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Participation

Agreement

In consideration of participating in the Sustainability Research & Innovation (SRI) Congress 2025 (“Program”), sponsored by Future Earth, Belmont Forum, University of Illinois System (“Organizers”), you hereby understand and agree to the following:

LIABILITY RELEASE AND WAIVER

You, for yourself, your heirs, assigns, and anyone entitled to act on your behalf, do hereby accept and assume full responsibility for any and all injuries, damages (both economic and non-economic), and losses of any type, including death (“Losses”), which may occur to me during my participation in the Program, including but not limited to any Losses arising from or related to COVID-19 and any of its variants.

You take full responsibility for, RELEASE AND HOLD HARMLESS the Organizers, their affiliates, and their respective directors, officers, employees, manager, members, and agents (“Released Parties”) from any and all liability, claims, or causes of action that you may hereafter have for any Losses arising out of your participation in the Program included, but not limited to, any losses caused by the negligence of Released Parties.

You further agree that you will not sue or make any claims against the Released Parties for and Losses you may sustain as a result of any injury, or death, sustained from my participation in the Program.  You also agree to INDEMNIFY AND HOLD THE RELEASED PARTIES HARMLESS from all claims, judgments and costs including attorney’s fees, incurred in connection with any action brought as a result of participation in the Program.

YOU EXPRESSLY AND VOLUNTARILY ASSUME ALL RISK OF DEATH OR PERSONAL INJURY SUSTAINED WHILE PARTICIPATING IN THE PROGRAMS WHETHER OR NOT CAUSED BY THE NEGLIGENCE OF THE RELEASED PARTY.

You hereby expressly recognize that this Release of Liability, Waiver of Legal Rights, and Assumption of Risk is a contract pursuant to which you have released any and all claims against the Released Parties resulting from any injury, or death, sustained from participation in the Program including any claims for negligence of the Released Parties.

You also agree to follow all applicable governmental/public health and safety recommendations related to COVID-19 and its variants, and You agree to follow any and all preventive measures in place at the time of the Program and/or recommended by the Organizers.

PRIVACY NOTICE

The Organizers may collect, process and share your information in accordance with this Privacy Notice.

CODE OF CONDUCT

In participating in the Program, you agree to abide by the Code of Conduct.

PARTICIPATION SUPPORT

Should you be chosen to receive funds, items, or support of value as part of your involvement with the Program, you agree to respond to inquiries, reporting, and publicity requests from the Organization in a timely manner.  Failure to do so may result in delay and/or rescission of your support.

TRAVEL POLICY

If your travel is supported by the Program, you acknowledge and agree to abide by the Travel Policy.

PHOTO/VIDEO RELEASE

You hereby provide the Organizers, their sponsors, affiliates, successors, assigns, and designees the absolute right and permission to use your name, physical license, voice, photographs, videotapes or recordings of you during your participation in the Programs and activities for any deemed reasonable purposes, including for publications, on websites and other means of communication (television, flyers, pamphlets, social media) or reproductions thereof, in any manner or through any media, now known or hereafter devised, in perpetuity, without any consideration or notice to or consent by you.

COPYRIGHT AND CONTENT ACCESS

SRI encourages open access and sharing of its publicly available materials, but such sharing must be done with proper attribution to SRI.  SRI owns the copyrights in all such materials it provides, or has the right to provide such materials provided by third parties. SRI’s copyrights in its materials, and its proprietary ownership of its name, logo, and other materials are protected by law.

SRI encourages you to share our work, but you must provide SRI with attribution rights, i.e., you must tell people that SRI created the documents.  You understand that if you violate these rules, you may be subject to legal actions.  The materials remain the property of SRI and the author(s), unless otherwise specified within the material.

You also understand that when content is provided to you by SRI, whether paid or unpaid, the content is intended to be accessible only to you and providing others access to such content is prohibited. Furthermore, such limited-access content is not to be reproduced, distributed, or publicly displayed unless prior written permission is obtained from SRI and the author(s).

CONFIDENTIALITY AND DATA PROTECTION

You understand that by participating in the Program, you may be granted access to sensitive, restricted, or personally identifying information. In consideration for being provided access to such information, you agree to maintain confidentiality, to protect such information, and to be liable for any data or security breach associated with your access or negligence. Any form of reproduction, dissemination, copying, disclosure, modification, distribution, storage and / or publication of such information or associated materials without the prior written consent of SRI is prohibited. 

ETHICS REPRESENTATION

You acknowledge and agree that your participation in the Program is consistent with ethics rules specifically applicable to you under your government, agency, or employment, including any requirements or restrictions specifically applicable to you under a travel visa necessary to participate.   

You further acknowledge that you are responsible for ensuring that any grant funds, items, or support of value you receive as part of your involvement with SRI’s Programs do not violate any law or ethical rules to which you are subject. 

REGISTRATION REFUNDS & MODIFICATIONS

We understand that circumstances may change, and you may need to cancel your registration for the Congress. Please review our refund policy below to ensure you are aware of the timelines and conditions for requesting a refund.

  • Full Refund:
    • Cancellations made up to 60 days prior to the start of the Congress are eligible for a full refund of the registration fee, minus a $50 processing fee.
  • Partial Refund:
    • Cancellations made between 59 and 30 days prior to the start of the Congress will receive a 50% refund of the registration fee.
    • Cancellations made within 29 to 14 days prior to the start of the Congress are eligible for a 25% refund.
  • No Refund:
    • Cancellations made less than 14 days prior to the start of the Congress are not eligible for a refund.
    • No refunds will be issued for no-shows.
  • Substitutions:
    • If you are unable to attend, you may transfer your registration to another person by notifying us in writing at least 7 days before the event. No additional fee will be charged for substitutions.
  • Special Circumstances:
    • In the case of documented medical emergencies or other extreme circumstances, exceptions to the refund policy may be considered on a case-by-case basis. Please contact the Congress organizer as soon as possible if such a situation arises.
  • Cancellation of Event:
    • If the Congress is canceled by the organizers, registrants will receive a full refund of the registration fee. However, the organizers are not responsible for covering travel, accommodation, or any other costs incurred by attendees.

All refund requests must be submitted in writing to sri@futureearth.org and will be processed within 30 days of receiving the request. We appreciate your understanding and cooperation with these policies to ensure the efficient management of the event.

REVISIONS TO THIS AGREEMENT

The Organization may, at any time, revise this Agreement by updating this page. You agree to be bound by any such revisions and should therefore periodically visit this page.