Terms and Conditions - Pacific Veterinary Conference

Thank you for registering for the Pacific Veterinary Conference (“PacVet”). Regardless of whether your registration is submitted by you or your proxy, the following Conference’s Terms and Conditions (“Terms”) apply to you and your participation in PacVet. Depending on how you attend PacVet (whether in-person or virtually), certain terms below may not apply. “Attendee” for purposes of these Terms will include all participants at the Conference, including Attendees, Exhibitors, Speakers and Guests. By participating in this Conference, you agree to these Terms so please read them carefully.

The views expressed by any speaker, exhibitor, or sponsor are not necessarily those of the CVMA or PacVet. All speakers, exhibitors, and sponsors are solely responsible for the content of all individual or corporate presentations, marketing collateral, and/or advertising.

Liability Waiver & Release

By attending the 2025 PacVet Conference, you hereby warrant and represent that you are age 18 or above and freely waive, release from liability, assume all risks, and covenant not to sue the CVMA/PacVet or its members, employees, board members, agents, or volunteers for any expense, loss, damage, personal injury, including loss of life, illness, disability, property damage, or property theft or actions of any kind that you may hereafter suffer or sustain before, during, or after the event, unless said expense, loss, damage, personal injury, including loss of life, illness, disability, property damage or property theft or actions of any kind is caused by the sole, gross negligence of the CVMA/PacVet.

Code of Conduct

We are committed to creating a safe, productive, and welcoming environment that is inclusive and free from discrimination, regardless of race, religion, color, national origin, sexual orientation, gender expression or identity, transgender status, age, disability, veteran, or marital status, or any other protected categories under applicable law.

All participants, including, but not limited to, attendees, speakers, volunteers, guests, exhibitors, PacVet staff members, service providers, and all others must abide by the following policy:

Expected Behavior

Be considerate of those around you
Be respectful of others and their viewpoints, which may be different from your own
Be collaborative with others
Be mindful of your words and actions
Be in compliance with conference health and safety protocols

Unacceptable behaviors include, but are not limited to:

Offensive or unwanted behavior or language including, but not limited to, race, religion, color, national origin, sexual orientation, gender expression or identity, transgender status, age, disability, veteran or marital status, or any other similar categories
Visual harassment, such as sexual images OR sexual language, including in presentations and slide decks
Sexual harassment of any kind, such as unwelcome sexual advances or words/actions of a sexual nature
Wearing attire that includes harmful or offensive language or imagery that is not appropriate for a professional setting
Disruption of presentations during sessions or at other events organized by PacVet
Abusive action directed at an individual, such as threats, intimidation, or bullying
Sharing your PacVet registration or making event content available to another person(s)
Possession of a weapon or something that could be construed as a weapon
Possession or mention of illegal substances
Inappropriate comments or stalking of fellow attendees
Nudity is prohibited
Any other illegal activity not already covered above

Conference Cancellation by Attendee/Refund Policy

All cancellation requests must be made in writing and submitted to the Pacific Veterinary Conferences Meetings and Events Department at staff@cvma.net no later than May 24, 2024. There will be a $50 non-refundable processing fee for all paid conference registration cancellations. For lab cancellations, a $75 non-refundable processing fee will be assessed. A full refund on lab fees will be provided by PacVet should a lab cancel due to inadequate enrollment. Refunds due will be paid no later than 45 days after the close of the conference. No refund will be issued for cancellations or registrations received after May 24, 2024, email staff@cvma.net.

Registration Substitutions

All registered attendees and exhibitors must wear their badge during all sessions and in the Vet Expo. Your name badge will be included in your registration packet, available upon arrival at the conference. (They will not be mailed in advance).

Substitutions requested in writing by May 24, 2024, will be allowed. Email staff@cvma.net.

“No Shows” will be deemed a cancellation per the cancellation cutoff date in the Cancellation Policy listed above. Sharing of attendee badges/credentials is not permitted at any time. Badges/credentials are issued to, can be picked up by, and used by only the attendee named in the registration.

Conference Cancellation and Postponement by PacVet

In the event the Pacific Veterinary Conference (PacVet) must cancel its in-person programming due to acts of God, government regulation, war, terrorism, disasters, strikes, civil disorder, curtailment of transportation facilities, public health emergency (epidemic, pandemic, or similar), or any other emergency beyond the reasonable control of show management, the PacVet shall refund the full paid registration fees. However, PacVet does not assume responsibility for any additional costs, charges, or expenses that Participants may suffer as a consequence thereof, including but not limited to costs incurred for travel and lodging. If the conference is postponed or transformed into a fully-virtual event, paid in-person attendees will be given the option to transfer their payment to the rescheduled dates or the virtual conference or receive a full refund upon written receipt of the Participant’s desire to cancel.

Payment Method

Individuals with incomplete registrations will not be able to attend the conference until payment has been made and registration is completed. PacVet accepts VISA, MasterCard, American Express, and Discover, check, money order or cash.

Please note there will be a $25 fee for replacement badges.

Badge Scanning Disclosure: As a registered attendee, your contact information is automatically enclosed in your badge. When you allow your badge to be scanned in the Vet Expo, the encoding supplies your name, mailing address, telephone number, and fax number. Your badge will only be scanned at your discretion.

By allowing an exhibitor to scan your badge you consent to share your contact information with such exhibitors for the purpose of contacting you during or after the event and sending marketing communications. You will be subject to their communications and privacy policy and must opt-out with them directly if you choose not to receive communications. You are under no obligation to have your badge scanned by PacVet’s exhibitors if you do not wish to receive such communications.

Distribution of Materials

The Pacific Veterinary Conference prohibits the unauthorized distribution of any materials (printed or electronic) at its conference, expositions, and symposia. It is prohibited to record any of the CE sessions. Attendees who violate this prohibition may be expelled from the conference without a refund.

Photography and Video

On occasion, you may be photographed, video recorded, audio recorded, or have screenshots taken in connection with PacVet events and activities. As a participant of the 2024 PacVet Conference, you agree that PacVet is the sole owner of all rights in and to the resulting photographs, video, and recordings, for all purposes related to the CVMA and Pacvet’s business (both now and in the future). Your name and likeness may be used by the CVMA and PacVet in advertising and promotional materials. Participants shall receive no compensation or royalties for appearance in any materials.

Meals

Several food events are available to full in-person conference attendees at the Pacific Veterinary Conference! Continental breakfast and coffee/beverage breaks are provided for in-person attendees each day. On Friday and Saturday, a hosted lunch is provided in the Vet Expo. Lunch is on your own on Thursday and Sunday.

Lecture Notes

Lecture notes are available for FREE to all PacVet attendees and will be made available on the conference website and app, there is no purchase requires to receive the lecture notes. If you prefer to have the lecture notes on a flash drive, please purchase that along with your PacVet registration for $15.

Special Assistance

To request a reasonable accommodation (e.g., alternate formats) to participate in this conference, please contact Sarah Erck by July 1, 2024, by email at serck@cvma.net or by calling 800.655.2862, TTY 711 with your specific accommodation needs.

The Pacific Veterinary Conference is hosted by the California Veterinary Medical Association (CVMA). If you are not a CVMA member, you may join now and save money on registration! Call 800.655.2862 for more information.