Terms and Conditions - BCVS
Updated AHA COVID 19 Protocols
As of August 30, 2022
The Centers for Disease Control and Prevention (CDC) has made updates to its COVID-19 protocols. In response, the AHA is making the following changes to our meeting and event protocols:
- Proof of vaccination will no longer be required for participation in our scientific conferences unless there is a state/local mandate.
- We will comply with any local/state mandate around mask adherence, testing, or vaccine requirements.
- Our science event environments will be mask-friendly. Should a destination become high risk, a reminder of CDC recommendations will be communicated so that individuals can make informed decisions.
- Hand sanitizer will be available throughout event venues, particularly in high-traffic and food/beverage service areas.
Our commitment to the health and well-being of our attendees, exhibitors, and staff remains the same.
As a science-based organization, the AHA continues to follow the guidance of the CDC and state and local health departments, and this guidance will continue to evolve. Protecting the health and safety of all participants remains our top priority.
- A registrant must be an active member of American Heart Association at the time of registration to qualify for the discounted member registration rates.
- American Heart Association will not reimburse the difference between the member and non-member registration rates to any attendee who registers before becoming a member.
The American Heart Association welcomes our international attendees.
Consulate and Embassy Information
Find U.S. consulates and embassies in your country.
Important Visa Information for International Registrants
Begin your visa application process as soon as possible. Consulates in some countries take several months to process applications.
Invitation letters will be available only after your registration has been confirmed. You can submit this letter with your visa application to verify the name, dates, location, and purpose of the event.
Attendance Verification Documentation
There are two types of verification generated through the registration process:
- Official Letter of Invitation for Meeting Attendees: This letter will be generated only after your registration has been confirmed. You can submit this letter with your visa application to verify the name, dates, location, and purpose of the event.
- Registration Confirmation: Once you have registered for the meeting, you will receive an email confirmation that you can refer to during your visa interview.
Cancellations and Refunds
- Cancellations must be received by CDS in writing by July 5, 2023, midnight EDT, to receive a refund less $75 processing fee. Cancellation requests received after July 5, 2023, midnight EDT, will not be refunded.
- Ticketed events are non-refundable.
- No refunds will be issued until 7–15 days post event.
- Refund requests must be sent in writing to [email protected]. Telephone requests are not accepted.
- Refunds will not be processed for individuals that registered for the event but did not attend.
- Donations to American Heart Association are non-refundable.
- American Heart Association is not liable for travel carrier cancellations or other unforeseen incidents beyond American Heart Association or the registrant's control. All attendees are encouraged to purchase travel insurance.
- A guest must be a spouse or family member not in an industry-related position where, otherwise, registration would be required. Guests get access to the exhibit hall only.
- All guests who register onsite must present a government issued photo ID and be accompanied by the conference registrant before receiving a badge onsite.
Infants and Children Policy
- No children under the age of 18 will be allowed to attend conference activities including poster hall sessions, programming sessions and special activities.
- Infants under the age of 6 months are allowed in the Science and Technology Hall during exhibit hours only and must be carried. Strollers and infant carriers are not allowed.
- Parents of infants must sign a liability waiver that reflects permission has been given for the infant to be carried into the Science and Technology Hall.
- For reasons of insurance liability and safety, infants must be held at all times.
Substitutions are allowed but the registration type will not change. Substitutions are only allowed for equal type registrations (i.e., Nurse to Nurse, Member to Member, Nonmember to Nonmember). A $25 fee will apply per substitution.
Methods of Registration
All registrations must be completed through the online system; paper forms will not be accepted.
Forms of Payment
Checks and major credit cards (Visa, Discover, MasterCard and American Express) are acceptable forms of payment for American Heart Association events. Cash will not be accepted.
Americans with Disabilities Act
Badges and Identification
Badges will be printed onsite. Badges are not mailed prior to the event. In-Person attendees are required to wear their badges when attempting to access any official event space.
Photography and Video
Unauthorized recording of AHA scientific conferences are prohibited, whether by video, still or digital photography, audio or any other recording or reproduction mechanism. This includes recording of presentations and supporting audiovisual materials, poster presentations and supporting poster materials. The American Heart Association reserves the rights to all recordings or reproductions of presentations at AHA scientific conferences and meetings. Check the program for information about the availability of videotapes or audiotapes for purchase.
Exceptions to this policy prohibition are:
- Audiotape recording for strictly personal and non-commercial use is permitted if not disruptive; and exhibitors may photograph their own booth for promotional purposes upon prior written consent of the AHA.
American Heart Association reserves the right to capture and broadcast digital media content in the form of professional photographs, live-streaming, audio, and video during the event. By registering for you hereby grant permission to American Heart Association and its representatives to photograph and/or record you during in-person and virtual events and to distribute, broadcast, use, or otherwise globally disseminate, in perpetuity, such media without any further approval or payment. If you do not wish for your image to be displayed by the AHA, please contact the AHA in writing at 7272 Greenville Avenue, Dallas, TX 75231, Attn: Meetings and Events Department, no later than two weeks after the meeting.
Access to Educational Sessions
American Heart Association educational programming is available on a first-come, first-served basis. AHA recommends arriving early to all scheduled conference sessions to guarantee entrance to the room(s).
In addition to our use of your information as described in AHA's Privacy Statement, you acknowledge that we will share your first name, last name, and other publicly available information with other event attendees in our event attendee search directory and event networking platform, which is part of your event registration. For questions or concerns, please email [email protected] or call 1-888-242-2453.
AHA Harassment Policy
The AHA requires that all faculty, attendees, exhibitors, presenters, contractors, vendors, and volunteers of this AHA meeting comply with all federal, state, and local laws and regulations, including those that prohibit harassment and discrimination against individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin.
AHA Code of Conduct
All participants, including, but not limited to, attendees, faculty, volunteers, exhibitors, AHA staff, service providers, and others are expected to abide by Code of Conduct Policy.
The AHA is committed to supporting educational and scientific dialogue, and to fostering a welcoming community in which all participants can contribute fully. Reflecting these values, AHA will not tolerate harassment in any form.
We expect all attendees, media, faculty and panelists, volunteers, staff, guests, exhibitors and service providers at AHA organized events to help us ensure a safe and positive environment. Anyone violating these rules may be sanctioned or expelled from the event without a refund at the discretion of the organizers.
Unacceptable behavior of any kind will not be tolerated and includes:
- Disruption of presentations during sessions, in the exhibit hall, in the poster hall or at other events throughout the meeting. All participants must comply with the instructions of any AHA staff or moderators.
- Presentations, postings, and messages containing unsolicited promotional materials or language, special offers, job offers, product announcements, or solicitation of services.
- Copying, recording, or taking screen shots of presentations, posters, Q&A, chat room or other content or activity that takes place.
- Material presented by AHA reproduced in any format without the express written consent of AHA or otherwise applicable rights holder.
- False certification of individuals as paid AHA event attendees, misuse of login information or badge credentials, or any method of assisting unauthorized persons to gain access to any AHA event.
- Inappropriate or unauthorized conduct, or access to or use of content or information related to the event, including but not limited to its sessions, exhibit hall, poster hall, networking events, faculty, exhibitors, or attendees.
Attendees acknowledge and agree that the unacceptable behavior set out above, all commercial or promotional distributions, publishing or exploitation of sessions, contents, or materials received from AHA is expressly prohibited. AHA reserves the right to take any action deemed necessary and appropriate, including immediate removal from the event, without warning or refund, in response to any incident of unacceptable behavior. AHA reserves the right to prohibit attendance by violators at any future meeting, in person or online.