HIMSS23 Global Conference Terms and Conditions

Thank you for registering for the HIMSS23 Global Health Conference & Exhibition (the Conference). The following Conference Terms and Conditions (Terms and Conditions or Terms) apply to you and your participation in the Conference. Your Conference registration may include in-person programming (including general admission keynotes, general education sessions, opening reception and exhibition).  based on the purchase of your registration pass, your registration may also include any optional pre-conference symposia or special events you choose to add onto your Conference registration. “Attendee” for purposes of these Terms will include all participants at the Conference including exhibitors, sponsors, speakers, press, partners and individual attendees. By purchasing access to the Conference, you agree to these Terms, so please read them carefully. These Terms include and incorporate by reference our Privacy Policy.

This Conference is organized by the Healthcare Information and Management Systems Society (HIMSS), which reserves the right, in its sole discretion, to limit or deny access to any entity or individual. To be eligible to participate, you must be 21 years old or older.

Payment Terms

Submission of a registration online, by phone or email, constitutes an official registration and intent to attend the Conference. Invoices are payable upon receipt, and full payment must be received to gain entry to the Conference. Please note that payments must be charged to Visa, MasterCard, American Express or Discover credit card, or paid by check. Purchase orders and cash are not accepted.

You agree that, in the unlikely event that HIMSS cannot resolve a payment issue and you dispute the credit card charge, your electronic statement may be used as evidence that said charge is valid and just. If there are any issues with your credit card charge, please contact the CSI Registrar at HIMSS@csreg.zohodesk.com or 224.563.3122 and 855.326.8342 Monday-Friday 9:00 am – 5:00 pm CT. 

Reminder: Conference fees do not include HIMSS membership fees. Any HIMSS membership fees paid as part of the Conference registration are non-refundable and non-transferrable.

Registration Confirmation

Registration confirmations are auto-generated and sent to the email address provided during the registration process. If you did not receive your confirmation, please contact HIMSS@csreg.zohodesk.com or 224.563.3122 and 855.326.8342 Monday-Friday 9:00 am – 5:00 pm CT.

Attendee Cancellation Policy

If circumstances change and you can no longer attend this Conference, you may cancel your registration by providing written notice to the CSI Registrar at HIMSS@csreg.zohodesk.com or 224.563.3122 and 855.326.8342 Monday-Friday 9:00 am – 5:00 pm CT. Our Attendee cancellation policy is outlined below.
Registrations will be refunded if you notify HIMSS of your cancellation in writing on or before midnight ET, Monday, March 6, 2023. A $100 fee may apply to the cancellation.

There will be no refunds given for any cancellations received after March 6, 2023. This can include, but is not limited to, failure to attend the conference because of illness, alteration or rescheduling of the Conference by HIMSS, or due to events beyond the parties’ reasonable control, such as travel problems, natural disaster or weather emergency, civil unrest, epidemic, public health emergency (declared or undeclared), or an act of terrorism. For cancellations received after the cutoff date with a balance due, the registration amount remains due in full.

Conference refunds approved by HIMSS will be issued within 5 to 7 business days. All refunds will be issued back to the original payment form.

Reminder: Cancelling your Conference registration does not automatically cancel your hotel and travel arrangements. Attendees are responsible for cancelling their hotel and travel reservations. Please refer to the hotel cancellation and refund policy.

Substitution Policy

Substitution of registrations may be made at any time up to the Conference start date and, in certain cases, on-site. The substitute must first register for the Conference and pay the Conference Fees associated with their registration choices. If the substitute is not a HIMSS member, payment of the non-member fee will be required for the substitute to attend. Once completed, the substitute must send the substitute's registration ID to HIMSS@csreg.zohodesk.com or 224.563.3122 and 855.326.8342 Monday-Friday 9:00 am – 5:00 pm CT. Upon receipt, the original Conference registration will be canceled, and the Conference fees for the original registration will be refunded in full.

If the substitution takes place on-site, the substitute must bring a letter on company letterhead authorizing the substitution.

Conference Cancellation or Modification

HIMSS reserves the right to cancel, alter, or reschedule the Conference for any reason, including because HIMSS determines in its sole discretion that the Conference cannot be held as planned.  HIMSS also reserves the right to close registration when tickets are sold out. For these reasons, registrants are advised against making non-refundable travel arrangements. Should you purchase non-refundable airline tickets or make non-refundable hotel reservations, you do so at your own risk.

Should HIMSS cancel, alter, or reschedule some or all of the Conference for any reason, any fees paid or owed will not be refunded. Further, a portion of your Conference fees (including fees for any optional events) may be converted to a credit. If applicable, this credit may be applied to any future HIMSS service or program, excluding HIMSS Global Health Conferences, and must be used on or before December 31, 2024.

