Participation Agreement - Ensemble Horizons 2027. Online registration by Cvent

This 2027 Ensemble Horizons Event Participation Agreement (the "Agreement") is entered into by Ensemble and the entity or person agreeing to these terms ("Participant" or "you") and governs Participant's attendance at and/or participation in the 2027 Horizons Event being hosted by Ensemble (the "Event"). For purposes of this Agreement, "Ensemble" means: (a) Ensemble Travel Ltd. if Participant is a resident of or an entity incorporated in Canada; or (b) Ensemble Travel, Inc. if Participant is a resident of or an entity incorporated in a country outside of Canada.

This Agreement is effective when Participant registers for the Event or otherwise clicks to accept or otherwise agrees to it (the "Effective Date"). If you are accepting on behalf of a Participant, you represent and warrant that (i) you have full legal authority to bind Participant to this Agreement; (ii) you have read and understand this Agreement; and (iii) you agree, on behalf of Participant, to this Agreement. If you are registering on behalf of another (for example, a guest) it is your responsibility to ensure that the person attending is aware of these terms and accepts them, and by completing the registration you are warranting that you have made the attendee aware of these terms and that they have accepted these terms.

1. Event Admission.

a. Registration, Admittance, and Inclusions. Registration is required for Event participation. Your registration entitles you solely to those inclusions specifically and expressly stated in the Event registration materials based the registration category applicable to you. You acknowledge and agree that any and all other items, benefits, services, amenities, or costs not specifically and expressly stated as included in your registration are expressly excluded and shall be borne solely by you. You further acknowledge that there are no implied inclusions, and that you may not rely on any oral representations, prior course of dealing, or assumptions regarding what may be included in your registration. Excluded costs may include, without limitation, any and all travel expenses, accommodation expenses (unless expressly stated as included), meals not expressly designated as included, beverages, ground transportation, airline tickets, baggage fees, visa or passport fees, travel insurance, incidentals, gratuities, and any other expenses of any nature whatsoever. Ensemble shall have no liability or responsibility whatsoever for any such excluded costs or expenses.

b. Cancellation Policy.

i. General Cancellation Policy. The Event registration and cancellation deadline is stated on the Event registration website. Cancellations made after the deadline will result in a 100% penalty of the registration fee, with no refund provided under any circumstances. All cancellation requests must include a written explanation of the reason for cancellation. In the event that the registration fee is $0, Ensemble may, in its sole discretion, apply a reasonable cancellation fee to cover its reasonable costs and expenses incurred.

ii. Partner Cancellation Policy. For partner registrations, the following cancellation terms shall apply: (w) all cancellations must be submitted in writing to events@ensembletravel.com and acknowledged by Ensemble to be valid; (x) upon registration confirmation, 50% of the total registration fee is non-refundable; (y) 90-days prior to event date, 100% of the registration fee, additional attendee fee, guest fees, upgrades and extra room costs are non-refundable; and (z) failure to remit full payment by the deadline (60 days prior to the Event) will result in automatic forfeiture of registration and all associated benefits without any refund.

c. Name Substitutions and Transfers. The deadline for name substitutions is listed on the Event website. Requests made after this date are not guaranteed, and Ensemble shall have no obligation to accommodate late substitution requests, including but not limited to hotel reservation changes, Event material updates (e.g., badges, signage), or other printed collateral. Any name substitutions are subject to Ensemble's approval in its sole discretion. You further acknowledge and agree that depending on the specific inclusions in your registration, certain benefits such as airfare, air credits, or other travel-related components may not be transferable or substitutable under any circumstances, and no refund or credit will be provided for such non-transferable inclusions in the event of a name substitution or cancellation.

