Thank you for your interest in participating in the 2025 ADVANCE Equity in STEM Community Convening. Before you proceed to purchase tickets, we strongly recommend you review the following terms and conditions:
In this section, words like ‘holder’, ‘bearer’, and ‘purchaser’ will refer to you – the person who will buy the tickets to the 2025 ADVANCE Equity in STEM Community Convening. On the other hand, ‘our’, ‘us’, ‘we’, ‘issuer’, ‘provider’ and similar terms will indicate the organizers of the 2025 ADVANCE Equity in STEM Community Convening – the Women in Engineering ProActive Network (WEPAN) and its ADVANCE Resource and Coordination (ARC) Network initiative.
By opting to purchase, allocate or possess tickets to 2025 ADVANCE Equity in STEM Community Convening, you automatically agree to our terms of use. If you have problems with any of the clauses listed below or do not agree with the risk allocations mentioned here, please do not purchase tickets or try to enter the 2025 ADVANCE Equity in STEM Community Convening premises.
Please note that WEPAN and the ARC Network reserve the right to make changes, revisions, and amendments, or add/remove sections from this set of terms and conditions – without any prior notifications to you. Such changes will be duly reflected on the website of the organizer (www.EquityInSTEM.org). These changes will relate back to the date of purchase of 2025 ADVANCE Equity in STEM Community Convening tickets.
The bearer must assume full responsibility of the 2025 ADVANCE Equity in STEM Community Convening tickets once they receive it. WEPAN and the ARC Network have no liabilities – financial, legal, or otherwise – in case the delivered tickets are stolen, lost, damaged, destroyed or rendered unusable in any other way.
Kindly note that www.EquityInSTEM.org/convening is the sole authorized source for purchasing 2024 ADVANCE Equity in STEM Community Convening tickets. If you obtain your ticket(s) from any other unauthorized source, you take on the risks of those tickets turning out to be counterfeit or reported to be stolen. The issuer has the right to dishonor such stolen/counterfeit tickets and declare them as void.
The 2025 ADVANCE Equity in STEM Community Convening tickets delivered to you are not meant to be used for illegal reselling, copying, reproducing, or misrepresenting in any form. You cannot use the ticket(s) for any promotional/advertising purposes either (including sweepstakes and competitions) without our prior approval. Any proven record of such activities will result in immediate seizure and cancellation of your ticket(s).
WEPAN and the ARC Network have the right to investigate if there has been any violation of the 2025 ADVANCE Equity in STEM Community Convening ticketing terms and conditions. In case of any conflicts, the decision of WEPAN and the ARC Network will be deemed final (i.e., the issuer will remain the final arbiter in cases of disputes).
WEPAN and the ARC Network hope that everyone who registers for the convention will be able to attend; however, we understand that extenuating circumstances do occur.
i) Substitutions are not allowed.
ii) Cancellation requests received on or before May 1, 2025 will receive a 100% refund.
iii) Cancellation requests received between May 2, 2025 – June 1, 2025 will receive a full credit that can be applied towards a future convening.
iv) If you do not submit your cancellation by June 1, 2025 and do not attend, no refund or credit will be granted.
Cancellation requests should be submitted to arc@equityinstem.org.
As part of our commitment to diversity, equity, and inclusion in STEM, the ARC Network and WEPAN are dedicated to making all community spaces, meetings and events productive and enjoyable for everyone, regardless of identity — including sex; gender, gender identity, and expression; sexual orientation; (dis)ability; health conditions; marital, domestic, or parental status; physical appearance; body size; race; ethnicity; color; nationality; religion; age; and more. All participants in ARC Network events, along with registration for any meetings or events must abide by this health and safety policy. While there are some areas of this policy that detail unacceptable and prohibited behavior, the overall goal is to create guidelines that are more than a set of inflexible rules. Instead, we hope that they will help us all move toward our vision of co-creating safe(r), respectful, equitable, and inclusive spaces that honor the worth and dignity of all participants.
We are collaborating with federal, state, and local agencies to implement recommended practices aimed at managing the spread of the novel and complex coronavirus. As a community that centers social justice and equity, we value your health and safety and ask that you take personal responsibility for your own health and safety and commit to protecting the health and safety of others around you. As part of our commitment to your well-being, we would like to share the precautions we expect all participants to take at the convening to protect against COVID-19 and other communicable diseases. All employees, contractors, and participants must agree to abide by the following COVID-19 policies as well as recommendations made from the city of San Juan and the Sheraton Puerto Rico Resort and Casino.
