ILMA Annual Meeting Attendee Consents

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By registering to attend the Independent Lubricant Manufacturers Association’s (“ILMA” or “Our”) Annual Meeting, you confirm that you have read and agree to the following policies, including the waivers and releases at the end.  These policies are strictly enforced by ILMA, and apply to all attendees, and are without exception.

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​ILMA Code of Conduct

 

Your registration for the ILMA Annual Meeting (“Meeting”) acknowledges your acceptance of the following Code of Conduct at all events and activities, including virtual sessions and those activities sponsored by entities other than ILMA but held in conjunction with the Meeting, either in public or private facilities.  In addition, ILMA members must adhere to ILMA’s Code of Ethics.  ILMA is committed to providing a safe and welcoming environment for all Meeting participants and staff.  You are expected to act in a professional and courteous fashion to all attendees and staff throughout the Meeting.  ILMA expects that you will:

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• Always wear your meeting badge and will not share it with others.  Fraudulently allowing an individual to gain access to Meeting sessions or social events by using another’s credentials is grounds for immediate removal of all parties involved from the Meeting without a refund.

• Not sell or share lists containing Meeting registrant data to any third parties.  Such lists are ILMA’s exclusive property.

• Treat others with respect, inclusiveness, and consideration, recognizing that the meeting is a place for diversity of individuals, thought, and collaboration.

• Communicate openly with respect for others, avoiding personal attacks.

• Act to avoid invading personal privacy or the space of individuals.  Assume the individual has an expectation of privacy or space.

• Be mindful of your surroundings and others.  Speak up and alert ILMA staff or counsel as soon as possible if you notice any discriminatory, harassing, aggressive, or exclusionary behavior or speech.  Call 911 or alert hotel security if someone is in immediate danger or if an immediate and serious safety concern exists.

• Respect and follow the rules and policies of the Meeting hotel or any other associated venue or site.

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Unacceptable behavior from any Meeting attendee will not be tolerated.  Unacceptable behavior throughout the Meeting includes, but is not limited to:

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• Harassment, intimidation, or discrimination in any form.

• Physical or verbal abuse of any attendee, speaker, staff, service provider, or other Meeting guest.

• Other examples of unacceptable behavior include, but are not limited to: verbal comments, jokes, insults, and any other inappropriate or demeaning conduct related to gender, gender identity and expression, sexual orientation, disability, age, body size or other physical appearance, marital status, veteran status, socioeconomic status, race, religion, and national origin; inappropriate use of nudity and/or sexual images in public spaces; and, threatening or stalking any Meeting attendee, guest, or staff.

• Disruption of Meeting sessions or at other events or activities organized by ILMA at the Meeting hotel or other associated venue or site.

• Possession of a weapon or something that could be construed as a weapon during the Meeting.

• Unauthorized audio or visual recordings of any Meeting sessions or activities.

• Failure to obey any rules and policies of the Meeting hotel or other associated venue or site.

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Anyone requested to stop unacceptable behavior by an ILMA staff member or counsel is expected to comply immediately.  Because ILMA will not tolerate such behavior, it reserves the right to take any action it deems necessary and appropriate in its sole discretion, including warning, immediate expulsion from the Meeting or sessions without warning or refund, exclusion from future meetings, or referral for action under ILMA’s Code of Ethics.

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ILMA takes seriously any violation of this Code of Conduct. If you are the subject of unacceptable behavior, have witnessed any such unacceptable behavior, or have any other concerns, please contact immediately any member of the ILMA staff or counsel.  Onsite staff members and counsel wear badges with identifying staff ribbons.  In case of an in-person emergency, call 911 or hotel security, whichever feels safest.  ILMA will take appropriate actions to protect anyone affected by violations of this Code of Conduct.

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All reports made to ILMA staff and counsel are confidential.  If ILMA staff or counsel takes a report from you, they may need to involve others to ensure that your report is properly managed and that appropriate action is taken to protect you and others, but all efforts will be made to keep your report confidential.  ILMA will only involve law enforcement or hotel security at your request.

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ILMA expressly disclaims any liability arising out of your consumption of alcoholic beverages in conjunction with the Meeting.  You are responsible for your own wellbeing. ILMA expressly disclaims liability for any acts or omissions of Meeting attendees resulting from excessive drinking, recklessness, or negligence on the part of any participant(s).  ILMA reserves the right to revoke your Meeting registration without refund at any time for your breach of the foregoing.

 

FRAUD WARNING!

 

Companies or individuals unaffiliated with ILMA or the Meeting hotel may pose as the official housing or official registration provider for the Meeting.  These companies or individuals may contact you directly to offer housing and/or registration for the Meeting through websites designed to deceive visitors by posing as an ILMA website.  These companies and individuals are not authorized by ILMA.

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Do not give your credit card information or make any registration with any website other than ILMA’s dedicated Meeting website or make a room reservation for the Meeting other than through ILMA’s room block with the Meeting hotel.  ILMA will provide links for online Meeting registration and room reservations.

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Consent to Use of Image 

 

Registration and attendance at, or participation in, the Meeting constitutes your permission for ILMA’s use and distribution (both now and in the future) of all photographs, video, voice recordings or other media (“images”) taken of you at events and activities at the Meeting, and any reproduction of them in any form and in any media on a royalty-free basis.  ILMA may crop, alter, modify or combine your images without notifying you.  All photos and recordings are the exclusive property of ILMA. You may be asked to participate in interviews, such as testimonial videos, etc., in which case, you may be asked to fill out and execute an additional consent form.