2. Fees

a. Payment. The payment of the applicable fee(s) for the Event is due as specified in your registration confirmation and in accordance with your registration category.. Payment must be made in full by the method(s) specified by Ensemble, and you acknowledge that your registration is not complete and confirmed until payment is received and processed by Ensemble. If such payment is insufficient, declined, reversed, charged back, or otherwise fails for any reason, Ensemble may, in its sole discretion, refuse to admit you to the Event, cancel your registration, and/or deny you access to any Event inclusions or benefits, and Ensemble shall have no liability whatsoever in that regard. You acknowledge and agree that you are solely responsible for ensuring that payment is timely, sufficient, and successfully processed, and that any fees, charges, or costs associated with payment processing (including but not limited to currency conversion fees, wire transfer fees, or credit card processing fees) shall be borne solely by you.

b. Taxes. The fee(s) stated for the Event do not include any taxes or duties unless expressly stated otherwise. The fee(s) may be subject to sales tax, goods and services tax (GST), harmonized sales tax (HST), value added tax (VAT), or any other federal, state, provincial, local, or foreign taxes, levies, duties, or governmental charges of any nature whatsoever which, if applicable, will be charged to you in addition to the fee(s). You acknowledge and agree that you are solely responsible for all such taxes and duties, and that Ensemble may collect such amounts from you as required by applicable law. You further acknowledge that tax rates and applicability may vary based on your location, residency, or other factors, and that it is your responsibility to understand and comply with any tax obligations arising from your Event registration and participation.

3. Participant Conduct Standards. As a Participant in the Event you are expected, as a condition of participation in the Event, to:

i. conduct yourself professionally and respectfully at all times, avoid any form of harassment, discrimination, or inappropriate behavior, and engage in business discussions and networking with integrity and courtesy;

ii. comply with all applicable federal, state, provincial, and local laws and regulations at all times during the Event, maintain a drug-free presence at all Event activities, and acknowledge that possession, use, distribution, or being under the influence of illegal drugs or controlled substances not prescribed to you is strictly prohibited and may result in immediate removal from the Event without refund and exclusion from future Ensemble events;

iii. treat all other participants with respect, regardless of background, identity, or beliefs, and acknowledge that discriminatory, offensive, or harassing behavior, including but not limited to verbal abuse, intimidation, inappropriate physical contact, or unwelcome advances, will not be tolerated under any circumstances;

iv. attend all pre-scheduled 1:1 networking meetings on time and make cancellations at least 24 hours in advance via the Event website or app, with the understanding that no-shows may result in penalties, including exclusion from future Ensemble events;

v. wear official Event credentials during all daytime programming with failure to display proper credentials potentially resulting in denial of access to Event venues and programming;

vi. respect privacy and obtain consent before sharing or recording media involving others, and refrain from unauthorized live streaming or recording of sessions, presentations, or private meetings;

vii. ensure that any private events hosted by participants do not conflict with official Ensemble programming and that invitations to private events are inclusive and aligned with event professionalism; and

viii. comply with any health and safety guidelines in effect at the Event, including venue-specific policies and government regulations, and adhere to all local regulations regarding health and safety.

4. Third Party Vendor Policies. Participants are responsible for reviewing and adhering to all policies, terms, conditions, contracts, conditions of carriage, passenger contracts, and other requirements of third-party vendors and service providers involved in the Event, including without limitation hotels, conference centers, cruise lines, airlines, ground transportation providers, and activity or excursion providers, as stated on the Event website, in Event communications, and as provided by such third-party vendors. To the extent that third-party vendor policies conflict with Ensemble Event deadlines and policies as stated on the Event website or in official Event communications, Ensemble Event deadlines and policies shall control for purposes of this Agreement; provided, however, that Participants remain subject to and bound by third-party vendor policies for matters not governed by this Agreement, and Participants acknowledge that third-party vendors may impose their own separate penalties, fees, or consequences for violation of their policies. Third-party vendor policies applicable to the Event may differ from the vendor's standard or official policies and may require changes, cancellations, or other actions before the vendor's standard deadline. Ensemble Event deadlines and policies override third-party vendor policies. Refer to the Ensemble Event website for official deadlines and policies. Participants acknowledge and agree that by participating in the Event and utilizing any third-party services, they are subject to and bound by such third parties' terms and conditions, including without limitation airline conditions of carriage, cruise line passenger contracts, hotel terms and conditions, and venue policies. Ensemble is not responsible for refunds from any third-party vendors for any reason, including but not limited to hotel refunds, airline refunds, cruise cancellations, or other vendor-related refunds. Availability of third-party services (including but not limited to hotel rooms, airline seats, cruise cabins, and transportation) is not confirmed until the attendee is registered and the applicable booking is complete.

