Event Policies & Procedures

Please note that all deadlines and timeframes are subject to change depending upon the event.
For any questions pertaining to a specific event, please email CUR@CUR.org

Accepted Payment Types

Accepted forms of payment for registration:

  • Credit card (VISA, Mastercard, American Express, and Discover are accepted)
  • Check (payment must be received two weeks prior to the event start date.)

Registration Cancellation Policy

CUR will honor cancellation requests and provide a refund, less a $50 processing fee, for all requests submitted in writing no later than 30 days prior to the start of the event. No refunds will be permitted after this deadline. Please submit cancellation requests in writing to events@cur.org.

Virtual Attendee Link Sharing

When registering for a virtual event in any capacity, the event registration link is to be for single use only. Link sharing without approval can result in the inability to access the event and a canceled registration without a refund. For inquiries on registering a large group to watch a virtual event together, CUR can customize a pricing quote. Please submit these inquiries to CUR@CUR.org

Substitution Policy

Transfer of registration to another individual before the cancellation deadline is free of charge but subject to member classification charges due to differences in conference rates. Transfer of registration after the cancellation deadline will be charged a $50.00 transfer fee. Institutions may not substitute one participant for another without prior approval of the CUR National Office.

Schedule and Agenda

Due to speaker availability, the conference schedule is subject to change. The most up-to-date schedule will be published on the event website.

Data and Photo Use

By registering, you provide consent that your profile will be stored with CUR and shared with processing systems for the purpose of doing business with CUR. You will provide consent to receiving announcements from CUR and you may opt-out at any time by contacting CUR or updating preferences. By registering, you will also consent to CUR sharing your profile information to set up an account in the event platform, and you may opt out at any time by contacting CUR. By registering, you give consent for any session in which you participate to be recorded and available for viewing for a limited period of time following the end of the event. CUR also reserves the right to use screen grabs and/or photos captured by conference organizers in event marketing materials.

Code of Conduct

This policy outlines the Code of Conduct for all members, volunteers, and community participants of the Council on Undergraduate Research (CUR) and summarizes the behavior expected of members and volunteers representing CUR in any forum or private correspondence, along with CUR community programming participants. CUR is dedicated to hosting safe and productive experiences for all members of the CUR community.  CUR will not tolerate discrimination, or any form of unlawful harassment, and is committed to enforcing this Code of Conduct (the “Code”) at all CUR events, programming, governance meetings, and in any instance where an individual is presenting on behalf of CUR.  As a professional society, the CUR is committed to providing an atmosphere that encourages the free expression and exchange of ideas as they relate to undergraduate research.  Furthermore, CUR upholds the philosophy of equal opportunity for and treatment of all community participants and staff whether in person or online. 
To read the full Code, please visit here

COVID Safety 

Our priority remains the safety of attendees, presenters, CUR staff, and hotel personnel. As such, we will follow COVID-19 safety protocols and mandates by federal and/or local authorities at the time of the event. Please note that we will continue to post updates to our website as the situation evolves and policies might be updated. 

Attendees at on-site CUR events are encouraged to take a COVID-19 viral test within 72 hours of their trip to the on-site event to confirm a negative status. We will not validate test results but expect participants to take individual responsibility in ensuring that we create a safe environment to the fullest extent possible.

COVID-19 Liability Waiver

Participant acknowledges the contagious nature of the Coronavirus/COVID-19 and that the Centers for Disease Control and Prevention and other governmental or public health authorities recommend vaccination and wearing of masks to prevent the spread of the virus.  Participant further acknowledges that there is no guarantee that these preventative measures will prevent the transmission of the virus.

Participant further acknowledges that Council on Undergraduate Research (“CUR”) cannot guarantee that Participant will not become infected with the Coronavirus/COVID-19 by participating in the event hosted by CUR.  Participant understands that the risk of becoming exposed to and/or infected by the Coronavirus/COVID-19 may result from the actions, omissions, or negligence of the Participant and others, including, but not limited to, CUR’s staff, contractors, the venue’s staff, other participants, attendees, and their families.

Participant represents and confirms that: 

  1. Participant will not attend the event if Participant is experiencing any symptom of illness such as:
    • Fever, such as chills, sweats, feelings “feverish”, or having a temperature that is elevated at or above 100.4 F. 
    • Cough, shortness of breath or difficulty breathing, or chest tightness
    • Runny nose, congestion, or eye drainage
    • Sore throat or loss of taste/smell 
    • Body aches, fatigue, or headache
    • Diarrhea, nausea, or vomiting 
  2. Participant will not attend the event if Participant has traveled to any area considered high risk for COVID-19 or been exposed to someone with a suspected and/or confirmed case of the Coronavirus/COVID-19 within the number of days outlined by CDC for quarantine and isolation. 
  3. Participant will not attend the event if Participant has been diagnosed with Coronavirus/COVID-19 within the number of days outlined by CDC for quarantine and isolation. 
  4. Participant will follow all CDC and local governmental recommended guidelines as much as possible and limiting any exposure to the Coronavirus/COVID-19. 
  5. Participant will follow safety protocols required by the facility or event organizers at the time of the event.

Participant hereby releases and agrees to hold CUR harmless from, and waive on behalf of Participant, Participant’s heirs, and any personal representatives, any and all causes of action, claims, demands, damages, costs, expenses, and compensation for damage or loss to Participant and/or property that may be caused by any act, or failure to act of CUR related to the event. 

Participant understands and agrees that this release discharges CUR, its officers, directors, employees, and contractors, from any liability or claim that Participant, Participant’s heirs, or any personal representatives may have against CUR with respect to any bodily injury, illness, death, medical treatment or property damage that may arise from, or in connection to Participant’s participation in the CUR event. 

Site Selection Policy

CUR is committed to high standards of ethics and professionalism in choosing our meeting site locations, partners, and vendors. It is critical to have accessible spaces that allow the whole community to congregate and exchange knowledge.

Event locations are typically selected several years in advance, and we understand pertinent conditions might change between site selection and event execution. A multitude of factors will be considered and regularly monitored prior to any event’s kick-off. Should the conditions change, ensuring that we can maintain attendee safety would be a top priority, and CUR will work closely with the event location and vendor staff to ensure optimal meeting conditions. CUR will demonstrate great care should cancelation, change in location, or shift to virtual need to take place. Selection guidelines include:

  • Alignment of CUR values with event location selection. Prioritization of locations that are welcoming for all attendees irrespectively of their gender, beliefs, race, age, or any other attribute. 
  • Preferred meeting dates (holding events over consistent date patterns each year)
  • Total anticipated costs for attendees (transportation to location and hotel rates)
  • Meeting space flow for flexibility and accessibility
  • Travel time requirements (including distance from mass transit, the concentration of members)
  • Accessibility of transportation access (adequate mass transit for the volume of potential attendees)
  • Geographical rotation across the United States

*Selection guidelines are not binding and will be reviewed on a regular basis.