General Event Policy
Last updated: June 27, 2017
The sections below constitute the General Event Policy, which is applied and valid to all events of any form hosted by Inova unless otherwise stated on the signup page. By registering for an event on our website, you automatically signify your agreement to the terms described in this policy.
2: Contact and Information
When submitting your registration, you certify that all information in their respective fields are correct. Inova uses email to contact individual participants and to send out important information. Due to this fact, Inova strongly advises you to use an email address that you check regularly when registering. If you notice any contact information is incorrect, please send us an email to notify us. If we notice any contact information is incorrect, we will send you an email to ask for the correct information. Inova does not take any responsibility if you fail to receive salient emails.
3: Team Change
If you would like to add and/or drop a member in a team based event, please inform us by sending an email to [email protected] at least 3 days prior to the day of the event. Team member changes will not be possible at any later time.
4: Early Leave
If, for whatever reason, you must leave early in a event, please inform us either by email before the event or to a staff member at the event itself. Inova will not provide compensation in any form for the event time lost by leaving early. If you choose to leave early in a competition based event, you will be unable to receive any prizes from Inova, and if you are in a team, your team will not receive any compensation.
5: Late Arrival
Arriving late to an event is the sole responsibility of the participant, and Inova will not provide compensation of any kind for the time lost by being late.
6: Content Accuracy
If an event is a competition in which competitional questions are used, we strive to have as accurate answers as possible but cannot guarantee perfect accuracy. If your team would have placed differently due to errors, we cannot give any compensation of any kind.
7: Event Fees
Should there be a registration fee associated with a particular event, refunds are not available if you paid through PayPal or withdraw your registration fewer than or equal to 7 days before the day of the event. Refunds may be acquired by speaking to the person you paid the fee to. If a refund is not available or you choose not to ask for one, Inova may, at our discretion, provide compensation by allowing participation free of charge in the next event that carries a registration fee. Failure to pay the fee either on the day of the event, if permitted, or before an event results in your inability to participate in such an event.
8: Event Waiver Form
Unless otherwise specified, each event will require you to bring a Media Consent and Liability Form, which will be sent out by email, for you to sign, print, and then hand in on the day of the event. Failure to sign and bring in the form will result in your inability to participate in the event.
Any misconduct or inappropriate behaviour will result in your leave of the event and can be subjected to the laws of Canada. Furthermore, should there be any inappropriate material in the finished project created in a competition, the competitor/team that created it will be disqualified from the event. Inova reserves the right to ban specific persons from attending future events due to misconduct offenses.
To make competitions fun and fair for everyone, if anyone is caught violating the rules set out at the event with reasonable evidence, his or her team will be disqualified from the competition.
If you are going to attend an event that will be serving food, it is your sole responsibility to email Inova at [email protected] at least 24 hours beforehand to let us know of your allergies. It will also be your responsibility to stay away from the food you are allergic to, and Inova carries no liability for any complications resulting from your allergy.
12: Special Needs
Inova strives to make events accessible and enjoyable for everyone. If you have any special needs, please contact us at [email protected] at least 48 hours before the day of the event.
13: Event Information Change
If an event location or time is to change under reasonable circumstances, emails will be sent to each participant, and our website, http://www.inovaca.org, will reflect the new time and location. Should such changes occur, Inova will inform all participants at least 12 hours before the previously planned start of the event. It is your sole responsibility to check your email and our website for such information. If you cannot make it to the new date or location, you must email Inova within 24 hours of the change to cancel your registration and receive a refund, given that you did not use PayPal for your transaction. This 24-hour rule overrides the 7-day policy mentioned in section 7.
14: Event Cancellation
In the case where it is infeasible to carry out an event, event cancellation emails will be sent to everyone who has registered and this information will also be posted on our website. This notice will be given at least 12 hours prior to the start of the event. It is your sole responsibility to check your email and our website for such information. The cancellation of an event usually means it will be postponed to another date, which we will announce on both our website and our page on Facebook. If you cannot make it to the new date, you must email Inova within 24 hours of the posting of the new date to cancel your registration and receive a refund, given that you did not use PayPal for the original transaction. This 24-hour rule overrides the 7-day policy mentioned in section 7.
15: Equipment and Items
Inova is not responsible in any way for losses or damage to your possessions. By bringing items and equipment, you acknowledge that it is your sole responsibility to guard and protect your own possessions. If you forget or lose an item at one of our events, you can contact us at [email protected] and inquire if we have that item. If we do, you can arrange a pickup with one of our representatives. Inova will collect any forgotten items at the event and store it for one week. Any items that have not been collected or inquired about after this time will be donated to charity.
16: Overriding of Terms
Any of the terms listed on this policy can be overridden for a specific event by an order from the Executive Director. If an overriding happens, it will be clearly indicated on the registration website of the event.
Inova reserves the right to amend the General Event Policy at any time under any circumstance. Should amendments be made, they will come into effect immediately for anyone who has registered for an event unless otherwise stated, and it is your sole responsibility to check for these changes.