5. Enforcement Actions; Termination. You acknowledge that Ensemble reserves the right, in its sole discretion and without prior notice, to take any one or more of the following actions, immediately or otherwise, in response to any actual or suspected violation of Section 3 (Participant Conduct Standards), Section 4 (Third Party Vendor Policies) or any other provision of this Agreement, or if Ensemble considers your presence and/or behavior to create a disruption or to hinder the Event and/or the enjoyment of the Event by other attendees:

i. issuing a formal warning;

ii. refusing entry into the Event or removing you from some or all portions of the Event (including without limitation any component of the Event or the entire Event) without a refund;

iii. banning you from future Ensemble events; and/or

iv. requiring you to follow all policies and directives from Event venues; if a venue removes you for violating its policies, Ensemble will support that decision and such removal may result in consequences under this Agreement, including without limitation removal from the Event without refund.

You further acknowledge that Ensemble shall have no liability whatsoever for any such actions taken pursuant to this Section 5.

6. Travel Documentation. Participant acknowledges that they are solely responsible for obtaining and maintaining all necessary travel documentation, including but not limited to passports, visas, reciprocity fees, affidavits, immunizations, vaccinations, and any other required identification or travel documents. Ensemble shall not be responsible for any failure by Participants to secure such documentation, nor for any travel disruptions or denials of entry arising from improper or insufficient travel documents. Participants agree to indemnify and hold harmless Ensemble and its affiliates from any claims, losses, or damages arising from their failure to comply with travel documentation requirements.

7. Insurance. Ensemble strongly recommends that Participants secure travel insurance to cover potential risks, including but not limited to trip cancellation (i.e. cancel for any reason), medical emergencies, medical, evacuation, and repatriation coverage, and loss or damage to personal property. Participants are responsible for reviewing and understanding the terms and conditions of their chosen insurance policy and ensuring that it adequately meets their needs. Ensemble shall not be liable for any costs or losses whatsoever incurred due to inadequate insurance coverage.

8. Changes to Event; Force Majeure.

a. Event Content Modifications. You acknowledge and agree that Ensemble, in its sole and absolute discretion, reserves the right to change, modify, or alter the content, programming, and experiential elements of the Event at any time and without prior notice, including but not limited to the Event themes, itinerary, schedule, locations, destinations, performers, hosts, moderators, sessions, activities, venues within the Event location, entertainment, and any other content or programming elements. To the extent permitted by applicable law, Ensemble shall have no liability whatsoever for any such changes to Event content, and no refunds, credits, or other compensation will be provided as a result of any such modifications.

b. Substantial Event Changes. In the event that Ensemble (i) changes the Event start date by 5 or more business days or the country in which the Event is hosted for any reason other than a Force Majeure Event or (ii) cancels the Event for any reason other than a Force Majeure Event, Participants may request a refund of the registration fee paid to Ensemble. Such refund of the registration fee shall be the sole and exclusive remedy available to Participants for any such fundamental Event changes. You acknowledge and agree that Ensemble shall have no liability whatsoever for any other costs, expenses, or damages incurred by Participant, including without limitation any airfare, hotel accommodations, ground transportation, visa fees, or any other travel-related or incidental expenses. Participant assumes all risk of such costs and expenses.

c. Force Majeure. Ensemble reserves the right to modify, postpone, reschedule, or cancel the Event, in whole or in part, due to circumstances beyond its reasonable control, including but not limited to acts of God; severe weather; natural disasters; war, terrorism, or civil unrest; epidemics or pandemics; government orders, travel bans, or border closures that make performance of the Event illegal or commercially impracticable; labor disputes; fire; failure of utilities or transportation systems; and similar unforeseeable events (collectively, "Force Majeure Events"). In the event of postponement or rescheduling due to a Force Majeure Event, Participant's registration will automatically transfer to the rescheduled Event. In the event of cancellation due to a Force Majeure Event, Ensemble may, in its sole discretion, offer a refund of the registration fee or a credit toward a future Ensemble event, but is not obligated to do so. You acknowledge and agree that the maximum refund available under any circumstances is limited to the registration fee paid to Ensemble, and that Ensemble shall have no liability whatsoever for any other costs, expenses, losses, or damages incurred as a result of any Event modification, postponement, rescheduling, or cancellation, including without limitation any travel expenses, accommodation costs, or other related expenses.

