Code of Conduct
Ensemble Event Code of Conduct & Terms and Conditions
- Introduction
Ensemble is committed to fostering a safe, inclusive, and professional environment for all Participants. This Code of Conduct & Terms and Conditions applies to all attendees, speakers, partners, sponsors, staff, and media (collectively, “Participants”) at Ensemble events.
By registering for and attending an Ensemble event, Participants agree to comply with these guidelines. Ensemble reserves the right to remove or ban any individual who violates these policies without a refund.
- Code of Conduct
2.1. Professional Conduct
All Participants are expected to:
- Conduct themselves professionally and respectfully.
- Avoid any form of harassment, discrimination, or inappropriate behavior.
- Engage in business discussions and networking with integrity and courtesy.
2.2. Respect & Inclusion
- Treat all Participants with respect, regardless of background, identity, or beliefs.
- Discriminatory, offensive, or harassing behavior—including but not limited to verbal abuse, intimidation, inappropriate physical contact, or unwelcome advances—will not be tolerated.
2.3. 1:1 Networking
- Participants must attend all pre-scheduled 1:1 networking meetings on time.
- Cancellations must be made at least 24 hours in advance via the event website or app.
- No-shows may result in penalties, including exclusion from future Ensemble events.
2.4. Responsible Use of Technology & Media
- Participants must respect privacy and obtain consent before sharing or recording media involving others.
- Unauthorized live streaming or recording of sessions, presentations, or private meetings is prohibited.
- By attending, Participants consent to being photographed or recorded for Ensemble’s marketing and promotional purposes.
2.5. Private Events & Off-Site Gatherings
- Private events hosted by Participants must not conflict with official Ensemble programming.
- Invitations to private events should be inclusive and aligned with event professionalism.
2.6. Health & Safety
- Participants are expected to comply with any health and safety guidelines in effect at the event, including venue-specific policies and government regulations.
- Participants must adhere to all local regulations regarding health and safety.
- Ensemble reserves the right to refuse entry or remove Participants who do not comply.
2.7. Violation & Enforcement
Ensemble reserves the right to take any necessary actions, including:
- Issuing a formal warning.
- Removing the individual from the event without a refund.
- Banning the individual from future Ensemble events.
- Participants must follow all policies and directives from venues. If a venue removes a guest for violating their policies, Ensemble will support that decision.
- Terms & Conditions
3.1.1. Registration & Attendance
- Registration is required for event participation.
- Participants must wear official event credentials during all daytime programming.
- The event registration and cancellation deadline is stated on the event registration website. Cancellations made after the deadline will result in a 100% penalty of the registration fee.
3.1.2. Partner Cancellation Policy
- Written notice required - all cancellations must be submitted in writing to events@ensembletravel.com and acknowledged by Ensemble to be valid.
- Non-Refundable Policy:
- Upon registration confirmation, 50% of the total registration fee is non-refundable
- 90 days or less prior to the event, 100%of the registration fee is non-refundable
- Failure to pay - failure to remit full payment by the deadline (60 days prior to the event) will result in automatic forfeiture of registration and all associated benefits without refund.
3.2. Name Substitutions & Transfers
- The deadline for name substitutions is listed on the event website.
- Requests made after this date are not guaranteed, including hotel reservation changes, event material updates (e.g., badges, signage), or other printed collateral.
3.3. Hotel & Accommodation Policies
- Participants are responsible for reviewing and adhering to hotel policies and Ensemble event hotel policies as stated on the event website and event communications.
- Ensemble event hotel policies may differ from the hotel’s official policies and may require changes or cancellations before the hotel’s deadline.
- Ensemble event deadlines override hotel policies. Refer to the Ensemble event website for the official hotel cancellation date and policy.
- Ensemble is not responsible for hotel refunds for any reason.
- Hotel room availability is not guaranteed until the attendee is registered and the hotel booking is complete.
3.4. Data Sharing & Privacy
- By participating, Participants consent to the sharing of their contact details with Partner Suppliers they have scheduled appointments with or visited in the event app.
- Contact information will be shared solely for follow-up communication related to the event.
3.5. Liability & Indemnity
- Participants acknowledge that attendance at the event is at their own risk.
- Ensemble is not liable for any personal injury, loss, or damage to property incurred during the event.
- Participants agree to indemnify and hold harmless Ensemble, its affiliates, and its event partners from any claims arising from their participation.
3.6. Force Majeure
- Ensemble reserves the right to modify, postpone, or cancel the event due to unforeseen circumstances (e.g., natural disasters, pandemics, government restrictions).
- If an event is canceled due to force majeure, Ensemble is not obligated to provide refunds but may offer credits for future events.
3.7. Governing Law & Disputes
- These Terms & Conditions shall be governed by the laws of Toronto, Canada.
- Any disputes shall be resolved through binding arbitration in Toronto, Canada.
Acknowledgment & Agreement
By completing event registration, Participants acknowledge and agree to abide by this Code of Conduct & Terms and Conditions. Non-compliance may result in removal from the event without a refund.
Last Updated: 03/09/2025