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

By registering for, participating in and/or attending the event (the “Event”) hosted by The Council on Undergraduate Research (“CUR”), I hereby agree to the following terms and conditions.  Events include both in-person conferences and meetings, as well as those conducted through virtual means.

Hold Harmless, Indemnity and Release

In consideration of my registration for, participation in and/or attending the Event, I, for myself, spouse, heirs, personal representatives, estate or assigns, agree to defend, hold harmless, indemnify and release CUR and its officers, directors, employees, agents, contractors, members, and volunteers from and against any and all claims, demands, actions, or causes of action of any sort on account of damage to personal property, personal injury, or death which may result from my participation and/or attendance at the Event.  This release includes claims based on the negligence of CUR and its officers, directors, employees, agents, contractors, members, and volunteers, but expressly does not include claims based on their intentional misconduct.  I understand that by agreeing to this clause I am releasing claims and giving up substantial rights, including my right to sue, and I hereby waive the right that I have to bargain for different waiver of liability terms.  I have read and executed this document with full knowledge of its legal significance.

Assumption of Risks

In consideration of CUR permitting me to register for, participate in and/or attending the Event, including but not limited to any and all activities, lectures, and sessions that may occur before or after the official Event dates that are in conjunction with the Event (the “Event Activities”), I hereby expressly assume all of the risks associated with the Event Activities.  I acknowledge that I have been advised to have health insurance in effect.  I know, understand, and appreciate the risks that are inherent in the Event Activities.  I hereby assert that my participation in the Event Activities is voluntary, and that I knowingly and expressly assume all such risks.  I have read and executed this document with full knowledge of its legal significance.

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.)

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.

Photo/Video Release

By registering for, participating in and/or attending the Event, I agree to being photographed or filmed in connection with my participation in the event, and I hereby authorize CUR and its employees, agents, designees, and/or partners, affiliates, and sponsors, the absolute, irrevocable, and unrestricted right (1) to photograph, videotape, and/or otherwise record my participation in the Event; (2) to display, publish, re-publish, broadcast, reproduce, edit, modify, adapt, distribute, sell, license, transmit, assign, prepare derivative works of, and otherwise use and re-use my photograph, likeness, voice or image in connection with the Event, in whole or in part, alone or in compilations, in all languages and in all formats and media and by any method, device, or process now known or later conceived or developed, and for any business purpose without restriction, including for education, illustration, promotion, art, editorial, commercial, advertising and trade purposes; (3) to use my name in connection therewith in the sole discretion of CUR; and (4) to secure any copyright related thereto in the name of CUR.  I hereby release and discharge CUR and its officers, directors, employees, agents, contractors, members, volunteers, partners, affiliates, and sponsors, from any and all claims and demands arising out of or in connection with the use of such images or recordings described above.  I hereby waive any right to inspect or approve such images, recordings, and likeness, and waive any right to royalties or other compensation related to the above-mentioned parties’ use of such images, recordings, and likeness.

Certain events and circumstances may require additional release acknowledgment. That form is found here.

CUR and Venue Rules, Regulations, and Policies

By registering for, participating in and/or attending the Event, I agree to abide by all rules, regulations, and policies governing Event attendees that may now be in effect or later established by CUR or by the Event venue. I understand and agree that CUR or the Event venue reserves the right to take any action deemed necessary and appropriate if Event attendees do not abide by the rules, including but not limited to immediate removal of attendees from the Event without refund.  Such rules, regulations, and policies include, but are not limited to, CUR’s Code of Conduct, which summarizes the behavior expected of Event attendees.  The full Code of Conduct is available here.

COVID-19 Notice and Release

I acknowledge the highly contagious nature of Coronavirus/COVID-19, and understand that those with certain medical conditions may be at higher risk for the disease.  Although CUR and the Event venue may or may not have in place preventive measures based on any U.S. Centers for Disease Control and Prevention and other government agency guidance in order to reduce the possible spread of Coronavirus/COVID-19 at the Event, I understand and acknowledge that neither CUR nor the venue is able to guarantee that any measures adopted, if any, will prevent the transmission of the virus, infection, and/or illness.  By registering for the Event, I voluntarily assume all risks including, without limitation, any exposure to, or infection by, COVID-19, and hereby release and agree to hold CUR harmless from claims for damage or loss that may be caused by any act or omission of CUR.  I also discharge CUR and its officers, directors, employees, agents, contractors, members, and volunteers from any liability or claim with respect to any bodily injury, illness, death, medical treatment or property damage that may arise from my participation in the Event.

Privacy Policy

I understand and acknowledge that CUR may collect information about me incident to my registration for and participation in the Event.  I understand and acknowledge that the use of such information will be governed in accordance with CUR’s Privacy Policy, which is available here.

Cancellation, Substitution, and Link Sharing

I understand, acknowledge, and agree to CUR’s policies regarding registration cancellation, substitution, and the sharing of virtual attendee links.  CUR will honor cancellation requests and provide a refund, less a $50 processing fee, for all requests submitted in writing no later than thirty (30) days prior to the start of the Event.  No refunds will be permitted after this deadline.  Transfer of registration to another individual before the cancellation is free of charge, but subject to member classification charges due to difference in conference rates.  Transfer of registration after the cancellation deadline will be charged a $50 transfer fee.  Institutions may not substitute one participant or another without prior approval of CUR.  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.

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.