EVENT POLICIES, TERMS & CONDITIONS 
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 this event, you agree to comply with NHC’s event policies and MS Forms Privacy Policy and Terms of Use. The NHC reserves the right to cancel or suspend your access to the event at any time if it reasonably believes you have violated these policies, terms, and conditions.   

REGISTRATION POLICY  
Registration  
To attend or access features of the event, you will be asked to provide your complete contact information and respond to registration questions. Upon registration, you agree to provide accurate and complete information.   

Eligibility  
Please note that walk-in registrations will not be accepted for this meeting, as attendance is by invitation only. All registrations are subject to NHC approval. Learn more about NHC 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 engaging projects.  

Fees  
Registration is complimentary for invited attendees. Please contact the NHC  if you have any registration questions.  

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

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

HEALTH & SAFETY POLICY  
The National Health Council has implemented a series of protocols considering the spread of respiratory viruses and is working with the USC Capital Campus to ensure the safety of all attendees. Please note that health and safety 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 will be available at the registration desk.  
  • Hand sanitizer stations will be 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 information below.  

By attending this NHC event, you agree to adhere to our policy to support a healthy and safe environment for everyone. Because respiratory viruses are extremely contagious and spread from person-to-person contact, the NHC has adopted preventative measures to reduce the spread of respiratory viruses  following guidance published by the  U.S. Centers for Disease Control (CDC). The NHC will comply with all applicable requirements imposed by the District of Columbia, and federal and local health authorities. However, the NHC cannot guarantee that attendees, speakers, staff, and guests will not become infected with a respiratory virus. Attendees and NHC staff should always self-monitor for signs and symptoms of any respiratory virus.   

If you get sick, please stay at home as much as possible, and stay away from others per CDC health care guidance. People who are at higher risk for severe illness and who start to feel sick should seek health care right away so that they can access testing and/or treatment. The most important thing you can do to protect yourself from a respiratory virus is to stay up to date on your recommended vaccines. Please also practice good hygiene by covering your coughs and sneezes, washing or sanitizing your hands often, and cleaning frequently touched surfaces can help.   

AMERICANS WITH DISABILITIES ACT   
The NHC is committed to making each of its events 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 the NHC so that we can accommodate your requests. 

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 to our membership database, and send membership updates, communications, and surveys regarding the event.  

Photographs and Recordings  
By attending the event, you give your express consent to the NHC and its agents to photograph and record 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 posting on public websites without any compensation to you. The NHC is not obligated to make any use of your image or exercise any of the rights granted to it. Furthermore, you agree that your image may appear in photos of the event that are available to you, other attendees, and the public. The NHC maintains the right to retain and distribute said photos. If you do not wish to be photographed or filmed, please contact the NHC prior to the event. 

MEETINGS ACCESSIBILITY  
If an attendee needs assistance for an activity or event, or any other special accommodation, the NHC is happy to provide to support your attendance needs. For additional information please email the NHC.  

AI NOTE-TAKING SOFTWARE  
To uphold the privacy and confidentiality of discussions held during NHC meetings and events, the NHC strictly prohibits the use of AI-powered note-taking software during any governance meetings. This policy is in place to prevent potential risks related to data loss, misuse, or unauthorized access and disclosure. For individuals with accessibility needs, please refer to our Meetings Accessibility policy for available accommodation.   

FRAGRANCE-FREE POLICY   
To promote a safe and healthy environment for all conference attendees, we kindly request that you avoid wearing scented products. Fragrances from personal care items can cause health issues such as headaches, respiratory problems, shortness of breath, and difficulty concentrating. Your cooperation in maintaining a fragrance-free space is greatly appreciated and will help ensure the comfort and well-being of all participants.  

