Event Policies

Please read the following Policies, Terms, and Conditions carefully as they are the National Health Council’s (NHC) registration policies for event attendees. By registering for an NHC event, you agree to comply with the event policies, Cvent’s Privacy Policy and Terms of Use, and Zoom’s Privacy Statement and Terms of Service. The NHC reserves the right to cancel or suspend your access to events at any time if it reasonably believes that you have violated these Policies, Terms, and Conditions.

REGISTRATION POLICY
Registration. To attend the event or access certain features of the event, you will be asked to provide your complete contact information and respond to registration questions as it relates to the event. When you register for the event, you agree to provide accurate and complete information.

Eligibility. All registration categories are subject to NHC approval, and the registration category must be valid at both the time of registration and at the time of the Event. Please visit the Registration Policy webpage for an NHC event, to view additional eligibility details and criteria. Learn more about the National Health Council membership and engagement opportunities.

Not an NHC Member? Join today and gain access to a wide range of member services, including meetings and conferences, action teams, affinity groups, webinars, and projects to engage with NHC and network with each other.

CANCELLATION POLICY
Cancellations must be requested via email to nhcmeetings@nhcouncil.org. If the NHC cancels the event due to unforeseen circumstances, the organization will communicate the cancellation to all registered attendees in a timely manner alerting them of the event update or future plans to reschedule the event. Once you have received your personal registration confirmation to attend the event, it cannot be changed, substituted, or reissued to a different person, except in accordance with our Substitution Policy.

SUBSTITUTION POLICY
Substitutions are permitted prior to the commencement of the event. The individual submitting the substitution request is responsible for providing updated contact information via email to nhcmeetings@nhcouncil.org. Substitutes must meet the event eligibility criteria and are only permissible if the substituting individual qualifies for the original registrant’s category.

COVID-19 POLICY
The National Health Council (NHC) has implemented a series of protocols in light of COVID-19 to ensure the safety of all in-person attendees. Please note that COVID-19 protocols might change as we monitor public health conditions.

Onsite Safety Protocols. Although optional, attendees may choose to wear masks, per their preference. The following protocols and practices will be in place during NHC in-person events:

  • Masks available at the registration desk.
  • Hand sanitizer stations placed around the event’s meeting space.

Release and Assumption of Risk. As we continue taking important steps to provide for the health and safety of our attendees, speakers, guests, and NHC Staff we ask that you review the below information.

By attending this NHC event, you agree to adhere to our policy to support a healthy and safe environment for everyone. Because COVID-19 is extremely contagious and is spread from person-to-person contact, the NHC has adopted preventative measures to reduce the spread of COVID-19 in accordance with guidance published by the U.S. Centers for Disease Control (CDC). The NHC will comply with all applicable requirements imposed by the state of Florida, and federal and local health authorities. However, the NHC cannot guarantee that attendees, speakers, staff, and guests will not become infected with COVID-19.

Individuals who fall within either of the categories listed below should not attend the event: 

Attendees and NHC staff should always self-monitor for signs and symptoms of COVID-19.

Please contact Susan Gaffney at sgaffney@nhcouncil.org with any questions as it relates to our COVID-19 Policy.

AMERICANS WITH DISABILITIES ACT
The NHC is committed to making each of its educational activities accessible to all participants so they may be actively involved in the meetings and conferences. If you have special physical or communication needs that require auxiliary aids or services identified in the Americans with Disabilities Act, please contact us at nhcmeetings@nhcouncil.org so that we can accommodate your requests.

MEETINGS ACCESSIBILITY
If an attendee needs captioning for an activity or event, or any other special accommodations, the NHC is happy to provide to support your attendance needs. For additional information please email nhcmeetings@nhcouncil.org.

USE OF ATTENDEE CONTACT INFORMATION
NHC events are supported by Sponsors. Benefits provided to these supporting organizations may include the contact list (Name, Title, Company, and Email) of registered attendees. The NHC does not provide or distribute event attendees’ mailing addresses to these supporting organizations. 