Communications and Contact Information

For the purposes of these Terms, the term “Contact Information” means Attendees’ names, company names, job titles, address, email address and phone. Except as described herein, HIMSS does not share your Contact Information with exhibitors and/or sponsors prior to, during or after the Conference if you have opted out of the communications from exhibitors and/or sponsors. The sections below outline when and how HIMSS may share the information described; if you want to adjust your consent and or opt-out preferences, you may do so at any time by emailing dpo@himss.org. Additionally, if you receive an unauthorized email from an exhibitor, sponsor or Attendee, please contact the exhibitor, sponsor or Attendee directly to remove your name from its distribution list. You may also notify HIMSS at dpo@himss.org.

Attendee Roster

Unless you have specifically opted out, by completing the registration process and acknowledging these Terms and Conditions, you are providing your consent for HIMSS to share your limited Contact Information on the HIMSS attendee roster.

Communications from HIMSS

By completing the registration process and acknowledging these Terms and Conditions, you are providing your consent to receive emails and other mailings from HIMSS related to the Conference  to facilitate your participation. Specifically, you are providing your consent to allow HIMSS to use your Contact Information to facilitate access to Conference programming,  and related events, including Conference content, optional pre- and post-conference symposia and activities, special events. You may opt out of receiving certain communications in connection with the event through the registration process or by contacting HIMSS, per the instructions above.

Attendance at Exhibitor Sessions and Sponsored Activities

By registering for an exhibitor or sponsor session/activity or attending an exhibitor or sponsor session/activity, you are providing your consent and you agree that Contact Information provided to HIMSS may be shared with respective exhibitors or sponsors; additionally, you agree to receive communications from such exhibitor or sponsor, subject to their corresponding terms and privacy policies. Please be aware that attendance at exhibitor and sponsor sessions/activities is optional, and you may refuse to attend such sessions/activities without penalty; you acknowledge that if you do not permit sharing of your Contact Information in this context, you may not be able to attend some of the exhibitor or sponsor sessions/activities. You may also opt out of receiving these communications, per the instructions above.

HIMSS Badge Scanning

HIMSS uses badge scanning for In-Person attendance. HIMSS does so to share your registration Contact Information as described below, as well as to determine session attendance, deliver session surveys, manage session capacity, and enforce session restrictions.  The scanning of your badge is your consent to having your registration Contact Information and other identifying information you provided to HIMSS shared with Conference producers, exhibitors, sponsors, partners and within the HIMSS organization. Please be aware that exhibitor and sponsor scanning of attendee badges is optional, and you may refuse to have your badge scanned at booths as well as at the entrance to exhibitor sessions and functions without penalty; you acknowledge that if you do not permit sharing of your Contact Information in this context, you may not be able to attend certain sessions or functions.

Guest Speakers

To provide our Attendees with a global platform for the exchange of ideas and insights, HIMSS invites key figures to share their personal perspectives concerning the challenges and opportunities facing businesses today. Guest speakers are not employees of HIMSS and HIMSS neither pre-reviews nor comments on the content of our guest speakers’ sessions. Guest speaker views and opinions are entirely their own and in no way reflect the views and opinions of HIMSS.

Health and Safety

Considering ongoing concerns regarding COVID and communicable health risks more generally, HIMSS will implement health and safety protocols appropriate to the public health circumstances existing at the time of the Conference.  HIMSS will exercise reasonable efforts to utilize protocols that will comply with or exceed any local public health requirements and be consistent with then-prevailing public health standards as issued by relevant public health entities.  Those protocols may include but are not limited to the following requirements: vaccination, proof of COVID status, self-monitoring, biometric screening, symptom checkers, contact tracing, use of personal protective equipment and social distancing, or other similar measures. Compliance with some or all of the protocols adopted by HIMSS may be mandatory for attendance and  participation at the Conference.  Additional information regarding the specific health and safety measures, and any necessary consents by you, will be communicated to Attendees prior to the first day of the Conference.  

You specifically agree that you will not attend the Conference if, within five days preceding the Conference, you have:

  1. Tested positive or presumptively positive for COVID or other communicable disease or been identified as a potential carrier of COVID or other communicable disease; or
  2. Experienced any symptoms commonly associated with COVID or other communicable disease; or
  3. Been in direct contact with or the immediate vicinity of (collectively, the “Encounter”) any person who is either confirmed or suspected of being infected with COVID or other communicable disease within the last five days.

 Further, you understand and agree that HIMSS may share any COVID-related information about you that HIMSS receives as part of such health and safety protocols with public health authorities or other regulatory agencies, as required under applicable laws.

Use of Multimedia

By attending the Conference, you acknowledge and agree that HIMSS, or others acting on its behalf or through sponsorship or exhibitor contracts, may take photographs and video (by any means) and/or make sound recordings during the Conference (including social media) and that you may appear in such photographs and videos and be heard in such sound recordings, and that HIMSS may edit and use the footage it captures at the Conference for marketing and promotional activities (including through social media) now and in the future, and for any other lawful purpose in the ordinary course of its business.

