Terms and Conditions


The following terms and conditions ("Terms of Use") create an agreement between you and SOTI, Inc. (SOTI), and its subsidiaries and affiliates regarding your participation in SOTI SYNC 2019 (the “Event”).


By registering for the event, and clicking the link below, you are acknowledging that you have read, understood, and have agreed to be held accountable to all terms, rules, and conditions contained in the Terms of Use. If you are registering on behalf of another individual, it is your responsibility to ensure the person attending is aware of these terms and accepts them. By completing the registration on behalf of another individual you are warranting that you have made the attendee or participant aware of these terms and that they have accepted these terms.


You confirm that all information provided is truthful and accurate. SOTI reserves the right to refuse or cancel registrations.


Your registration entitles you to admittance to the Event for which you have registered. Any and all other costs associated with your attendance (including without limitation travel and accommodation expenses) shall be borne solely by you, and SOTI shall have no liability for such costs.


You must provide at least one form of government issued photo identification to pickup your badge. At no given time will your photo identification be recorded or used for a purpose other than obtaining your assigned badge. Badges must be worn at all times.


SOTI is dedicated to making our meetings and events safe places for all. SOTI does not tolerate harassment of any kind. All participants at the Event, whether attendees, staff, speakers, exhibitors or supporters, shall demonstrate respect and courtesy to all. This includes refraining from inappropriate language, comments and behaviour, in person or by electronic communications (such as social media). You acknowledge and agree that SOTI reserves the right to rescind registration or remove you from the Event if SOTI, in its sole discretion, determines that your presence or behavior create a disruption or hinder the Event or the enjoyment of the Event by other attendees. Anyone who has experienced improper behaviour in violation of this policy is encouraged to report it immediately to SOTI event staff. All SOTI badges are the property of SOTI and must be returned to SOTI upon request.


Suitcasing refers to the practice of attending a trade show but “working the aisles” from a suitcase or briefcase, soliciting business from other attendees and exhibitors. Outboarding refers to the practice of non-exhibiting companies conducting meetings or events near the Event venue. For the good of the show and the exhibitors supporting the show, the only legitimate place to conduct business during show hours is within a contracted exhibit space on the show floor. Exhibiting companies are encouraged to protect their investment and report any violations to SOTI. Attendees observed soliciting business in the aisles or other public spaces, or in another company’s booth, will be ejected from the Event and may be banned from future SOTI events.


Except as required by law, neither SOTI nor its subsidiaries and affiliates shall be liable for any direct, indirect, special, incidental, or consequential costs, damages or losses arising directly or indirectly from the Event or other aspect related thereto or in connection with these Terms of Use.


The maximum aggregate liability of SOTI for any claim in any way connected with, or arising from the Event or these Terms of Use, whether in contract, tort, or otherwise (including any negligent act or omission), shall be limited to the amount paid by you to SOTI under these Terms of Use.


You agree to defend, indemnify and hold harmless SOTI including its staff, officers, directors, partners and controlling persons from and against any liability, loss, expenses, attorney fees, and claims made against SOTI by all third party claims, arising out of or relating to your participation in the Event.


All intellectual property rights in and to the Event, the Event content, and all materials distributed at or in connection with the Event are owned by SOTI or the Event sponsors or speakers presenting at the Event. You may not use or reproduce or allow anyone to use or reproduce any trademarks or other trade names appearing at the Event, in any Event content or in any materials distributed at or in connection with the Event for any reason without the prior written permission of SOT


Privacy and Data Protection

Any collection of information through this portal or during the Event is subject to The Privacy Act, The Personal Information Protection and Electronic Documents Act (PIPEDA) and SOTI’s Privacy Notice available online at https://soti.net/about/legal/policies/privacy-notice/. SOTI may disclose personal data to companies within SOTI’s group of companies from time to time. Group companies may include subsidiaries, affiliates, any ultimate holding company and its subsidiaries.


The personal data that SOTI will collect and have access to as a part of your participation in the Event includes; your name, company name, title, address, phone number, email address. If you register to attend an event, SOTI will collect the information necessary to fulfil your booking, including displaying your company logo on all event related materials.


Attendees shall implement and maintain appropriate technical and organizational security measures against the unauthorized or unlawful processing of personal data and against accidental loss, or destruction of or damage to personal data to meet the requirements of PIPEDA as applicable, ensure the protection of the rights of those whose information you have collected, and provide a standard of protection that is at least as comparable to the protection required under PIPEDA and SOTI’s Privacy Notice.