PERSONAL INFORMATION AND RECORDINGS
Your data privacy and security are important to us. The NHC will handle your personal information collected during registration and will use your registration information to update or add in our membership database, and send membership updates, communications, and surveys regarding the event.

Attendees. When registering, all attendees will have an option to opt in or out of sharing their information with Sponsors; however, opting out does not apply to the information about attendees that will be visible on the event app. You acknowledge and agree that other attendees at the event will be able to view your name, profile photo, and other information you choose to share in the conference app. If you opt-in to permit the NHC to do so when registering, we are authorized to share your registration information with sponsors, including the attendee’s first and last name, title, company name, city/state, and email address.

Recordings. By attending the event, you give your express consent to the NHC and its agents to photograph and record the event in visual and audio media. You agree and consent that the NHC has the right to record, transcribe, modify, perform, reproduce, display, distribute, and transmit in any form and for any purpose your name, company name, voice, picture, photograph, portrait, and other reproductions of your likeness (“image”) at the event in connection with any advertising or promotional content and materials, and for any other lawful purpose including by posting on public websites without any compensation to you. However, the NHC is not obligated to make any use of your Image, or exercise any of the rights granted to it. You also agree that your image may appear in photos of the event that are made available to you, other attendees of the event, and the public, and the NHC may retain and distribute those photos. If you do not wish to be photographed or filmed, please contact nhcmeetings@nhcouncil.org.

AI NOTE-TAKING SOFTWARE
The National Health Council (NHC) recognizes the importance of privacy and works hard to protect information shared during NHC meetings and events from loss, misuse, and unauthorized access or disclosure. Attendees must seek approval from the NHC if they plan to utilize an AI note-taking software to transcribe an NHC meeting or event. Attendees must email nhcmeetings@nhcouncil.org to obtain permission to utilize the software during an NHC meeting or event. Attendance will be denied if NHC approval has not been provided. For accessibility needs at NHC meetings and events, please refer to our Meetings Accessibility policy. 

MEDIA POLICY
Those requesting media registration must be currently employed or retained by a news organization and approved in advance by the NHC. Media passes for freelance journalists will be considered on a case-by-case basis. Account representatives, sales executives, and book authors do not meet the criteria for media registration. Audio recording is permissible when approved by presenters and the NHC for note-taking purposes only. Video recording is prohibited. The reproduction or transmission of recordings is strictly prohibited without the express written consent of the NHC. If you have any questions regarding our media policy, please contact Jennifer Schleman, Vice President of Marketing Communications, at jschleman@nhcouncil.org

CODE OF CONDUCT
NHC events are intended for education, networking, and collaboration amongst attendees. The NHC is committed to providing a safe, supportive, and respectful event experience regardless of a person’s race, color, ethnicity, national origin, citizenship status, age, religion, disability status, gender, gender identity, sexual orientation, genetic information, physical appearance, or other characteristics. The NHC expects attendees to communicate professionally and constructively, not make disparaging remarks about other organizations or attendees, and uphold the professional and educational purposes of the event whether in person or virtually. We expect cooperation from all participants to help ensure a safe environment for everybody.

Reporting Unacceptable Behavior. Unacceptable behavior will not be tolerated. If you experience or notice others experience any of the above unacceptable behavior or have any other concerns, please contact Susan Gaffney, Executive Vice President of Membership, Development, and Events, at sgaffney@nhcouncil.org.

Our Commitment. The NHC will investigate all incidents reported with discretion and confidentiality. The NHC reserves the right to bar any attendee who violates the Code of Conduct or these event policies, from attending future events.

For any questions regarding our event policies, please contact the NHC at nhcmeetings@nhcouncil.org. 

AMENDMENT OF POLICIES, TERMS AND CONDITIONS
The NHC reserves the right to amend these policies, terms, and conditions from time to time. However, event attendees will be subject to the policies, terms, and conditions in force at the time of a submitted registration.

These policies have been created to protect all attendees and staff. Anyone who does not comply with these policies will not be admitted to the event. We appreciate everyone’s cooperation. Please contact Susan Gaffney at sgaffney@nhcouncil.org with any questions as it relates to our event policies, terms, and conditions.