Those who do not uphold these guidelines and safety measures may be removed from the convening or asked to leave the property.
This conference has a no tolerance policy for discriminatory, harassing, or bullying language or behavior against any person for any reason. This includes:
The 2025 ADVANCE Equity in STEM Community Convening, WEPAN, and ARC Network also follow a common ‘zero-tolerance policy’ towards unauthorized drug usage or carrying at the venue, AND towards any type of behavior/actions that can be interpreted as lewd or obscene. If you are found in possession of prohibited items at 2025 ADVANCE Equity in STEM Community Convening and/or if you indulge in any objectionable action, your participation in the event will be terminated immediately. Your event ticket(s) will become void from that point on. Participants are expected to adhere to these principles and respect the rights of others.
What to do if you witness or are subjected to unacceptable behavior
Participants are encouraged to report any behavior inconsistent with these principles to onsite event staff, who will offer support for resolution. Participants may also contact ARC Network via email to report a concern at arc@equityinstem.org. Please include ‘Health and Safety’ in the subject line.
Any participants asked to stop any behavior inconsistent with this policy are expected to comply. Resolution may include removal from the meeting if necessary.
In addition, as an NSF-funded event, participants may also view the NSF policy and reporting procedures for harassment and discrimination here:
If there are additional ways in which the meeting could be made more inclusive or you have suggestions for this Health and Safety Policy, please either raise this with the organizing team at arc@equityinstem.org with the phrase ‘Health and Safety’ in the subject line.
By registering for this event, I acknowledge the contagious and evolving nature of COVID-19 and other respiratory illnesses and voluntarily assume the risk that I may be exposed to the virus and become infected as a result. I understand the risk of becoming infected may impact event attendees as well as their families or personal contacts. I voluntarily agree to assume all of the foregoing risks and accept sole responsibility for any expense, liability, illness, injury, disability, or death related to contracting the virus while attending the ADVANCE Equity in STEM Community Convening. I hereby release, covenant not to sue, discharge, and hold harmless WEPAN from any claims arising out of COVID-19 and other respiratory illnesses. I understand and agree that release of liability includes any claims towards WEPAN, whether a COVID-19 or other respiratory infection occurrence exists before, during, or after attendance and participation at an event hosted by WEPAN.
To comply with global data privacy laws, WEPAN and ARC Network impose certain restrictions on the use of multimedia at its events (e.g., photography, video, audio, online streaming, and all future mediums). An attendee is permitted to use hand-held cameras and/or smart phones to take photographs and capture digital images for personal, non-commercial use, provided the photography is not disruptive. Photographs may not be published, sold, reproduced, transmitted, distributed, or otherwise commercially exploited in any manner whatsoever.
WEPAN and ARC Network may hire professional service providers (photo/video/streaming/audio) to document and display the event experience. WEPAN and ARC Network may also use social media (e.g., Twitter) to: (i) post real-time photos and videos to its social media feeds; and (ii) display select submissions from those feeds on monitors throughout the event venue. Attendees and sponsors are encouraged to capture their event experiences and post their own social content from the event (text, photos, audio, video, streaming), provided it does not infringe upon the rights of any attendee, sponsor, third party, WEPAN, or ARC Network. Such infringement would include, but is not limited to, defamation or infringement of intellectual property rights. In the event an attendee requires a release or permission to protect the rights of a third party, obtaining such a release or permission shall be the sole responsibility of the attendee.
By attending the event, you acknowledge and agree as follows: (a) WEPAN and ARC Network may edit and use footage it captures at the event for marketing and promotional activities and for any other lawful purpose in the ordinary course of its business; and (b) due to the prevalence of mobile recording devices in today’s world, WEPAN and ARC Network disclaims all liability for the capture of your image in any multimedia format by other attendees at the event.
Questions about the Terms of Service should be sent to us at arc@equityinstem.org. We really hope you will have a great time at 2025 ADVANCE Equity in STEM Community Convening. You can get your tickets here www.EquityInSTEM.org/convening.
