HashiCorp Conference Agreement

The terms and conditions set forth in this HashiCorp Conference Agreement (this “Agreement”) apply to your attendance of, or participation in, any event hosted or organized by HashiCorp, including in-person, virtual and hybrid events (each, a “HashiConf”).

1. ATTENDEE COVENANTS

a.      Attendees must be at least 18 years of age.

b.     While attending HashiConf, you will comply with all applicable laws and regulations, as well as the terms of this Agreement and HashiCorp’s rules and instructions.

c.    You represent that all information you enter into the HashiConf registration form is complete and accurate. Your name, company, and other information may be included on your attendee badge.

d.   In-person attendees may include any special dietary restrictions on your registration form. HashiCorp will attempt to accommodate dietary requests, but we cannot guarantee that all requests will be met.

e.     Hotel accommodations are not included in the registration fee. 

f.      Transportation to and from HashiConf is not provided by HashiCorp or included in the registration fee. Event location accessibility information can be found in the FAQ.

g.      Attendees are not permitted to bring non-registered individuals to HashiConf, or to the after-hours events. If you wish to bring guests, each such individual must register and purchase a separate HashiConf ticket.

h.     You agree to allow HashiCorp to contact you regarding your registration and attendance at HashiConf.

i.       You agree to abide by all rules outlined in the HashiConf Code of Conduct, as updated by HashiCorp from time to time at all event venues and social events including in private or public chats with other attendees on the event platform.

j.       Solicitation or selling of products or services is not allowed at HashiConf without the prior written approval of HashiCorp. Any attendee conducting such activities may be removed from the event at HashiCorp's sole discretion and without refund.

k.      HashiCorp reserves the right to refuse admittance to, or remove any person from (without refund), HashiConf (including any HashiConf events) at any time in its sole discretion, for reasons including, but not limited to, attendees behaving in a disorderly manner or failing to comply with these terms and conditions.  

l. You acknowledge and agree that HashiCorp, in its sole discretion, reserves the right to change any and all aspects of HashiConf, including but not limited to, the HashiConf name, themes, content, program, speakers, performers, hosts, moderators, venue, and time.

m. A virtual ticket does not grant you access to any of the in-person components of the event. Those wishing to attend in-person must purchase an in-person ticket.

n. At all times during an in-person event, you will wear your event badge such that it is visible to other event attendees and participants and you will not share or exchange your event badge with any other person. Items prohibited at in-person events include firearms and other weapons, explosives, and other hazardous materials or articles. 

2. PHOTO AND VIDEO RELEASE

Photographs and/or videos taken at the event by or on behalf of HashiCorp may include your image. By registering for HashiConf, you hereby grant HashiCorp permission to use your likeness in a photograph, video, or other digital media, in any and all of its publications, including web-based publications, without payment or other consideration. Furthermore, you acknowledge and agree that all photos, videos, and other media will become the property of HashiCorp and will not be returned. You hereby irrevocably authorize HashiCorp to edit, alter, copy, exhibit, publish, or distribute these photos, videos, or media for any lawful purpose. In addition, you waive any right to royalties or other compensation arising or related to the use of your likeness as described herein. You hereby hold harmless, release, and forever discharge HashiCorp from all claims, demands, and causes of action which you, your heirs, representatives, executors, administrators, or any other persons acting on your behalf or on behalf of your estate have or may have by reason of this release.

3. TERM AND TERMINATION

a.      This Agreement begins on the date of your registration and, unless terminated earlier pursuant to this Agreement, continues until the conclusion of HashiConf (the “Term”).

b.     HashiCorp may terminate this Agreement at any time, with or without cause, by providing you written notice.

c.      Sections 2, 5, 6, 7, 8, and 11 will survive any expiration or termination of this Agreement.

