2021 Annual Meeting Virtual+
In-Person Mini-Conferences Policies
We’re committed to the safety and well-being of all our mini-conference registrants. As such, we continue to closely monitor the evolution of the pandemic and the path of vaccination in the cities where we plan to host our mini-conferences.
You’re highly encouraged to monitor travel advisories, restrictions, and quarantine measures offered by your own country and the country/ies you plan to visit. For more information, visit these websites:
We invite you to learn more about our health policies and waiver. The policies below detail various policies on our in-person events, including our refund and substitution policies.
Fees and Registration
Bulk discounts are not available for our mini-conference/s.
All registrants (both paid and complimentary) will need to pay for each mini-conference/s attendance.
Attendance at each mini-conference incurs an additional fee of US $300 per city.
Payment for the mini-conference/s registration is by credit card only and through our online system. All payment is due upon registration.
All registrants for a single mini-conference or multiple mini-conferences must be registered for the virtual Meeting.
The registration fees for the mini-conference/s may be subject to sales tax, value-added tax (VAT), or other taxes and duties, which, if applicable, will be charged to you in addition to the fees. Specifically, the registration fee for the mini-conference event in Berlin excludes VAT. However, sponsors and exhibitors are liable to account for VAT under the Reverse Charge Mechanism.
First-Come, First- Served
The mini-conferences are limited attendance events.
Registrations will be accepted on a first come, first-served basis. Once maximum capacity in a mini-conference location is reached, registration will close. No exceptions will be made.
INTA’s mini-conferences will be held in:
- New York, New York, USA—Tuesday, November 16
- Berlin, Germany—Wednesday, November 17
- Los Angeles, California, USA—Thursday, November 18
As mentioned above, we are committed to the safety and well-being of all our mini-conference registrants. As such, we continue to monitor closely the evolution of the pandemic and the path of vaccination in the cities in which we plan to host our mini-conferences. Learn more about our health policies and waiver.
No onsite/in-person registration will be available for the mini-conference/s.
Cancellations, Refunds, & Substitutions
If INTA is prevented from carrying out its obligations for the mini-conference/s you registered for as a result of any cause beyond its control, or due to acts of God, strikes, labor disputes, government requisitions, restrictions or war or apparent act of war, terrorism, disaster, civil disorder, epidemic or pandemic, curtailment or restriction on transportation facilities, or any other comparable calamity, casualty or condition (collectively a “Force Majeure”) INTA shall have the right to terminate the affected mini-conference/s without liability immediately and shall be relieved of its obligations to you. If the affected mini-conference/s is terminated due to a Force Majeure occurrence before the first day of the mini-conference/s, then you may seek a refund only for the mini-conference/s portion of the 2021 Annual Meeting Virtual+ (Meeting). In this situation, no cancellation fee will be applied.
For consideration of a refund outside of the Cancellation scenario discussed above, submit your Refund Request Form to INTA Member Operations stating in detail the reason for the refund request and including copies of relevant supporting documents for the refund request.
Full refunds for the registration fee for the mini-conference portion of the Meeting only (minus a cancellation fee of US $150) will be issued for cancellations requested between Thursday, July 15, 2021, and Friday, October 29, 2021.
No cancellation requests will be accepted, and no refunds will be given after Friday, October 29, 2021, 11:59, United States Eastern Time.
No substitutions are allowed for mini-conferences alone.
You must transfer the virtual Meeting and mini-conference/s registrations in full to the same person employed by your organizational umbrella. The same applies if you have registered to attend more than one mini-conference.
To facilitate the substitution process, please submit your Substitution Request Form to our Member Operations Team, stating in detail the reason for the substitution and the details of the person attending in your place.
No onsite/in-person registrations or substitutions will be available for the mini-conference/s.
Pre-Onsite Meeting Services
If you have a special need or request or need auxiliary aids or services, please contact Tricia Montero.
Visa Letter Requests For New York And Los Angeles Mini-Conferences
All individuals from outside the United States require a valid passport to enter the United States to attend the New York and Los Angeles mini-conferences. To determine if you also require a visa to enter the United States and the required documentation, please visit this website for more details.
If needed for your country, you can request an electronic Visa Letter from INTA during the registration process. However, Visa Letters will only be provided for registrants and cannot be offered to guests.
