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PSAI Event Policies

Our Goal

At the PSAI, we aim to provide offerings and service that are relevant to the portable sanitation business. If any programs, products or services of the PSAI do not fulfill our promise, we will strive to make the situation right.

Registration Agreement

The Registration Agreement (this Registration Agreement” or “Agreement”) sets forth the terms and conditions upon which the PSAI, together with its respective subsidiaries and affiliates (collectively, “PSAI,” “we,” “our,” or “us”), conducts and provides access to PSAI conferences, webinars, trainings, meetings, receptions, social events, or other sponsored events (each an “Event”). By registering online or otherwise agreeing to register for an Event, or by attending such an Event, you agree to be bound by the terms of the Registration Agreement. If you do not agree to the Registration Agreement, do not register for, or attend an Event.

Registration and Admission

PSAI, or its officially designated event management, in their sole discretion, reserves the right to accept or decline an individual’s or company’s registration for an event. PSAI, or event management, also reserves the right to prohibit entry of or to remove any individual, supplier, vendor, exhibitor, or guest whether registered or not, whose conduct violates this Policy or is otherwise unprofessional. Without limiting the foregoing, PSAI, and event management, reserve the sole right to remove or refuse entry to anyone or any entity that has registered or gained access under false pretenses, provided false information, or for any other reason whatsoever that they deem is cause under the circumstances. This includes, but is not limited to, badge sharing or splitting. Registrations and badges are not transferrable, and attendees may not have another person participate in their place.

Right to Identify

To verify registered attendees, suppliers, vendors, exhibitors, and guests, and to provide a measure of security, PSAI has the right to ask anyone present at or attempting to enter the event to present a government-issued photo identification and to collect/record the presented materials/information. For online events, PSAI requires individuals to register with their legal identity.

Code of Conduct

All attendees (including employees and volunteers) and exhibitors are to act in a professional manner and to treat each other in a respectful and professional manner. Any form of bullying, discrimination, harassment (sexual or otherwise), or disruption, is not permitted. This policy applies to all locations and situations where PSAI business is conducted and to all PSAI-sponsored activities and events. This includes, but is not limited to, physical locations and virtual engagements (e.g. social media, virtual meetings).

Agreement to Hold Harmless/Indemnify

By registering for or participating in this Event, you acknowledge and agree that your attendance and participation are voluntary. To the fullest extent permitted by the law, you hereby release and hold harmless PSAI and its officers, directors, employees, volunteers, agents, representatives, affiliates, and successors from any and all claims, demands, damages, losses, liabilities, and causes of action arising out of or relating to your attendance or participation in the event, except to the extent caused by the gross negligence or willful misconduct of PSAI.

You further agree to indemnify and defend PSAI and its officers, directors, employees, volunteers, agents, representatives, affiliates, and successors from and against any claims, demands, damages, losses, liabilities, costs or expenses (including reasonable attorney’s fees) arising out of or directly related to your own acts, omissions, conduct, or behavior in connection with your attendance or participation in the event. This obligation applies to conduct occurring before, during, or after the Event.

Assumption of Risk

By attending or participating in any PSAI Event, you acknowledge and agree that such participation is voluntary and may involve inherent risks. You further acknowledge and assume all risks associated with attending or participating in the Event, whether known or unknown, foreseen or unforeseen, including but not limited to risks arising from travel to and from the Event, participation in meetings, educational sessions, social or networking activities, use of Event facilities or equipment, interactions with other attendees, exhibitors, suppliers, or guests, and any related activities occurring before, during or after the Event.

Cancellation, Refund and Substitution Policy

Please submit all requests to the PSAI via email at info@psai.org. All registration cancellations and refund requests must be made in writing no less than 21 days in advance to receive a full refund, less a 15% administrative fee. Refunds cannot be approved for requests received after that date or for no-shows. Substitutions are gladly accepted at any time. Badge sharing and registration splitting are strictly prohibited.

Event Cancellation or Postponement

The PSAI reserves the exclusive right to modify, postpone/reschedule or cancel events for any reason, including but not limited to emergency, inclement weather or other acts of God. If there is an event cancellation, every attempt will be made to reschedule, and registration fees will be applied to the rescheduled event date. Any travel, lodging, or incidental expenses incurred related to a cancelled event cannot be refunded under any circumstances. If a cancelled event cannot be rescheduled, the PSAI will determine an equitable basis for the refund of a portion or all the registration fees, after due consideration of circumstances and expenditures. When you register for a PSAI Event you are expressly agreeing to this cancellation policy and accept that you will not receive a cash refund if the Event is rescheduled.

Health Release

Any and all public spaces where people gather have an inherent risk of exposure to communicable diseases, such as but not limited to COVID-19. Attendees, suppliers, and guests agree to voluntarily assume all risk related to exposure to any communicable disease, and ot release and hold harmless PSAI, or any of its affiliates including partners, sponsors, directors, officers, employees, agents, contractors, volunteers, or sponsored venues for any and all illness, including death, associated with exposure to a communicable disease. PSAI advises all attendees, suppliers and guests to take necessary precautions while at the event including, but not limited to, engaging in appropriate social distancing, wearing a mask in public areas, minimizing physical interactions (e.g. handshaking), frequently washing hands, and avoiding risky environments such as overcrowded bars or restaurants. All attendees, suppliers, and guests agree to not attendee any PSAI event if they feel ill or had recent exposure to a COVID-19 case or another communicable disease.