9. Data Sharing and Privacy. Your personal information will be handled in accordance with Ensemble's Privacy Policy available at https://www.ensembletravel.com/pages/privacy-policy. By participating, you consent to the sharing of your contact details with other attendees of the Event, partners and suppliers, and other individuals or entities that they have scheduled appointments with or visited in the Event app.

10. PUBLICITY. BY REGISTERING FOR AND/OR ATTENDING THE EVENT YOU ACKNOWLEDGE AND AGREE TO GRANT ENSEMBLE AND ITS AFFILIATES, SPONSORS, AND DESIGNEES THE PERPETUAL, WORLDWIDE, ROYALTY-FREE, SUBLICENSABLE RIGHT AND LICENSE AT THE EVENT AND IN CONNECTION WITH THE EVENT TO RECORD, FILM, PHOTOGRAPH, CAPTURE, OR OTHERWISE REPRODUCE YOUR NAME, LIKENESS, IMAGE, VOICE, STATEMENTS, AND ANY OTHER ATTRIBUTE OF YOUR IDENTITY (COLLECTIVELY, YOUR "LIKENESS") IN ANY MEDIA OR FORMAT NOW KNOWN OR HEREAFTER DEVELOPED, AND TO USE, REPRODUCE, DISTRIBUTE, BROADCAST, DISPLAY, PUBLISH, TRANSMIT, EDIT, MODIFY, CREATE DERIVATIVE WORKS FROM, AND OTHERWISE GLOBALLY DISSEMINATE SUCH LIKENESS, IN WHOLE OR IN PART, IN PERPETUITY, FOR ANY PURPOSE WHATSOEVER, INCLUDING WITHOUT LIMITATION FOR PROMOTIONAL, MARKETING, ADVERTISING, EDUCATIONAL, OR COMMERCIAL PURPOSES, WITHOUT ANY FURTHER APPROVAL, CONSENT, OR NOTIFICATION TO YOU AND WITHOUT ANY PAYMENT, COMPENSATION, OR OTHER CONSIDERATION TO YOU. THIS GRANT TO ENSEMBLE INCLUDES, BUT IS NOT LIMITED TO, THE RIGHT TO EDIT, ALTER, OR MODIFY SUCH MEDIA IN ANY MANNER, THE RIGHT TO USE THE MEDIA ALONE OR TOGETHER WITH OTHER INFORMATION, MATERIALS, OR CONTENT, AND THE RIGHT TO AUTHORIZE, LICENSE, OR PERMIT OTHERS TO USE, REPRODUCE, AND/OR DISSEMINATE THE MEDIA. YOU HEREBY WAIVE ANY RIGHT TO INSPECT OR APPROVE THE FINISHED MEDIA OR ANY USE THEREOF, AND YOU WAIVE ANY MORAL RIGHTS OR RIGHTS OF PUBLICITY OR PRIVACY YOU MAY HAVE IN CONNECTION WITH SUCH USE.

11. Intellectual Property.

a. All intellectual property rights in and to the Event, the Event content, and all materials distributed at or in connection with the Event are owned by Ensemble and its affiliates and/or the Event sponsors or speakers presenting at the Event. You may not use or reproduce, or allow anyone to use or reproduce, any trademarks or other trade names appearing at the Event, in any Event content, or in any materials distributed at or in connection with the Event without the prior written permission of Ensemble.

b. Nothing in this Agreement shall be deemed to vest in you any legal or beneficial right in or to any trademarks or other intellectual property rights owned or used under license by Ensemble or any of its affiliates, or grant to you any right or license to any intellectual property rights of Ensemble or its affiliates, all of which shall at all times remain the exclusive property of Ensemble and its affiliates.

