohol by you or others. You agree to be responsible for your own welfare, and accept any and all risks of unanticipated events, illness, injury or death.
Photography and Videography Policy
By registering for this Event, you understand that you may be photographed, filmed, or videotaped and you hereby give the Companies the unqualified right to take pictures and/or recordings of you and grant the perpetual right to use your likeness, image, photo (collectively, “image”), without compensation, for broadcast or exhibition in any medium and to put the finished pictures/recordings to any legitimate use without limitation or reservation. You hereby waive, release, and forever discharge the Companies from and against any and all claims or actions arising out of or resulting from any use of your image.
Health and Safety Policy, Waiver, and Release of Liability
In the interest of our attendees’ health and safety, the Company is committed to following industry laws or standards related to infectious diseases and pandemic such as COVID and simply referred to as COVID below. As the industry COVID protocols and standards continue to develop, the Company may include health and COVID exposure guidelines should conditions warrant additional conditions be met such as policies regarding distancing procedures and other health-related measures being instituted during the Event.
Participants are required to adhere to all health and safety guidelines and policies implemented by the Company or vendors throughout all portions of the Event, including guidelines related to COVID. These policies may have been instituted health and safety measures consistent with CDC and WHO guidance to reduce the risk of coronavirus infection. Even the most robust measures, however, cannot guarantee that Event participants will not become infected with COVID.
Trip and medical insurance will not be provided. Please secure an insurance service you feel will meet your personal needs, if desired. In the event of the need for an extended stay in the destination, this will be on your own expense and our staff will not stay on with you and or be able to assist you at any facility to deal with any consequence or circumstance which could include a detention or prison facility.
You understand that due to the COVID pandemic, that it is impossible for us to give accurate information on the illness or associated illness as information continues to change. We are therefore unable to make any guarantee therefore, as to the safety of any attendee, to the condition of any venue, or the ability/availability/safety involved for any vendor to provide intended services. A certain amount of risk is unavoidable and must be assumed by each participant:
By registering for the Event, I and my guest(s) are releasing the Companies, their staff, partners, subcontractors, vendors, employees, and attendees from all claims, demands, damages, costs, or unlimited liability arising from or relating to my or our participation in this Event.
I and my guests agree to forego all rights to sue the Companies for any reason related to or arising from my or our participation in this Event. This Waiver and Release of Liability shall be construed broadly to provide a release and waiver to the maximum extent permissible under applicable law.
General Data Protection
By Accepting the Policies & Procedures outlined herein and by way of completing your registration and housing record, you hereby agree to the collection of the personal (private or public) data you provide during the registration and housing process to our Company, our event planning company Conference Event Management (hereby referred to as CEM), or by other necessary or chosen vendors, such as the registration & housing provider/coordinator, hotel for lodging purposes, as chosen by our Company CEM. CEM and its chosen provider(s) collects this information for the Event registration & housing purposes, including, but not limited to, your name, gender, birthdate, phone number, email address, dietary restrictions, passport information, emergency contact information, airline membership numbers, hotel membership numbers, guest information, activity preferences, and hotel preferences, along with the same information for accompanying guests. This information is used for Event planning purposes to guarantee the best experience possible. All information provided may be shared with other vendors including but not limited to event registration & housing provider/coordinators, hotels, spas, destination management companies, sponsors, Event app providers, software providers, or other Event entities partnered to aid in the success of the Event. CEM holds the right to use any and all information provided to complete Event related activities and will not use the data for other purposes such as marketing without the permission of the individual. CEM may hold this data to allow for proper Event tracking year after year. You also hereby agree to these terms for those guests also included in your registration. Any and all individuals have the right to “be forgotten” and may notify CEM at any time after the Event to have all of your personal data that could be linked to who you are deleted. CEM may keep information including that a “person” was in attendance to provide for proper Event and legal tracking. If you have any further questions, please reach out to the president of CEM at Michelle@mycem.com.
General Liability Waiver
All registrants and their guest(s) will be required to agree to this General Liability Waiver. Attendees who do not agree to this General Liability Waiver will not be eligible to participate and attend the Event:
I and my guest agree and recognize that there are certain inherent risks associated with any activities that I and my guests may participate in related to this Event, and I and my guest assume full responsibility for personal injury to myself and my guest, and hereby release and discharge the Company, Conference Event Management or their Event partners, contractors, subcontractors or their respective parents, subsidiary or affiliated companies and their respective officers, directors, employees and agents for any injury, loss or damage arising out of me or my guest use of or presence upon the facilities or from any activities arranged by the Company and or Conference Event Management whether caused by the negligence of myself or my guest the Company, Conference Event Management or other third parties providing services in connection with the Event. Furthermore, by accepting and agreeing to this General Liability Waiver, I am acknowledging and agreeing to the terms, with the full understanding that this liability release applies to all related participants on this registration, including my guest(s).
I understand the hazards of the novel coronavirus (“COVID”) and am familiar with the Centers for Disease Control and Prevention (“CDC”) guidelines regarding COVID. I acknowledge and understand that the circumstances regarding COVID may change from day to day and that, accordingly, the CDC guidelines are regularly modified and updated, and I and my guest(s) accept full responsibility for familiarizing ourselves with the most recent updates. Notwithstanding the risks associated with COVID, which I and my guest readily acknowledge, I and my guest hereby willingly choose to participate in the Event.
If I or my guest develop COVID symptoms or test positive for COVID, I or my guest(s) agree that we will follow the safety and hygiene protocols at the time. Furthermore, by clicking "I Agree" I am acknowledging and agreeing to the Assumption of Risk, Waiver of Liability & COVID Agreement, with the full understanding that this liability release applies to all related participants on this registration, including guests.