These terms and conditions (the "Terms") govern your registration for and participation in any Vast event (the "Event") and form a binding agreement between you and Vast Technologies, Inc. ("Vast," "we," "us," or "our"). By registering for the Event, you confirm that you are authorized to accept these Terms on your own behalf or on behalf of your organization.
1. Event Participation Your participation in the Event is subject to your compliance with these Terms. egistration requires completion of the registration process and full payment of any applicable fees, if required. Unless stated otherwise on the Event registration page or explicitly approved by us, attendees must be 21 years or older on the Event start date. Registration is subject to availability and may close without notice. Vast reserves the right to change the Event schedule or content at any time.
2. Safety and Entry We prioritize attendee safety. Entry to the Event may be contingent upon security checks and valid photo identification. Refusal to comply may result in denied entry. We may also ask any attendee to leave the Event if their conduct compromises the safety or experience of others. No refunds will be issued under such circumstances.
3. Your Information
3.1 General Handling. By registering for the Event, you consent to the collection, use, and processing of your information as described in these Terms and in Vast Privacy Policy.
3.2 Sharing with third parties. The contact details you voluntarily provide during registration ("Contact Information") may be shared with the following third parties:
A. Event Sponsors – If you participate in any sponsor-related sessions or have your badge scanned within the sponsor expo your Contact Information may be shared with sponsors who participated in the Event.
B. Platform Providers – These are technology vendors that support backend systems for registration, data storage, and integration with Vast’s internal tools.
C. Operational Support Partners – These partners assist Vast in managing registration processes and customer support.
3.3 Audio/Visual Participation. By participating in Event activities, you consent to the use of your voice and image recordings in accordance with Vast Privacy Policy.
3.4 Emergency Contact Information. If requested during the Event registration process, you may be required to provide the name and contact details of an emergency contact person ("Emergency Contact"). Vast may use such information solely under specific circumstances, such as: (i) personal emergency involving you (ii) Event cancellation, evacuation, or a critical Event-related situation. By submitting Emergency Contact information, you expressly authorize Vast to communicate with the Emergency Contact exclusively for such purposes.
4. Vast Code of Conduct
4.1 Expected Behavior. At Vast, we are committed to fostering an inclusive, respectful, and safe environment for all members of our community. Whether participating in Vast events, programs, blogs, forums, or social media channels, all participants are expected to uphold the following standards of conduct:
You must conduct yourself in a manner that supports a safe, welcoming, and respectful experience for all participants.
Disruptive behavior, speech, or any interference with another individual's participation in Vast events or platforms will not be tolerated.
You may not disrupt or interfere with the operations of any Vast event or program.
Attempting to gain access to services, privileges, or benefits to which you are not entitled is strictly prohibited.
You must refrain from any form of harassing, offensive, discriminatory, or threatening behavior or speech, whether in person or online. This includes, but is not limited to, conduct related to race, gender, gender identity or expression, national origin, religion, disability, marital status, age, sexual orientation, military or veteran status, or any other legally protected characteristic.
You are required to always follow the instructions of Vast staff and moderators.
You must comply with all applicable laws, as well as any event-specific rules established by Vast, including health and safety requirements.
4.2 Applicability. These standards of conduct apply to all members of the Vast community, including, but not limited to, attendees, speakers, sponsors, vendors, volunteers, moderators, and employees. They govern conduct during all official and affiliated Vast events and programs, both in-person and online.
4.3. Violations and Enforcement. Any breach of such standards of conduct may result in immediate removal from the current event or program without refund and a ban from future participation in any Vast-affiliated setting, both online and offline. Content in violation of this Code may be removed, and, where appropriate, Vast may involve law enforcement authorities. All enforcement decisions are made at our sole discretion.
4.4 Reporting Concerns. If you experience or witness behavior that violates these standards of conduct, please contact us promptly at vastdata@bdi-events.com so that we can take appropriate action.
5. Media and Content Rights
You allow us, our affiliates, and authorized contractors to record and use your image, voice, and any content you submit or present at the Event ("Your Materials"), including personal data. This includes the right to modify, distribute, and reuse such materials for business-related purposes globally and in perpetuity, royalty-free. You waive any moral rights associated with Your Materials to the extent permitted by law and confirm that: (a) Your Materials are accurate; (b) you have the necessary rights to share them; and (c) they do not infringe any third-party rights.