Visa Letter Requests for Germany
All individuals from outside Germany require a valid passport to enter this jurisdiction to attend the Berlin mini-conference.
To determine if you also require a visa to enter Germany and the required documentation, please visit this website for more details.
As INTA does not have an office in these cities, we cannot issue visa letters for you. However, if you need one, we can connect you with our Destination Partners. Please contact us if you need further assistance on this.
Only persons registered for the virtual Meeting will have access to the virtual Meeting platform and events associated with the Virtual Meeting platform. However, as you are a mini-conference registrant, you should also be registered for the virtual event and have access to the virtual Meeting platform.
Before the virtual Meeting, you will receive an email with information about accessing and navigating the virtual Meeting platform. We recommend that registrants utilize the in-platform help desk for assistance if needed.
Please note that we will not be obliged to refund your registration fee if you do not access the virtual Meeting.
Any costs associated with your attendance for the virtual Meeting and the mini-conference/s shall be borne solely by you, and we shall have no liability for such expenses.
Confidentiality of Access Credentials
Access credentials to the virtual Meeting are unique and should not be shared.
The virtual Meeting platform is digitally secured. Anyone discovered sharing login-in information might be subject to sanctions, up to and including blocking access to the Meeting (virtual Meeting and mini-conference/s) and revocation of your organization’s membership.
You acknowledge and agree that INTA, in its sole discretion, reserves the right to change aspects of the mini-conference/s, including but not limited to the mini-conference/s name, themes, content, program, speakers, hosts, moderators, venue, and time.
Selected virtual Meeting content shall be recorded by INTA and accessible to virtual Meeting registrants (including mini-conference registrants) until February 16, 2022.
All mini-conferences registrants will also have access to our five-day virtual event.
For the best experience of our virtual event, we highly recommend using:
- A laptop or desktop computer, not a mobile or tablet device
- A high-speed Internet connection
- An up-to-date Google Chrome or Mozilla Firefox browser
Use of the Virtual Meeting Registrant Directory, Mini-Conference Registrant Directories, and Other Networking Tools
During registration, you are given the option to share your information in the Virtual Meeting Registrant Directory and the related Mini-Conference Registrant Directory/ies, which is accessible to other event registrants. Individual registrant names, organization names, and registration dates are included in the Virtual Meeting Registrant Directory and Mini-Conference Registrant Directories.
Our policy is that all information in our Membership Directory, the Virtual Meeting Registrant Directory, Mini-Conference Registrant Directories, and other networking tools are entrusted to registrants for personal use only. Use of this information for any other purpose, such as unsolicited electronic communication, is expressly prohibited. The same applies to the unauthorized sale or distribution of information obtained from our Virtual Meeting Registrant Directory and Mini-Conference Directories. Violation of this policy may subject the member to sanctions up to and including revocation of your organization’s membership. Should you be aware of any violations of this policy, please report the issue.
All virtual Meeting registrants will have access to the Virtual Meeting Registrant Directory. In addition, as a mini-conference registrant, you will also have access to the Virtual Meeting Registrant Directory.
Mini-Conference Registrant Directories are only accessible by mini-conference/s registrants for the city/ies they have registered for.
Use of Likeness
By participating in the mini-conference/s, you acknowledge and agree to grant us the right at the mini-conference/s to record, film, live stream, photograph, or capture your likeness in any media now available or hereafter developed and to distribute, broadcast, use, or otherwise globally to disseminate, in perpetuity, such media without any further approval from you or any payment to you. This grant to INTA includes the right to edit such media, use the media alone or together with other information, and allow others to use or disseminate the media. All media becomes the property of INTA.
Disclaimer of Warranties, Limitation of Liability
We give no warranties regarding any aspect of the mini-conference/s or any materials related to it or offered at these events and disclaim all implied warranties, including but not limited to warranties of fitness for a particular purpose, accuracy, timeliness, and merchantability. The mini-conference/s is provided on an “as-is” basis.
The views, opinions, and positions expressed by the speakers, registrants, or sponsors at the mini-conference/s are theirs alone. They do not necessarily reflect the views, opinions, or parts of INTA or any employee thereof.
We make no representations as to accuracy, completeness, timeliness, suitability, or validity of any information presented by speakers, registrants, or sponsors at the mini-conference/s and will not be liable for any errors, omissions, or delays in this information or any losses, injuries, or damages arising from its display or use.