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Personal Photography and Social Media

 

ILMA encourages attendees to share their experience at the Meeting on social media, including on the ILMA app, unless a speaker specifically prohibits sharing of their content.  By sharing photos and videos on social media channels, including the ILMA app, you are consenting that ILMA may reshare, repost and use those photos and videos prior, during, and after the Meeting.

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Media Shared by Presenters

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Presenters may share additional media and resources as part of their sessions at the Meeting. These resources are provided for attendees’ personal use and are not for distribution unless the resource explicitly states that it can be broadly distributed, or written permission is individually granted by the presenter.  In either case, proper attribution to the original creator is required.

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Important: Use and reproduction of the Meeting logo and/or ILMA’s logo to promote non-ILMA sanctioned products or services is strictly prohibited.

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I understand that the opinions, statements, presentations, data, images, videos, documents and other information expressed or otherwise shared by presenters or other participants at the Meeting are for informational purposes only.  The views and opinions expressed by presenters and other participants are not those of ILMA, unless expressly indicated otherwise.

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Solicitations

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Solicitations by non-registered attendees of the Meeting cannot take place in any space or venue at the Meeting hotel. The Meeting hotel lobby, sidewalks, parking lots, and surrounding areas of the Meeting hotel are the property of the Meeting hotel, not ILMA.  Non-registered attendees at the Meeting are not allowed to utilize these spaces for solicitation purposes of any kind, including the distribution of materials.  Anyone found violating this prohibition will be reported to hotel security and may be removed from the hotel’s property.  In addition, ILMA may invoice the individual(s) for the costs of a Meeting registration.

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Accessibility and Accommodations

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ILMA believes in providing equal opportunity for everyone. ILMA provides organizational-wide accessibility accommodation and will review ad hoc requests for additional accommodation, including for dietary restrictions and reserved seating, on a case-by-case basis.  Our goal is to work with you to find the right solutions for you to have access to the Meeting.

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Age Restriction

For safety reasons, children under the age of twelve (12) are not allowed to attend sessions at the Meeting.  Strollers or infant carriers are not permitted at any time during any Meeting session.  Participation by children under age 21 may be limited in certain Meeting events.  In addition, children should not be left unattended at the meeting.  Attendees should contact the Meeting hotel for assistance with childcare options in advance of the Meeting.  Your support and compliance are appreciated.

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Animals

A service dog is always allowed in all areas of the Meeting, including where food is served, as long as the dog is under the control of its handler.  Service dogs must be registered with ILMA prior to the Meeting.

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Emotional support animals (“ESAs”) with appropriate certification and pre-approval from ILMA are allowed in meeting rooms, but not where food is served. ESAs must always be under the control of their handler and not pose a threat to the health or safety of other Meeting attendees.  When the Meeting hotel or other facility allows ESAs on the property, an attendee may ask ILMA to allow them to bring their ESA as a reasonable accommodation for their disability and to enable them to participate in the Meeting.  When registering for the Meeting, the attendee will need to provide to ILMA appropriate certification of the ESA, which includes (1) a qualified health care practitioner’s certification that the attendee has a disability and that the ESA is needed to accommodate that disability, and (2) the attendee’s certification that their ESA is free from offensive odors and displays habits appropriate for a professional meeting setting.

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Pets are not allowed in any Meeting spaces at any time.

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ILMA is not responsible for the care or supervision of any service dog or ESA.  The handler is solely liable for any damage or injury caused by the animal to any person, property, or the hotel facility.

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Health and Safety

 

ILMA will continue to follow the guidance of The Centers for Disease Control (CDC) as it relates to COVID-19 and other communicable diseases, along with state, local and venue requirements to meet safely.  Please consider the health of others.  Do not attend in-person Meeting events if you do not feel well or have been diagnosed or tested positive for COVID-19, Influenza, or other communicable airborne diseases.​​

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Assumption of Risk and Release Waiver

 

COVID-19 WARNING, ASSUMPTION OF RISK, WAIVER OF RISK AND RELEASE OF LIABILITY AND INDEMNIFICATION FOR ATTENDING THE MEETING

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• WARNING RELATED TO COVID-19 INFECTION
  COVID-19 is very contagious and can cause serious and potentially life-threatening illness and even death.
  
  ILMA has taken and will continue to take all reasonable precautions to prevent against the presence and spread of the disease but cannot and does not guarantee against exposure; and therefore, in choosing to attend the Meeting, you acknowledge that you are assuming a risk that you may be exposing yourself to COVID-19 and its potential health risks.
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• ASSUMPTION OF RISK
  I have read and understand the above warning concerning COVID-19.  I acknowledge that attending the Meeting is of value to me and that I accept the risk of being exposed to COVID-19 in order to attend.  Therefore, I choose to accept the risk of exposure to COVID-19, and I agree that I am personally responsible for my safety and actions while attending the Meeting.
   

• WAIVER OF LAWSUIT/ RELEASE OF LIABILITY
  I, for myself, my family, successors, and assigns hereby forever release, waive, discharge, and covenant not to sue ILMA, its board of directors, board members, officers, agents, servants, affiliates, employees, counsel, successors, and assigns (collectively the “Released Parties”) from any and all liability, claims, demands, actions, and causes of action whatsoever, directly or indirectly arising out of or related to any loss, damage, or injury, including death, that may be sustained by me while participating in any activity associated with the Meeting.
   

• INDEMNIFICATION
  I agree to indemnify, defend, and hold harmless the Released Parties from and against any and all costs, expenses, damages, claims, lawsuits, judgments, losses, and/or liabilities (including attorney fees) arising either directly or indirectly from or related to any and all claims made by or against any of the Released Parties due to bodily injury, death, loss of use, monetary loss, or any other injury from or related to my attendance at the Meeting.

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