Event Participation Agreement

For purposes of this Agreement, CRFV refers to the event organiser, administrators, authorised staff, and official representatives responsible for the relevant event. Participant refers to the person registering for, attending, or taking part in the event. Platform refers to the website, registration system, event pages, account pages, attendance tools, and related digital services used for event administration.

By registering for a CRFV event, accessing participant services, attending the event, or clicking to signify acceptance, you confirm that you have read, understood, and agreed to this Event Participation Agreement.

By registering, you represent that the information you provide is true, accurate, and complete to the best of your knowledge, that you are authorised to register, and that you will promptly correct inaccurate or outdated information.

Submission of a registration form does not automatically guarantee final acceptance unless the event explicitly provides automatic confirmation. CRFV may review registrations based on event capacity, participant classification, completeness of requirements, payment status where applicable, compliance with event rules, and institutional or programme criteria.

CRFV may approve, decline, defer, or cancel a registration where necessary for legitimate administrative, legal, safety, or operational reasons.

By registering, you agree that CRFV may send service-related communications necessary for event administration, including registration confirmations, reminders, schedule changes, venue or platform instructions, certificate notices, compliance reminders, and post-event administrative notices.

These communications are considered part of the event service and may be sent through email, phone, text, or other designated communication channels where operationally appropriate.

CRFV may require participants to satisfy attendance, participation, and compliance requirements to preserve the integrity of event records and programme outcomes. Requirements may include timely check-in or attendance logging, participation in required sessions, completion of assessments or evaluations, observance of schedules, return of issued materials, and compliance with conduct standards.

What Counts as Attendance

Attendance may be measured through physical check-in or check-out, digital attendance logs, QR or RFID-based attendance systems, platform activity records, moderator validation, or staff validation.

Full Attendance Requirement

Where event or certificate rules require full attendance, late arrival, extended absence, early departure, failure to log attendance properly, or non-participation may affect certificate eligibility or completion status.

Attendance Disputes

If a participant believes attendance was recorded incorrectly, the participant must notify CRFV within the period announced by organisers or within a reasonable post-event period. CRFV may review attendance logs, staff records, timestamps, and related evidence before making a final determination.

CRFV may issue certificates, acknowledgments, or completion records for eligible participants, subject to event-specific rules.

• Participants may be required to have confirmed registration.
• Participants may be required to meet attendance or participation thresholds.
• Participants may be required to complete mandatory activities, assessments, or feedback forms.
• Participants must comply with event rules and conduct standards.
• Participants must settle payment obligations, when applicable.
• Participants must return issued materials or event property, when applicable.

Participants are responsible for ensuring certificate names and registration details are correct before the certificate preparation deadline. CRFV may withhold, delay, or deny certificates where requirements are not met or information is inaccurate or unverifiable.

Participants are expected to behave respectfully, responsibly, and in accordance with event rules and applicable law.

• Do not disrupt sessions, speakers, staff, or other participants.
• Do not engage in harassment, intimidation, discrimination, or abusive conduct.
• Do not misuse event systems, access credentials, or attendance tools.
• Do not submit false attendance or impersonate another participant.
• Do not damage venue property, event materials, or digital systems.
• Do not record or distribute restricted content in violation of event rules or applicable law.

CRFV may warn, restrict, suspend, remove, or disqualify a participant where there is a reasonable basis to protect participants, staff, property, or event integrity.

If CRFV issues event kits, IDs, proximity cards, devices, materials, or other property to a participant, the participant is responsible for proper use and return when required.

Issued items remain the property of CRFV or the rightful owner unless expressly stated otherwise. Loss, unauthorised transfer, misuse, or unjustified non-return may result in administrative action or a reasonable charge.

No charge will be imposed arbitrarily. CRFV may evaluate the facts of each case, including reporting errors, organiser-side defects, or circumstances beyond the participant's reasonable control.

If the event requires payment, the participant agrees to follow the announced payment process and deadlines. CRFV may require proof of payment, transaction reference details, or payment confirmation before finalising participation.

Refunds, if allowed, are governed by the event-specific refund rules announced by CRFV. If no refund rule is announced for a paid event, refund eligibility should be treated as subject to CRFV's event-specific instructions and applicable law.

CRFV may modify event dates, schedules, speakers, venues, delivery mode, or programme structure where reasonably necessary. CRFV may postpone, reschedule, move online, shorten, or cancel an event due to safety, force majeure, technical disruptions, venue issues, regulatory requirements, insufficient enrolment, or operational necessity.

CRFV may photograph, record, livestream, or otherwise document events for internal documentation, programme reporting, event archives, partner reporting, official announcements, post-event summaries, and public communication about the event.

By participating, you acknowledge that your image, voice, name, or likeness may appear incidentally or intentionally in event documentation. Where CRFV intends to use identifiable participant images, quotes, or recordings in promotional content beyond ordinary event reporting or documentation, CRFV should do so in a manner consistent with applicable law and reasonable participant expectations.

Participants may not record, reproduce, or distribute restricted event content where prohibited by CRFV, speaker instruction, event notice, or applicable law.

CRFV processes participant personal data in accordance with the CRFV Privacy Policy and applicable law. Personal data may be processed for registration administration, attendance validation, communications, certification, security, payment verification, logistics, documentation, and official reporting.

Participants agree to comply with reasonable health, safety, venue, and platform rules communicated by CRFV or the venue operator. Participants are responsible for personal needs, medications, belongings, travel arrangements, and general fitness for participation unless CRFV explicitly assumes a narrower duty through a written event-specific undertaking.

Unless otherwise stated, event materials, slide decks, recordings, branding, templates, documents, and related content remain the property of CRFV, the speaker, the content owner, or the relevant rights holder. Participants may not reproduce, republish, sell, redistribute, upload, or commercially exploit protected event content without permission.

To the extent permitted by applicable law, CRFV is not liable for indirect, incidental, special, or consequential losses arising from participation, use of the platform, schedule changes, technical interruptions, or loss of personal belongings, except where liability cannot legally be excluded.

CRFV may suspend, restrict, cancel, or terminate participation where there is a reasonable basis, including false registration data, non-payment, serious misconduct, safety concerns, violation of rules, abuse of systems, or legal requirements.

CRFV shall not be deemed in breach for failure or delay caused by events beyond reasonable control, including natural disasters, severe weather, public emergencies, acts of government, infrastructure failures, epidemics, pandemics, or major technical outages.

CRFV may revise this Agreement to reflect changes in event structure, legal requirements, operational needs, or platform functionality. Updated terms may be posted with a revised effective date.

This Agreement shall be interpreted in a manner consistent with applicable law and related CRFV policies, including the Privacy Policy and Cookie Policy. If any provision is found unenforceable, the remaining provisions continue in effect to the extent legally permitted.