12. Assumption of Risk; Waiver of Liability. Participant acknowledges and accepts that attendance at the Event, including any related travel, accommodations, and activities, involves inherent risks to person and property. By registering for the Event, Participant voluntarily assumes all such risks, and agrees that to the extent permitted by applicable law, Ensemble and its affiliates, and their respective directors, officers, employees, contractors, representatives, and agents, shall not be liable for any personal injury, illness, death, or loss of or damage to property, or for any (x) indirect, incidental, consequential, special, punitive, or exemplary damages, or (y) lost revenues, profits, savings, data, or goodwill, arising out of or in connection with the Event or this Agreement, except to the extent directly caused by Ensemble’s gross negligence, willful misconduct, or fraud. The maximum aggregate liability of Ensemble and its affiliates for any claim in any way arising out of or connected with the Event or this Agreement whether in contract, tort or otherwise (including any negligent act or omission), and whether or not foreseeable or contemplated by the parties, shall be limited to the amount paid by you to Ensemble under this Agreement to attend the Event.

13. Indemnification. To the fullest extent permitted by applicable law, Participant agrees to indemnify, defend, and hold harmless Ensemble and its affiliates, and their respective directors, officers, employees, contractors, representatives, agents, successors, and assigns (collectively, the "Indemnified Parties") from and against any and all claims, demands, actions, suits, proceedings, losses, damages, liabilities, settlements, costs, and expenses (including reasonable attorneys' fees and litigation costs) arising out of or relating to: (a) Participant's breach of any term, condition, representation, warranty, or obligation under this Agreement; (b) Participant's violation of any applicable law, regulation, or third-party right, including but not limited to violation of venue policies, local ordinances, or criminal laws; (c) Participant's failure to obtain or maintain proper travel documentation, including but not limited to passports, visas, immunizations, or other required documents; (d) any damage to property or injury to persons (including death) caused by Participant's acts or omissions, negligence, willful misconduct, or breach of the Participant conduct standards; (e) Participant's violation of any third-party vendor terms, conditions, or policies; and (f) any unauthorized use or reproduction of intellectual property or publicity rights of Ensemble, other participants, or third parties by Participant. This indemnification obligation shall survive the termination or expiration of this Agreement.

14. DISCLAIMERS.

a. Disclaimer of Warranties. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, ENSEMBLE DOES NOT MAKE AND EXPRESSLY DISCLAIMS ANY WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, WITH RESPECT TO (I) ANY ASPECT OF THE EVENT OR ANY MATERIALS RELATED THERETO OR OFFERED AT THE EVENT, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, TIMELINESS, COMPLETENESS, TITLE, AND NONINFRINGEMENT; (II) ANY CONTENT, INFORMATION, ADVICE, RECOMMENDATIONS, EDUCATIONAL MATERIALS, PRESENTATIONS, BUSINESS GUIDANCE, INDUSTRY DATA, OR OTHER INFORMATION PROVIDED BY ENSEMBLE, ITS AFFILIATES, EMPLOYEES, REPRESENTATIVES, OR SPEAKERS AT OR THROUGH THE EVENT, WHETHER COMMUNICATED ORALLY, IN WRITING, OR THROUGH THE EVENT WEBSITE, APP, OR MATERIALS; AND (III) ANY RECOMMENDATIONS, REFERRALS, OR SUGGESTIONS OF THIRD-PARTY VENDORS OR SERVICE PROVIDERS, WHETHER COMMUNICATED ORALLY, IN WRITING, OR THROUGH THE EVENT WEBSITE OR MATERIALS.