4. REFUND AND CANCELLATION POLICY

1. Attendees may cancel their registration by providing written notice to HashiCorp (hashiconf@hashicorp.com). Depending on the cancellation date and subject to the terms below, a refund may be provided as follows:

a.  If you cancel within forty-five (45) days prior to the start of HashiConf, you are eligible for a full refund, minus a four percent (4%) transaction fee.

b.   If you cancel between forty-four (44) and thirty (30) days prior to the start of HashiConf, you are eligible for a 50% refund, minus a four percent (4%) transaction fee.

c. If you cancel between twenty-nine (29) and fifteen (15) days prior to the start of HashiConf, you are eligible for a 30% refund, minus a four percent (4%) transaction fee.

d. HashiCorp will not provide any refunds, if you cancel fourteen (14) or fewer days prior to the start of HashiConf 

e. Tickets may be transferred to another attendee free of charge up to 7 days prior to the start of HashiConf. To initiate such transfer, provide notice to HashiCorp by emailing hashiconf@hashicorp.com. 

f. In the event that HashiConf is canceled for any reason/force majeure, your ticket will be refunded in full regardless of how many days it is prior to the start of the event.

1. Covid Related Policies:

2. Event COVID protocols: HashiConf will abide by local health and safety laws/regulations that are in place, including any in place at the time for COVID-19, at the time of the event and will require that all attendees comply. Exact protocols aligned to local government laws/regulations will be issued closer to the event. 

3. Credit: In the event you test positive for Covid on the first day of HashiConf, you may qualify for credit. To request credit for your attendance fee, please contact hashiconf@hashicorp.com. The following guidelines will apply to your credit:

4. Amount: The Credit offers shall be limited to the amount spent in 2024 (in the same currency that the attendance fee was paid in). 

5. Fee Difference: The credit value of your ticket will be eligible to be applied toward the price of a new ticket to attend HashiConf in 2024. If the fee to attend in 2024 is less than the fee in 2024, unused portions of credit shall be forfeited and non-transferable. 

6. Expiry: Credits issued in 2024 shall expire by December 31, 2025. If you do not use the credit, your credit will be forfeited on December 31, 2025.

7. Disclaimer: These policies may be subject to change as application laws and regulations may change.

5. DISCLAIMERS

HashiCorp disclaims all warranties, whether express or implied, written or oral, with respect to any goods or services to be provided hereunder or any component or part thereof, including any implied warranty of merchantability or fitness for a particular purpose. Your attendance of or participation in HashiConf is completely voluntary. TO THE MAXIMUM EXTENT PERMITTED UNDER APPLICABLE  LAW, YOU ACCEPT AND ASSUME ALL RISKS OF ANY AND ALL PERSONAL INJURY OR DAMAGE TO  YOUR PERSONAL PROPERTY THAT YOU MAY FACE WHILE ATTENDING HASHICONF, AND HEREBY  WAIVE ANY CLAIMS YOU MAY HAVE AGAINST ANY HASHICORP AND/OR ITS AFFILIATES OR ANY  HASHICONF SPONSOR OR VENDORS RELATING TO SUCH RISKS. HashiCorp reserves the right to limit the number of attendees and participants,  to cancel or terminate any registration, to bar any person from attending all or any part of HashiConf, and to  refuse to provide any person with access to HashiConf materials. 

6. LIMITATION OF LIABILITY

THE MAXIMUM AGGREGATE LIABILITY OF HASHICORP AND/OR ITS AFFILIATES, FOR ANY AND ALL DAMAGES, LOSSES AND/OR CAUSES OF ACTION IN CONNECTION WITH HASHICONF, WHETHER IN CONTRACT, TORT OR OTHERWISE, WILL BE THE EVENT REGISTRATION FEES, IF ANY, PAID BY YOU AND RECEIVED BY HASHICORP FOR THE HASHICONF GIVING RISE TO THE LIABILITY.