Attendees Under the Age of 18

The PSAI welcomes attendance by the next generation of portable sanitation professionals. Our goal is to provide a great learning experience and, especially, to ensure their safety. To that end, the following requirements are in place for younger attendees:

  1. Youths 13-17 may attend the trade show portion of the Annual Convention on designated days (see each year’s published schedule for details). Youths can purchase a badge at a 50% reduced rate and must be accompanied by an adult with a badge.
  2. Youths 13-17 who wish to participate in educational sessions at PSAI events need a fully paid badge.
  3. Children 12 and under may attend the trade show portion of the Annual Convention (see each year’s published schedule for details). Their badge is free when accompanied by an adult with a badge.
  4. Any child not in a stroller or carrier must have a badge and be under parental/guardian control at all times.
  5. For the enjoyment of everyone, parents and guardians should arrange childcare for their family members 12 and under rather than bringing them to educational sessions.
  6. No one under the age of 18 may be on the trade show floor during set up, tear down, or any time that is not designated on the schedule for open attendance.
Request for Accommodation

Requests for special needs and accommodation of circumstances covered under the Americans with Disabilities Act must be received by the PSAI no less than 30 days prior to the start of the event.

Capture and Consent to Use Image/Voice/Likeness

By registering/attending any PSAI event, you grant full permission to PSAI, or any of its vendors or suppliers, to capture, store, use, and/or reproduce your image or likeness, including incidental capture of any individuals in your household or company, by any audio and/or visual recording technique. You also grant PSAI and its vendors or suppliers the right to create derivative works of these images and recordings in any PSAI media now known or later developed, for any purpose PSAI deems necessary for its business purposes. You and your company waive any right to inspect or approve the use of the images or recordings, or of any derivatives thereof. You and your company also waive any right to royalties or other compensation arising from or related to the use of the images, recordings, or materials (including derivative works). You and your company also release, shall defend, shall indemnify, and shall hold harmless PSAI from and against any and all claims, damages, or liability arising from or related to the use of the images, recordings, or materials, including but not limited to claims of defamation, invasion/expectation of privacy, or rights of publicity or copyright infringement, or any misuse, distortion, blurring, alteration, or use in composite form that may occur or be produced in taking, processing, reduction, or production of the finished product, its publication or distribution. You and your company may opt out of having images and recordings used by notifying the PSAI in writing via email at info@psai.org. PSAI will attempt to, but is not required to, accommodate any such requests.

Drone Usage

The use of unmanned aircraft systems (UAS) (e.g. drones) at the Event is strictly prohibited without obtaining prior written approval from PSAI, which may withhold permission in its sole discretion and for any or no reason. No UAS may be used either inside or outside of the Event. Unauthorized use of an UAS will result in immediate expulsion from the Event.

Virtual (“Social Media”) Conduct Policy

PSAI has the right to view and moderate all comments/images/videos posted in an online event. PSAI encourages in-person and virtual communications. PSAI, however, expects all posts and communications to be consistent with this Policy and be professional. PSAI reserves the right, and you agree when requested by PSAI, to remove comments, content, or people that are considered inappropriate or harmful by PSAI in its sole discretion. Inappropriate and harmful comments and content includes, but is not limited to, those that:

  1. are defamatory, libelous, obscene, indecent, abusive, or threatening to others;
  2. infringe the copyright, trademark, or other rights of a third party;
  3. attempt to hack, upload viruses, circumvent cybersecurity, or harvest information (including scraping);
  4. are off-topic or inappropriately commercial in nature; and are in violation of any applicable laws or regulations.

Information Sharing

In order to enhance the experience of attending a PSAI event, the PSAI makes the contact information of its attendees available to other registered attendees – including exhibitors - so that acquaintances formed at the meeting can be continued afterward. Attendees who do not wish to be included on the lists shared with others should notify the PSAI office to have their information withheld from the list. 

Policy for Non-Exhibiting Suppliers at PSAI Events (NES)

Suppliers of equipment, products or services to the portable sanitation industry may have interest in attending the PSAI’s events but not as an exhibitor. As an Association concerned with excellence in our industry, we welcome the participation of any and all – but we are also concerned with ensuring those companies who have paid to exhibit at our events receive the value and benefits they rightly expect. Therefore, non-exhibiting suppliers are advised of the following limitations.

  1. NES registrants are strictly prohibited from soliciting business or distributing promotional material of any kind to either operator attendees or exhibiting companies.
  2. NES are limited to two years of attendance at the PSAI Convention and Trade Show within any 5-year period. This limitation applies to both company and person.

Any non-exhibiting supplier who is observed to be soliciting business in the aisles or in other public spaces associated with the event, in another exhibitor’s booth, or in violation of any of the rules and regulations for the event will be asked to leave immediately. Additional penalties may apply.

This registration policy has been established with the primary goal of protecting PSAI exhibitors under the direction of the PSAI’s Board of Directors.

If your purpose for attending is to assess the event to determine if you want to exhibit the following year, the PSAI will apply 50 percent of your non-exhibiting supplier registration to your booth space for the following year based on availability. (NOTE: This offer applies to one registration per company.) You must contract for space by December 1; fees will be non-refundable if space is cancelled.