CODE OF CONDUCT 
NHC events are designed to foster education, networking, and collaboration among attendees. The NHC is committed to providing a safe, inclusive, respectful, and welcoming environment for all participants, regardless of race, color, ethnicity, national origin, citizenship status, age, religion, disability, gender, gender identity or expression, sexual orientation, genetic information, physical appearance, or any other protected characteristic. All attendees are expected to act professionally, engage respectfully with others, and support the educational and collaborative objectives of the event, whether participating in person or virtually. Participants should refrain from disparaging remarks about individuals, organizations, or viewpoints and contribute to a positive experience for everyone. Attendees must conduct themselves in a professional manner that is free from discrimination, harassment, intimidation, or disruptive behavior. Prohibited conduct includes, but is not limited to, harassment; threatening, aggressive, or unwelcome verbal or physical behavior; disorderly conduct; unauthorized demonstrations or protests; and any activity that interferes with the event or the experience of other participants. Distribution of materials is permitted only in designated areas and with prior approval from the NHC.  
 
Reporting Unacceptable Behavior 
The NHC does not tolerate unacceptable behavior in any form. If you experience, witness, or become aware of conduct that violates this Code of Conduct, or if you have any related concerns, please notify the NHC immediately by email or, if attending in person, contact an onsite NHC staff member. All reports will be reviewed promptly and addressed appropriately to help maintain a safe and respectful environment for all participants.  
 
The NHC will assess each reported situation and determine the appropriate course of action. The following measures may be taken in response to violations of this Code of Conduct or other meeting guidelines: 

• • Denial of entry to the meeting or event 
  • Removal from the meeting or event without refund, if applicable 
  • Temporary or permanent prohibition from attending future NHC meetings and events 
  • Any other action deemed appropriate by the NHC based on the circumstances 

Sponsors, exhibitors, and other participating organizations are expected to adhere to this Code of Conduct and respect the educational, member-focused nature of NHC events. Sponsorship or financial support of an NHC event does not constitute NHC endorsement of a sponsor, its products, services, or policy positions, nor does it grant sponsors any control over the NHC’s programmatic or policy content. Additionally, the solicitation, promotion, or distribution of commercial or organizational materials must be limited to opportunities and locations authorized by the NHC and consistent with the benefits associated with an organization’s sponsorship or participation. 

NHC’s MEETINGS & EVENTS SITE SELECTION PROCESS  
The National Health Council (NHC) is a patient-focused organization that forges consensus among diverse organizations, drives patient-centered health policy, and functions as the united voice of over 160 million people living with chronic diseases and disabilities and their family caregivers. The NHC is proud to have a diverse group of public, private, and nonprofit entities that support the important work of putting patients at the center of health care policy, enabling us to create a collaborative environment and put forward consensus-based public policy solutions. 

Site Selection Criteria  
The NHC uses the following criteria when selecting a meeting site:   

• • Pattern of dates for the event schedule  
  • Venue type and size  
  • Budget and overall travel costs  
  • Proximity to major airports and availability of public transportation  
  • Weather considerations  
  • ADA accessibility and accommodations  
  • Walkability of the venue and surrounding area  
  • Available local resources and meeting support    

Use of Member and Partner Facilities  
The NHC may, at its discretion, utilize meeting and event space provided by NHC member organizations or other entities, including public, private, and nonprofit organizations, as complimentary or in-kind support for NHC programming needs. The use of such facilities is based on logistical suitability, availability, and programmatic requirements. 

Use of meeting or event space provided by a member or other organization does not imply endorsement, sponsorship, or alignment with the host organization’s views, policies, products, or services. All NHC programs conducted in such spaces remain independent and consistent with the NHC’s mission, policies, and nonpartisan 501(c)(3) status.  

Nonpartisanship and Neutrality  
The NHC is a nonpartisan organization. Site selection is not indicative of an endorsement of any local health care policies, social issues, or governing structures in any specific district, county, city, or state. The NHC is a patient-focused, mission-driven organization representing diverse sectors of the health community, with a primary focus on people living with chronic diseases and disabilities across communities in the United States.  

As a broad and diverse community, NHC members and stakeholders hold varied perspectives on issues debated at national, state, and local levels. The NHC is committed to promoting civil discourse and fostering a safe and respectful environment for the exchange of differing viewpoints, beliefs, and lived experiences that define our community.  
  
AMENDMENT OF POLICIES, TERMS, AND CONDITIONS  
The NHC reserves the right to amend these policies, terms, and conditions from time to time. However, attendees will be subject to the policies, terms, and conditions in force at the time of submitted registration.