Terms & Conditions

1. Terms of Registration

By registering for NEXPLORE, you agree to the following:

• Eligibility. Registration is personal to the named Attendee and is non-transferable to another person unless the Organizer approves a substitution in writing before March 15, 2027.
• Registration fee. Fees are listed in USD and are due in full at the time of registration. Access to the event is conditioned on payment clearing before check-in.
• Badge and access. Your badge is your admission credential. It may not be shared, duplicated, or resold. The Organizer may revoke access without refund for badge misuse, harassment, disruptive conduct, or violation of the event's code of conduct.
• Code of conduct. Attendees are expected to behave professionally toward staff, speakers, sponsors, and other attendees. The Organizer may remove any attendee from the event, without refund, for conduct it reasonably determines to be harassing, unsafe, or disruptive.
• Schedule changes. The Organizer may modify the agenda, speakers, venue, or format (including moving sessions online) due to circumstances beyond its control. Material changes will be communicated to registered attendees.
• Limitation of liability. To the extent permitted by law, the Organizer is not liable for indirect, incidental, or consequential damages arising from attendance, including travel or lodging costs, if the event is postponed, modified, or cancelled.
• This section incorporates the Refund & Cancellation Policy (Section 3) by reference — agreeing to these Terms means you agree to that refund structure.

2. Privacy Policy

What we collect: name, email, phone, employer/title, billing details for payment processing, and dietary or accessibility information you choose to share.

Why we collect it: to process your registration and payment, run the event (badge printing, catering counts, session access), communicate logistics, and, where you opt in, send you future marketing communications.

Who we share it with:

• Payment processor, to process your transaction (we do not store full card numbers).
• Venue and caterer, limited to headcount and dietary/accessibility needs, as needed to deliver the event.
• Event platform/app provider, to manage registration, check-in, and session access.

What we don't do: we do not sell your personal information, and we do not share it with sponsors or third parties for their independent marketing use without your specific opt-in.

Retention: registration and payment records are retained for five years for accounting and legal purposes. Marketing opt-in contacts are retained until you unsubscribe.

Your choices: you may request access to, correction of, or deletion of your personal information by contacting nexplore@xfoundry.org. You may withdraw marketing consent at any time via the unsubscribe link in any email or by contacting us directly.

3. Refund & Cancellation Policy

Refunds are issued on a tiered basis according to when your written cancellation request to nexplore@xfoundry.org is received:

Cancellation received more than 14 days before the event: 100% refund, less a 2.9% + $0.30 processing fee

Cancellation received 2-14 days before the event: 50% refund, less a 2.9% + $0.30 processing fee

Cancellation received less than 48 hours before the event begins: No refund

No-show: No refund

• Substitutions. Instead of cancelling, you may transfer your registration to a colleague at no charge up until 7 days before the event; contact nexplore@xfoundry.org
• Organizer cancellation. If the Organizer cancels the event outright, all registrants receive a full refund of the registration fee. The Organizer is not responsible for non-refundable travel or lodging costs.
• How refunds are issued. Refunds are returned to the original payment method within 14 business days of approval.
• Disputes. Refund requests outside this policy will be considered case-by-case at the Organizer's discretion but are not guaranteed.

4. Photo, Video & Recording Policy

Notice: Photography, video recording, and live-streaming will take place throughout NEXPLORE, including in session rooms, common areas, and networking spaces. This may capture your image, voice, and likeness.

By registering and attending, you agree that:

• The Organizer and its designated photographers/videographers may photograph, film, and/or record you as an attendee of the event.
• These photos, videos, and recordings may be used, edited, and reproduced by the Organizer for event documentation, session replays, the event website, social media, promotional and marketing materials, and future event advertising, without additional compensation or further notice to you.
• Session recordings that include audience Q&A may capture your voice and, if you speak from a microphone, your name if stated.
• This consent has no fixed expiration and applies to future use of the resulting media unless you request removal (see below).

Opting out of individual features: general event and crowd photography is a condition of attending an event of this kind and cannot be individually opted out of. If you do not wish to be individually featured (e.g., a close-up photo used in a promotional post, or appearing on camera during a recorded Q&A), you may:

• Ask event photographers directly to avoid featuring you individually, or
• Decline to use the microphone during recorded Q&A segments.

5. Accessibility Policy

NEXPLORE is committed to making the event accessible to all attendees.

What the venue already provides:

• Step-free access to all session rooms, exhibit areas, and restrooms.

• Accessible restrooms and elevator access at the venue.

What we can provide upon request:

• Reserved accessible seating
• ASL interpretation for main-stage sessions, if event organizer is informed no less than 30 days before the event.
• A quiet room for attendees who need a low-stimulation space.
• Service animals, if event organizer is informed no less than 30 days before the event.

How to request an accommodation: during registration, an optional field lets you describe any accessibility needs. This information is used only by the event operations team to arrange the accommodation and is not shared beyond that purpose. You may also email nexplore@xfoundry.org at any time before or during the event, ideally by no less than 30 days before the event to guarantee availability.

6. Contact & Communications Policy

Operational communications (registration confirmations, schedule changes, receipts, on-site logistics, safety notices) are sent to all registered attendees as a necessary part of managing your registration. You cannot opt out of these while remaining registered, though you may ask us to use an alternate email address.

Marketing communications (future event announcements, newsletters, partner offers) are sent only if you opt in. You may withdraw this consent at any time via unsubscribe link and this will not affect your current registration.

Primary contact:

• General inquiries: nexplore@xfoundry.org
• Media requests: press@xfoundry.org
• Sponsorship/exhibitor questions: partnership@xfoundry.org