6. Taxes
Each party is responsible for its respective tax obligations. Unless otherwise noted, all fees exclude taxes such as VAT, sales tax, or other indirect taxes. Vast may collect applicable taxes unless you provide a valid exemption certificate.
7. Cancellations
7.1 By You. If registration fees or other fees are required for the Event, cancellation instructions will be listed on the Event’s registration webpage.
7.2 By Us. We may cancel the Event at any time for reasons including, for example, availability or suitability of venue or speakers or on security, health, or safety grounds, and we may deny, limit, or cancel your Event registration at any time. We are not responsible for any damages, direct or indirect, resulting from such cancellation. If we cancel the Event or your registration and you are in compliance with these Terms, we will issue you a refund of your Event registration fee in accordance with the refund policy on the Event’s registration webpage.
7.3 Effect of Cancellation. If you or Vast cancel your registration for the Event or Vast cancels the Event, Sections 3-5, and Sections 7-11 will remain in full force and effect.
8. Trade Compliance and Ethics
8.1 Sanctions. You represent and warrant that you and your financial institution(s) used to fund any fees required for the Event are not subject to sanctions or otherwise designated on any list of prohibited or restricted parties, or owned or controlled by such a party, including but not limited to the lists maintained by the United Nations Security Council, the U.S. government (e.g., the U.S. Department of Treasury’s Specially Designated Nationals list and Foreign Sanctions Evaders list and the U.S. Department of Commerce’s Entity List), the European Union or its member states, or other applicable government authority.
8.2 Ethics Compliance. You certify that you have confirmed with an appropriate ethics official that there are no federal, state, local, or institutional ethics or procurement laws, regulations, or rules that restrict or prohibit your attendance at the Event or would otherwise create a conflict of interest for Vast. You confirm that your participation does not conflict with any governmental or institutional ethics or procurement rules.
9. Risk Acceptance
You acknowledge that your attendance and participation in the Event are entirely voluntary, and that you fully understand its nature. To the fullest extent allowed by law, you accept sole responsibility for any risks arising from your involvement in the Event.
10. Release of Claims
To the extent permitted by law, you release Vast, its affiliates, and their respective officers, directors, employees, and representatives from any present or future claims, liabilities, or expenses (including legal fees) arising from or related to your participation in the Event, the use of any recordings, or Your Materials.
11. Limitation of Liability
TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, NEITHER WE NOR OUR AFFILIATES SHALL BE LIABLE TO YOU FOR: (A) ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR EXEMPLARY DAMAGES; OR (B) ANY LOSS OF PROFITS, REVENUE, CUSTOMERS, OPPORTUNITIES, OR GOODWILL. IN ALL CASES, THE TOTAL LIABILITY OF US AND OUR AFFILIATES UNDER THESE TERMS WILL NOT EXCEED USD $100.
12. General Provisions
12.1 No Waiver. Failure to enforce any provision does not waive our right to enforce it later time. All waivers by us must be in writing to be effective.
12.2 Severability. If any portion of these Terms is held to be invalid or unenforceable, the remaining portions of these Terms will remain in full force and effect.
12.3 Force Majeure. Neither we nor our affiliates shall be held responsible for delays or failures in fulfilling obligations outlined herein when such delays or failures are attributable to circumstances beyond our reasonable control. This includes, but not limited to, natural disasters, labor disruptions, power or utility failures, telecommunications breakdowns, extreme weather events, civil disturbances, governmental actions or mandates, embargoes, terrorism, or armed conflict.
12.4 Assignment. You may not assign or transfer these Terms or any associated rights or responsibilities without our express written approval. Any such attempt without prior consent is invalid. We retain the right to assign these Terms without notice or approval in the event of a merger, acquisition, corporate restructuring, or transfer to an affiliate.
12.5 Governing Law. These Terms shall be governed and construed in accordance with the laws of the State of New York. Any and all such claims and disputes shall be brought in, and you hereby consent to them being litigated in and decided exclusively by a court of competent jurisdiction located in New York, New York.
12.6 Updates. We may update these Terms by posting revisions on our site. Continued participation after changes indicates acceptance.
12.7 Entire Agreement. These Terms constitute the entire agreement between the parties. Any translated version is for reference; the English version prevails in case of conflict.