You are prohibited from photographing, video recording and sound recording of any part of any Conference sessions or content (including through recording on social media feeds), unless you have obtained written permission in advance from HIMSS. For online programs, HIMSS prohibits the use of screen shots, screen sharing, and/or any other technology that can be used to capture proprietary content and images from the Conference.

Due to the prevalence of mobile devices in today’s world, HIMSS disclaims all liability for the capture of your image, voice or likeness by Attendees (who are not under sponsorship or exhibitor contracts with HIMSS) in any multimedia format at the Conference.

Code of Conduct

You agree not to copy or permit to be copied, in any form or format, without the express written permission of HIMSS, any of the contents of the Conference Attendee roster. You also agree not to use the Attendee roster contents for any commercial, marketing, promotional or political purposes.

No solicitation is permitted except by exhibitors, within the confinement of their booths. HIMSS reserves the right to escort any individual from the Conference who is reported to be soliciting and who is not a HIMSS exhibitor. 

Attendees are expected to behave responsibly and to treat each other and the community with respect, kindness and compassion. Failure to behave in such manner, as determined in HIMSS’s sole discretion, may result in removal from the Conference and deactivation and/or revocation of credentials, without refund.
The Conference is a private event, and weapons are strictly prohibited. Attendees are forbidden from carrying weapons of any kind, including concealed or displayed firearms or knives, onto the premises of the Conference. HIMSS reserves the right, in its sole discretion, without refund, to deactivate and/or revoke the credentials of Attendees who violate this policy. By signing below, you agree to comply with this policy, regardless of any signage located on the premises of the Conference.

For security reasons, badge swapping or sharing of access credentials is not permitted. Anyone found wearing a badge that does not match that person’s identification or using another person’s access credentials for the Conference will be evicted from the Conference without a refund, and that person’s registration will be canceled. A government-issued photo ID will be required to pick up your badge on-site.

A Conference badge allows an Attendee entry to the overall Conference, but cannot guarantee admission to every session, lounge or meeting area. Admission is subject to venue capacity and other requirements.

Waiver of Liability

You assume all risks associated with, resulting from, or arising in connection with, attendance at and/or participation, in any capacity, in the Conference or any Conference-related activities, including, without limitation, all risks of theft, loss, harm, damage, illness or sickness (including those caused by known or unknown infectious or communicable disease such as COVID, H1N1 or other illness or sickness caused by bacteria, fungi, microorganisms or viruses), or injury to the person (including death) or property damage, whether caused by negligence, intentional act, accident, act of God, or otherwise, and whether occurring before, during or after the Conference.

You further agree that neither HIMSS nor its agents, officers, directors, members, contractors or employees shall be liable for illness, sickness or injuries to the person (including death) or loss or damage to property resulting from, occurring at or arising out of the Conference or Conference-related activities, including but not limited to any education sessions presented in connection with the Conference, or for any indirect, incidental, consequential, special, punitive or exemplary damages. You further release and discharge such persons and entities from, and covenant not to sue such persons and entities with respect to, any and all risks, injuries, losses, damages and liabilities described herein.

You further agree that the maximum liability of HIMSS to you arising from your registration, participation, and attendance at the Conference shall be the return of your fees paid to HIMSS. 

Governing Law, Venue, Class Action Waiver, and Jury Waiver

You agree that any disputes related to your participation in and/or fees paid for the Conference shall be governed exclusively by the substantive laws of the State of Illinois without giving effect to any choice-of-law rules that might result in the application of a different state’s substantive law. You further agree that the mandatory, exclusive venue for any action related to your participation in and/or fees paid for the Conference shall be the federal court of the Northern District of Illinois or any state court in the State of Illinois, Cook County. You further agree that any action brought in these courts related in any way to the Conference, including without limitation your participation in the Conference and/or fees paid for the Conference, will be an individual claim, that you shall not bring claims against HIMSS in a representative capacity on behalf of any other individual, that you shall opt out of any class proceeding, and that you shall not assert class or collection action procedures. You further agree that both you and HIMSS waive any right to a trial by jury for any legal action related to the Conference, including without limitation your participation in and/or fees paid for the Conference.

Reporting Dangerous Situations or Emergencies

If there is a situation that looks concerning or could be dangerous, notify Conference organizers onsite in a prompt manner or email us at globalconference@himss.org. In the event of an emergency, please contact local authorities immediately.

Consequences of Violating These Terms and Conditions

HIMSS reserves the right to, at its sole discretion, revoke the credentials of Attendees whose conduct is to be in violation of these Terms and Conditions or is otherwise deemed inappropriate, disorderly or offensive, and to do so without warning or a refund. This may also result in prohibition from registering or attending future conferences.