We do not endorse and expressly disclaim all liability relating to any of the products or services provided by speakers, registrants, or sponsors.
Except as required by law, neither INTA nor its affiliates shall be liable for direct, indirect, special, incidental, or consequential costs, damages, or losses arising directly or indirectly from the mini-conference/s or other aspects related to it or in connection with the mini-conference/s.
The maximum aggregate liability of INTA for any claim in any way connected with, or arising from, the mini-conference/s, whether in contract, tort or otherwise (including any negligent act or omission), shall be limited to the amount paid by you to us for mini-conference/s.
Respecting Your Personal Information
Privacy Notice to Registrants
INTA collects personal information to enable your event registration, including your name, address, email address, and other contact details. This information may be shared with select third parties that perform services for INTA in connection with the mini-conference/s, including database management services, sponsors, and networking tools, when applicable.
All onsite registrant information will be passed through to the virtual Meeting platform as all onsite registrants are required to register for the virtual Meeting. The registrant information includes Record ID from INTA’s Membership Database, Preferred Name / First Name, Last Name, Registrant Email, Organization Name and Organization contact details, and your reserved sessions.
If you visit the Brand Marketplace within the virtual Meeting platform during the mini-conference/s, the information may be captured by sponsors and handled following their policies and terms. Visiting may be construed as consent to receive marketing and communications from that specific sponsor in the future. Subsequently, you may receive marketing materials from a sponsor; you can contact the specific sponsor asking to unsubscribe from the marketing at any time (e.g., by following the unsubscribe instructions in their emails).
Respecting Our Event and Intellectual Property
Badges and Admittance
All mini-conference registrant badges will contain a barcode recording the following information: Record ID from INTA’s Membership Database, Preferred Name / First Name, Last Name, Registrant Email, Organization Name, and Organization contact details.
Once you have picked up your badge, it must always be worn for the duration of the mini-conference/s to gain access to all mini-conference/s activities.
Only persons registered for the mini-conference/s will have access to mini-conference/s associated with this Meeting. Children, guests, and any other unregistered individuals will not be admitted. No exceptions will be made.
Anyone found counterfeiting, copying, sharing, and/or using badges from past meetings may be subject to sanctions, up to and including removal from the Meeting (both the Virtual Meeting and mini-conference events) and revocation of INTA membership.
At the mini-conference/s, a US $100 fee will be charged for the first reprint of a lost or misplaced badge. A US $300 fee will be applied to a second reprint. Badges will not be reprinted a third time.
Code of Conduct
Our events are an opportunity to share information, increase knowledge, network, and build business relationships. We encourage the open exchange of ideas, support professional development and personal growth by ensuring our global membership’s diverse range of voices are represented. INTA is dedicated to ensuring that our events and affiliated gatherings are an inclusive, respectful, productive, and harassment-free experience for everyone.
All intellectual property rights in and to the mini-conference/s, the mini-conference/s content, and all materials distributed at or in connection with the mini-conference are owned by INTA, or the mini-conference/s sponsors or speakers presenting at the mini-conference/s. Accordingly, you may not use or reproduce or allow anyone to use or reproduce any:
- trademarks or other trade names appearing at the mini-conference/s,
- Mini-conference/s content, or
- materials distributed at or in connection with the mini-conference/s
for any reason without the prior written permission of INTA.
Plan Your Own Event
If you plan to host a reception, client party, secure a hospitality suite for meetings, etc., please inform us in advance by contacting Tricia Montero. Please ensure that your event does not conflict with INTA-hosted events.
Please note that in the review and any subsequent approval of a request, INTA is not responsible for the event.
Your organization will be fully liable and accountable for all matters concerning your event, including but not limited to: making all payments, having adequate insurance coverage, ensuring appropriate behavior from guests, ensuring your guests’ health and safety, and meeting your contractual obligations with the third parties supporting your event.
When promoting your event via email, we ask that you refrain from using “INTA” or “International Trademark Association” in a way that suggests that INTA is an official sponsor of your event. For example, we ask that you:
- Not use INTA or International Trademark Association in an email subject line unless the subject line also makes clear the name of the organization sponsoring the event.
- Not use INTA as part of an RSVP or other email address.
- Not use INTA in the name of a party or event (for example, please do not call your event “INTA Reception”).
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