Personal data provided by attendees to SOTI is necessary for the fulfilment, administration, and management of the Event. Personal data may include, but not be limited to, your name, title, address, phone number, and email address. The individual identified under these Terms of Use and later communications as the contact person for the Event may be contacted by SOTI, its affiliates and/or its subcontractors for the purposes of facilitating the participation of attendees at the Event which may also include entry of attendees on the Event website and in the Event directory, arranging introductions to or appointments with certain Event visitors, and appropriate marketing of related services and products, subject to the Event’s privacy policy which is displayed on the Event website.


During the course of the Event, badge-scanning equipment (“Equipment”) may be used by exhibitors for scanning the badges of attendees who visit their booth. In allowing your badge to be scanned the exhibitor will collect information such as your name, company and contact details (“Attendee Data”) which the exhibitor may use only for the specific purposes of promoting the exhibitor’s products and services (“the Purpose”). The Attendee Data shall not be used for any purpose other than the Purpose, and in particular may not be shared with affiliates of the exhibitor or third parties for their marketing purposes, unless you give specific written consent to the exhibitor. It is your sole responsibility to inquire about each exhibitors terms of use and policies in regards to data collection, processing and privacy.


Event Website

Although SOTI makes every reasonable effort to maintain the Event website to ensure accuracy of all mentioned information, SOTI does not represent or warrant that the Event website will be error free or completely accurate or current at all times or at any time. Content on the Event website is for informative purposes only. SOTI expressly disclaims all responsibilities and shall have no liability of any nature for any damages whatsoever suffered as a result of reliance on any information contained in the Event website.



During the course of the event, SOTI reserves the right and may at their sole discretion take photos and/or videos of you and other participants (“Image(s)”) in public areas of the conference (session rooms, exhibit halls, etc.). These Images may be used, but not limited to, social media, digital media and shall solely be used for marketing campaign purposes as deemed fit by SOTI. Your image and the sound of your voice may be recorded. If you are identified during the recording or identify yourself by name, that information may be included in SOTI’s materials. You hereby grant to SOTI the irrevocable and unencumbered right to use your Image for the purposes as stated in this Section, without compensation or further notification including, without limitation, the right to produce and reproduce any materials produced by or on behalf of SOTI incorporating the Images. You acknowledge that you shall not have or claim to have any right, title or interest in or to any photograph or video materials produced hereunder incorporating the Images.


Compliance with Laws

Attendees shall comply with all applicable laws and obtain all necessary permits, licences, visas, authorisations or other documentation relevant to the performance of these Terms of Use and relevant to the Event.


Bribery and any other form of unethical business practice is prohibited in relation to the Event and all business transactions in relation to the Event shall be accurately and completely recorded in accordance with applicable laws. Attendees shall not in connection with the Event accept gifts or inducements of any kind nor give or offer to give any person, an inducement or gift of any kind that could be perceived by others to be a bribe.



If any attendee shall be considered by SOTI to be prohibited from attending the Event by any applicable laws, sanctions or regulations to prevent terrorism or the financing of terrorism or to prevent trade with a certain country or certain persons or otherwise, SOTI shall have the right to refuse entry to the attendee or to terminate these Terms of Use forthwith by notice in writing to such attendee. Attendees shall cooperate with SOTI and provide all reasonable information requested by SOTI to assess whether attendees are prevented from attending the Event under the relevant laws, sanctions or regulations. SOTI’s decision shall be final.


Cancellation Policy

SOTI requires adequate notice for cancellations in order to make arrangements for others wanting to attend the conference and to accommodate registrant needs.


1. If a registrant is unable to attend an event for any reason they may substitute, by arrangement with SOTI’s conference organizer, an alternate registrant from the same institute/organization to attend.


2. Where the registrant is unable to attend, and is not in a position to transfer his/her place to another person, then the following refund arrangements apply:

     i) A minimum fee of 20% of the registration fees applies to all cancellations

     ii) Registrations cancelled more than sixty (60) days before the event will be refunded 80% of the registration fees.

     iii) Registrations cancelled less than sixty (60) but more than thirty (30) days before the event will be refunded 50% of the registration fees.

     iv) Registrations cancelled less than thirty (30) days prior to the event, regardless of when purchased, will not be eligible for a refund.


3. Refunds will be issued in the same manner in which payment was received.


Governing Law and Forum

These Terms of Use, and any dispute, controversy, proceedings or claim of whatever nature arising out of or in any way relating to these Terms of Use, the validity and performance hereof or its formation (including any non-contractual disputes or claims), shall be governed by and construed in accordance with the laws of Canada (save that the conflicts of law principles will be expressly excluded). Both you and SOTI hereby irrevocably acknowledge and agree that the courts of Ontario shall have exclusive jurisdiction and venue in respect hereof.”

In the event of a dispute as to the interpretation of these Terms of Use as a result of their translation into a foreign language, the English version shall take precedence.