b. No Reliance; No Liability for Content. NEITHER ENSEMBLE NOR ITS AFFILIATES ACCEPTS ANY RESPONSIBILITY OR LIABILITY FOR RELIANCE BY YOU OR ANY PERSON ON (I) ANY ASPECT OF THE EVENT AND/OR ANY INFORMATION PROVIDED AT THE EVENT; (II) ANY CONTENT, RECOMMENDATIONS, ADVICE, BUSINESS GUIDANCE, OR OTHER INFORMATION PROVIDED BY ENSEMBLE OR ITS REPRESENTATIVES; OR (III) ANY RECOMMENDATIONS OF THIRD-PARTY VENDORS OR SERVICE PROVIDERS. ANY SUCH CONTENT AND RECOMMENDATIONS ARE PROVIDED FOR INFORMATIONAL AND CONVENIENCE PURPOSES ONLY, AND PARTICIPANTS ACKNOWLEDGE AND AGREE THAT THEY ARE SOLELY RESPONSIBLE FOR (A) EVALUATING THE ACCURACY, COMPLETENESS, AND USEFULNESS OF ANY INFORMATION, CONTENT, OR RECOMMENDATIONS PROVIDED AT THE EVENT; (B) MAKING THEIR OWN INDEPENDENT BUSINESS DECISIONS; AND (C) CONDUCTING THEIR OWN DUE DILIGENCE, INVESTIGATION, AND EVALUATION OF ANY THIRD-PARTY VENDORS OR SERVICE PROVIDERS BEFORE ENGAGING THEIR SERVICES.

c. Disclaimer of Liability for Third-Party Vendors. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, ENSEMBLE EXPRESSLY DISCLAIMS ANY LIABILITY FOR THE ACTS, OMISSIONS, NEGLIGENCE, REPRESENTATIONS, WARRANTIES, BREACHES, OR MISCONDUCT OF ANY THIRD-PARTY VENDORS, SERVICE PROVIDERS, OR CONTRACTORS INVOLVED IN THE EVENT, INCLUDING BUT NOT LIMITED TO HOTELS, AIRLINES, CRUISE LINES, TRANSPORTATION PROVIDERS, VENUES, CATERERS, OR ACTIVITY PROVIDERS. PARTICIPANTS FURTHER ACKNOWLEDGE THAT ENSEMBLE MAY RECEIVE COMPENSATION, COMMISSIONS, OR OTHER CONSIDERATION FROM THIRD-PARTY VENDORS, AND THAT SUCH RELATIONSHIPS DO NOT CONSTITUTE AN ENDORSEMENT, WARRANTY, OR GUARANTEE OF THE QUALITY, RELIABILITY, OR SUITABILITY OF SUCH VENDORS' SERVICES.

15. Disputes. Except where prohibited by law: (a) any and all disputes, claims and causes of action arising out of or connected with the Event or this Agreement shall be resolved individually, without resort to any form of class, collective or representative action; (b) any and all disputes, claims and causes of action arising out of or connected with the Event or this Agreement shall be resolved exclusively by final and binding arbitration administered in Toronto, Ontario, before three arbitrators, in accordance with the Arbitration Act, 1991 (Ontario) and the applicable rules of the ADR Institute of Canada or another recognized arbitral institution selected by Ensemble, and not in a court of law. Each party shall appoint one arbitrator, and the two party-appointed arbitrators shall agree on the appointment of the third arbitrator who shall act as chair of the arbitral tribunal. If the two party-appointed arbitrators cannot agree on the third arbitrator within 30 days of the appointment of the second arbitrator, the third arbitrator shall be appointed by the ADR Institute of Canada. If arbitration is not permitted by applicable law, then any and all disputes, claims and causes of action arising out of or connected with the Event or this Agreement shall be resolved exclusively in the courts located in Toronto, Ontario, and shall be governed by the laws of the province of Ontario (and the federal laws of Canada applicable therein), without reference to conflict of laws principles, and you hereby irrevocably submit to the exclusive jurisdiction of such courts.

16. Miscellaneous. This Agreement constitutes the entire understanding between the parties with respect to the subject matter hereof and supersedes all prior agreements, discussions, negotiations, and understandings, whether oral or written. No amendment, modification, or waiver of any provision of this Agreement shall be effective unless in writing and signed by both parties. If any provision of this Agreement is held to be invalid or unenforceable, such provision shall be struck, and the remaining provisions shall be enforced. The failure of either party to enforce any provision of this Agreement shall not constitute a waiver of that or any other provision. This Agreement may be executed in counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument.

Acknowledgment & Agreement

By completing event registration, you acknowledge and agree that you are entering into a binding agreement with Ensemble and agree to abide by this Agreement. Non-compliance may result in removal from the event without a refund and other consequences as set forth herein.

Follow us on: