Participation and Professional Conduct

• All participants and attendees are expected to maintain professional, respectful, and ethical behavior throughout the conference. Community Guidelines, Respectful Culture, and Privacy Policy Link

• NCECA reserves the right to deny entry or remove any participant or attendee whose conduct is disruptive, inappropriate, or contrary to the objectives and values of the event.

• Unauthorized recording, reproduction, sharing, or distribution of conference content, presentations, or materials is strictly prohibited without prior written approval.

Conference Registration

• All participants, including attendees, presenters, speakers, and any individuals joining the conference in any capacity, must complete the official registration process via the NCECA User Portal at nceca.net.

• Registration is considered valid and confirmed only after successful payment of the applicable registration fee.

• Each participant is responsible for providing accurate, complete, and truthful information during registration.

• Any false, misleading, or incomplete information may result in cancellation of registration without refund.

• By registering for the conference, participants acknowledge and accept this refund policy presented on the NCECA website and within the confirmation email sent after purchase.

• Right to Reserve Admission: NCECA reserves the absolute right to approve, refuse, or cancel admission of any participant, attendee, group, institution, or organization not adhering to NCECA’s Community Guidelines and Respectful Culture, Harassment Prevention, and Equal Employment Opportunity Policies.

Visa and Travel Responsibilities

• Attendees are solely responsible for arranging their own travel, accommodation, and visa requirements.

• NCECA reserves the right to respond to official invitations or visa-support letters after full payment of the registration fee.

• NCECA shall not be held responsible for visa rejections, travel delays, cancellations, or restrictions imposed by authorities.

Event Modifications

• NCECA reserves the right to make reasonable changes to the conference program, schedule, session timings, speakers, format (in-person, hybrid, or virtual), or venue, if required due to operational or unforeseen circumstances.

• All important updates will be communicated through official email notifications and/or published on the www.nceca.net website. Participants are advised to check these channels regularly.

Data Protection and Privacy

• As an attendee of the conference, you may be photographed, and the image may be used in future Enews, on the website, and in NCECA publications. 

• Personal data collected during registration and participation will be used only for conference administration, communication, and service improvement.

• NCECA will not share personal data with third parties except when required for event logistics or legal compliance.

• Reasonable measures are taken to safeguard data confidentiality and security; however, NCECA is not liable for breaches beyond its reasonable control.

No Commercial Trading

• Conferences organized by NCECA are conducted for academic and professional development purposes only.

• Registration is strictly personal and non-transferable, valid only for the registered attendee or officially registered group members.

• Use of registration for resale or unauthorized business activities is prohibited.

• All confidential information and materials shared during the conference are subject to intellectual property and copyright laws.

• Commercial promotion and sales are permitted only by vendors officially registered to participate in the Resource Hall and Gallery Expo.

Liability Disclaimer
Attendance at and participation in the Conference are voluntary. Each registrant assumes the ordinary risks associated with attending, including personal injury, illness, loss, theft, or damage to personal property, and is responsible for arranging their own travel, health, and property insurance. To the fullest extent permitted by law, NCECA and its officers, directors, employees, and agents shall not be liable for any personal injury, illness, loss, theft, or damage to personal property arising from a registrant's attendance, travel, or participation, including without limitation ordinary negligence. Nothing in this paragraph is intended to limit any liability that cannot be limited or excluded under applicable law.

Force Majeure
NCECA shall not be liable for any failure or delay in holding the Conference, nor for any cancellation, postponement, relocation, or modification of the Conference (including a change to a virtual or hybrid format), caused by events beyond its reasonable control, including but not limited to: acts of God or natural disasters; war, terrorism, or national emergencies; political unrest or civil disturbance; fire, flood, or severe weather; strikes, lockouts, or other labor disputes; epidemics, pandemics, or other public health emergencies, whether or not declared; government orders, travel restrictions, or regulations; venue unavailability or supplier failure; cyberattacks or utility/communications failure; or any other cause beyond NCECA's reasonable control.

Health and Safety Acknowledgment
NCECA event host location laws prohibit carrying firearms, other deadly weapons, and dangerous substances into public buildings. To maintain a conference experience that is safe and enjoyable for all, NCECA asks conference attendees to be prepared to engage cooperatively with security personnel and measures in place at the event location. Entry to the event will be more efficient if you carry as few personal items as possible and, if at all possible, refrain from using backpacks, oversized purses, and suitcases. Security staff may use metal detectors and require event attendees to empty their pockets and make bags available for inspection. 

If you've tested positive for a communicable respiratory virus, please do not attend the conference until you are symptom-free and fever-free (without medication) for at least 24 hours. Face-masking is optional. NCECA will observe all local guidelines developed by the authorities at the time of the event. This may include requiring all attendees to wear a well-fitting face mask during conference-related events. 

By registering for or attending the conference, participants confirm full acceptance of these Terms & Conditions.

Starting January 1, 2026, Credits held in accounts within a two (2) year period can be used for NCECA purchases. Unused credits will be reviewed after two years and may be cleared from accounts. Refunds on credits must be requested in writing and emailed to office@nceca.net for consideration. All refund requests for credits are subject to a $40.00 processing fee, which will be deducted from the credit balance.  

This does not apply to 2020 Conference Cancellation credits.

NCECA has maintained credit balances from the Richmond 2020 Conference cancellation for over five years. Through the end of NCECA’s fiscal year, June 30, 2027, credit holders may use their balances as noted below. After this date, June 30, 2027, the remaining balance will be considered a donation to NCECA. 

For credit balances held in accounts for more than five years.

Credits that have been held in accounts for more than five years can be used in full for NCECA purchases online only, including membership, products, advertising, registration, booth/table fees, or donations, during NCECA’s 2026–2027 fiscal year ending June 30, 2027. Credits cannot be used for on-site purchases and are non-transferable.

Credits will no longer be available after June 30, 2027. 

NCECA will consider refund requests based on extenuating circumstances, subject to a processing fee of $40.00.