7. INDEMNIFICATION

You will indemnify, defend and hold HashiCorp, its affiliates and licensors, and each of their respective employees, officers, directors, agents and representatives, harmless from and against any and all losses, damages, liabilities, judgments, penalties, fines, costs and expenses (including reasonable attorneys’ fees), whether commenced or threatened arising out of or related to: (a) your negligence or willful misconduct or any violation by you of this Agreement, (b) your injury to persons or property, or (c) your violation of HashiCorp’s intellectual property rights.

8. INTELLECTUAL PROPERTY RIGHTS

You will not acquire any interest in HashiCorp’s trademarks, service marks, trade secrets, logos, commercial symbols, copyrights, patents and any other intellectual property rights by virtue of the provisions of this Agreement.  

9. DATA USE AND PRIVACY

HashiCorp may collect personal information about you via in-person communications, by telephone, letter, email or when you visit HashiCorp’s website in accordance with HashiCorp’s  Privacy Policy. Such information may include your name, residential address, mailing address, telephone number and email address (the “Contact Details”).

You explicitly consent to HashiCorp: (a) processing the Contact Details for administration and event planning purposes; (b) if applicable, transferring the Contact Details outside the European Economic Area, and/or (c) having such Contact Details processed by a third party pursuant to the terms of this Agreement. You may request that HashiCorp provide access to the Contact Details, and the ability to update, modify, or delete the Contact Details upon written request.

10.   ENTIRE AGREEMENT

This Agreement, together with all associated exhibits, which are incorporated by this reference constitute the complete and final agreement between you and HashiCorp pertaining to the subject matter herein and supersedes all prior agreements, understandings and discussions relating to the subject matter. This Agreement may be modified by HashiCorp at any time in its sole discretion. 

11.   MISCELLANEOUS

a.      Any provision in this Agreement may be waived, but only in writing signed by the party or parties against whom such waiver is sought to be enforced.  The failure of either party to enforce or delay in enforcing rights hereunder will not be deemed a continuing waiver or modification of this Agreement.  In the event that any term or provision of this Agreement will be held invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability will not affect any other term or provision hereof, and the parties agree thereafter to use their best efforts to substitute a provision of similar economic intent and effect.

b.     HashiCorp will not be liable in any manner whatsoever for acts of God, fires, strikes, accidents or other occurrences beyond its control (whether like or unlike any of those enumerated herein) that prevents HashiCorp from partially or completely performing its obligations hereunder. Furthermore, if the location of HashiConf is under (1) (i) new city, county, state, or federal mandates that are put into effect or continue to be in effect within 31 days or more of HashiConf, and having to follow updated guidelines in which social distance is requiring social events and set ups are to be modified and ii) should HashiConf not be able to accommodate some of the contracted number of attendees for each setup(s) ensuring HashiCorp, Inc. is in compliance OR (2) new city, county, state, federal or transportation-related mandates related to traveling to event location make it impossible or illegal for some of HashiConf attendees to attend, and as a direct result of such Notice, HashiConf shall refund attendance fee only to relevant Attendees. HashiCorp shall not be liable for any consequential damages that may result from events contemplated in this section.

c.      This Agreement will be deemed made in, and will be construed in accordance with and governed by the applicable law and jurisdiction below (without regard to the conflicts-of-law provisions of those jurisdictions):

You irrevocably submit to venue and exclusive personal jurisdiction of the venue identified above for any dispute arising out of this Agreement, and you waive all objections to jurisdiction and venue of such courts.

d.     Notices to a party will be sent by first-class mail, overnight courier or prepaid post:

(i)              If to you, to the address you provided on your registration; or

(ii)             If to HashiCorp, you will address notices to HashiCorp Legal Department, 101 2nd Street, Suite 700, San Francisco, CA 94105, USA, with a copy to legal@hashicorp.com.

Notice will be deemed given seventy-two (72) hours after mailing or upon confirmed delivery or receipt, whichever is sooner. Either party may from time to time change its address for notices under this Section by giving the other party at least thirty (30) days prior written notice of the change in accordance with this subpart (d).