• website hero

Policies & Procedures

REGISTRATION FEE 

Each full registration fee includes access to all learning activities from Saturday, April 26, through Tuesday, April 29, 2025, as well as admission to the 2025 Expo, lunches and opening reception.

Pre-Conference activities taking place Saturday, April 26, are offered on a first-come-first-served basis. The Educators Forum requires an additional $99 fee. 

BADGES  

All badges for registrants will include First and Last Name, Place of Employment, City, State and Country (if outside the U.S.). Each badge will include a barcode with employment contact information, and this information can be given to exhibitors of your choice by scanning the barcode during the Expo. Badges must be worn at all times for admittance to any educational session, the opening reception, and the Expo. All badges are to be picked up on-site.  

PAYMENT  

Payment in full is required in order to process registrations. We welcome payments in the form of check, money order, American Express, VISA, Discover and MasterCard. We regret that purchase orders are not accepted as a form of payment.  

SUBSTITUTION POLICY  

Substitution of registration is permitted prior to the conference, and transfers of registration must be received in writing no later than April 11, 2025. The individual submitting the substitution request is responsible for any balance due associated with the substitution as well as updating any contact information. 

CANCELATION/REFUND POLICY  

All registration cancelations and refund requests must be made in writing and received no later than April 11, 2025. A refund of the conference fee, minus a $50 cancelation fee, will be given for cancelations received by that date. No refunds will be granted for requests received after that date. Submit all cancelations to conference@myhspa.org. Refunds will not be given for no-shows. In the event HSPA cancels the conference due to unforeseen circumstances, HSPA will refund the cost of registration in full.  

CONFERENCE UPDATE NOTIFICATIONS 

Please be aware that by registering, you agree to receive periodic emails and mailings from exhibiting vendors and sponsors for the 2025 Annual Conference & Expo.  

CONSENT OF USE  

Registration and attendance at, or participation in, HSPA conferences and other activities constitutes an agreement by the registrant to HSPA’s use and distribution (both now and in the future) of the registrant or attendee’s image or voice for video, photographs, and audio tapes of such events and activities.  

CODE OF CONDUCT 

HSPA strives to create a safe, pleasant and positive Conference experience for all attendees, and expects all participants—including attendees, exhibitors, speakers, guests and other conference constituents—to comply fully with this Code of Conduct policy during all formal and informal educational and social events and other conference-related activities. 

All participants are expected to: 

  • Speak and engage with others in a professional, respectful and courteous manner. 

  • Remain mindful and conscientious of surroundings and fellow attendees and avoid any disruptions that could negatively impact others’ experience. 

  • Alert HSPA staff if witnessing a safety issue, anyone in distress, or other situation(s) that require prompt attention or intervention. 

  • Silence cell phones or other smart technologies during sessions to prevent audible rings and disruptive notifications. 

Unacceptable behavior includes: 

  • Using intimidating, aggressive, prejudicial, harassing or otherwise derogatory speech or physical actions toward any attendee or other Conference participant. 

  • Disrupting sessions and events by speaking loudly or interrupting, heckling or behaving argumentatively with speakers and/or other participants (please limit questions or comments to designated Q&A segments or after the session or event concludes).  

  • Recording (in any manner) educational sessions or events and/or disseminating copyrighted content within any HSPA-occupied spaces (including hallways) without expressed written permission from HSPA. 

  • Causing damage to property or any aspect of the Conference venue or hotels or engaging in activities that could potentially cause properly damage or jeopardize others’ safety. 

  • Sharing admission badges with anyone who is not a registered HSPA Conference attendee. 

  • Solicitation in HSPA-occupied areas by attendees and other unauthorized individuals is strictly prohibited. Solicitation is allowed by exhibiting companies in the HSPA Expo.  

Please note that HSPA takes participant conduct very seriously. Our staff and/or HSPA Board of Directors members reserve the right to require compliance with this Code of Conduct and take actions they deem appropriate against anyone who violates the Code of Conduct, including being removed from the Conference, without conference registration or hotel refunds. Serious violations may lead HSPA to revoke attendance privileges for future Conferences and events and could result in reporting the incidents to event security or local law enforcement, as appropriate.  

SOLICITING

Attendees and/or attendees representing non-exhibiting companies are not permitted to solicit and/or distribute advertising materials during the conference, including the exhibit hall.