Policies | ASCE Week

Information collected by ASCE

ASCE uses the information you provide to administer your registration and to keep you apprised of conference information and related products and services. The name, job title, company information, and mailing address of registrants are also included in the conference attendee list that is provided to sponsors and included in the conference app. For more information, see our Privacy Policy.

Age

Children are welcome to attend certain aspects of ASCE conferences as indicated in the event specific registration materials.

Assumption of risk and hold harmless

All ASCE events and activities are purely voluntary activities, and attendees are fully responsible for their own conduct and wellbeing, including, and without limitation, determining their level of fitness to take part in any such event or activity. In participating in any event or activity, attendees shall be deemed to understand and accept all risk of possible physical injury that might occur as a result of such participation. Attendees agree to release and hold harmless ASCE and its affiliates, employees, officers, directors, representatives, and agents from any and all alleged and/or actual liability, claims, actions, lawsuits, damages, or losses, of any kind which arise out of or result from attendance at and participation in the conference.

Code of Conduct

At all ASCE events, we are committed to:

incorporating the highest standards of professional integrity, dignity, fairness, justice, and respect for everyone, regardless of identity.
ensuring a safe, affirming, and inclusive space for our event participants, staff, volunteers, and all other stakeholders.
ensuring that all participants treat each other with respect, dignity, and consideration to create a collegial and safe professional environment where harassment and discrimination is NEVER tolerated at events, or on social media or other online platforms.

Harassment includes (but is not limited to) comments using demeaning, derogatory or discriminatory language; comments intended to cause offense or harm to others; deliberate intimidation, stalking, following, or harassing photography or recording; sustained disruption of talks or other events; inappropriate physical contact; and unwelcome attention.

Respectful interactions among participants means interacting in an appropriate and professional manner that includes communication via email and online platforms associated with the event and social media.

We expect all participants to follow this Code of Conduct at all ASCE meetings, events, and activities, including the event venue, any external venue affiliated with ASCE and/or ASCE social events.

Photo and video recording of sessions

ASCE may take photographs and/or make audio and visual recordings of the event, and participants grant to ASCE the absolute right and permission to use any such photographs or recordings that may be taken during the event for any purpose in its sole discretion.

Photos, video or audio recording(s) of any educational session is strictly prohibited without prior written permission from both ASCE and the session presenter(s).

Distribution of literature or promotional information

Distribution of literature, samples, or other promotional material by attendees is prohibited without prior permission by ASCE. Any attendee found to be distributing literature without prior approval may be asked to leave the show. Exhibitors may distribute literature, samples, and materials only within the confines of their rented booth space, except with prior permission from ASCE.

Non-discrimination statement

As outlined in ASCE’s governing documents, ASCE functions and activities are intended to foster the expression and exchange of engineering ideas by all members, regardless of gender, race, ethnic origin, religion, age, marital status, sexual orientation, disabilities, or any other reason not related to scientific or technical merit. It is the responsibility of all participants and guests to conduct themselves in a professional manner in which all persons are treated with dignity and respect.

ADA compliance / special concessions

If you require special assistance at the conference, please submit a written description of your requirements with your registration form or email [email protected] no later than January 17, 2025. While ASCE will endeavor to accommodate late accommodation requests, we cannot guarantee the availability of services without notification by the deadline.

NDAA Section 889 acknowledgement

ASCE affirms that it does not use any equipment, system or service that is precluded by Section 889(a)(1)(B) of National Defense Authorization Act (NDAA) for Fiscal Year (FY) [20XX], Prohibition on Contracting with Entities Using Certain Telecommunications and Video Surveillance Services or Equipment.

If the Federal Agency’s Office of Procurement requires a Vendor Certification to be completed and returned in order to move forward with a contract award and/or payment please contact [email protected].

Cancellations / refunds

Cancellations must be sent in writing or via email. All refunds are provided on a case-by-case basis and are reviewed 30 days post-convention. Cancellations requests received prior to 21 days in advance received full refund, less $100 processing fee.

Professional Development Hours (PDHs)

By attending certain conference sessions, technical tours, and seminars, you may earn PDHs, which are nationally recognized units of record. Please note there are differences from state to state in continuing education requirements for professional engineering licensure. Each state licensing board has the final authority to approve courses, credits, PDHs, and other methods of earning credits in that state. ASCE strongly recommends that individuals regularly check with their state licensing boards for specific continuing education requirements in their jurisdictions that affect professional engineering licensure and renewals.

Attendee Packets

Early-bird and Advance registrants will receive their materials at the Registration Desk during registration hours. Due to time constraints at or approaching the registration cutoff date, the appropriate paperwork may not have been forwarded to the on-site staff before their departure. Please be sure to bring your confirmation email and a copy of the original paperwork if you registered after January 17, 2025.

Attire

The dress code for the conference is business casual (i.e. slacks, casual dresses) to business attire (i.e. business suits, neckties). Meeting room temperatures will vary, so wear layered clothing to ensure your personal comfort. We also recommend attendees wear comfortable shoes. Please note that certain events may have specific details on attire, and you should refer to the event for more information.

Program and session cancellation

ASCE reserves the right to cancel programs and/or sessions. In the unlikely event of a cancellation, all registrants will be notified and will receive a refund, if applicable, for technical tours, or ticketed events. Programs and sessions are subject to change, and ASCE reserves the right to substitute a program, session and/or speaker of equal caliber to fulfill the educational requirements.

Badge Policy and Ribbons

Your convention registration name badge is your admission to the educational sessions. Tickets are required for the pre- and post-convention events, meals, and special events. Ribbons will be available at the Registration desk. As a safety precaution, please remove your badge when leaving the hotel.

If you have lost your badge, please see an ASCE staff member at the registration desk. There may be a charge to issue a replacement – up to $25. Tickets cannot be replaced.

Meal Functions

Please arrive on time for meal functions. We cannot guarantee the availability of food for attendees who arrive late. If it's a ticketed event, please make sure to have the correct ticket ready to hand to ASCE staff.

Medical Emergencies

We hope that your visit to ASCE Seminar Week will be free from illness or injury but in case you or a family member needs medical attention during your time at the event please contact the hotel's front desk. Hotel Security/Staff will respond immediately to your location. For life-threatening emergencies, such as chest pain, shortness of breath, or severe abdominal pain call 911.

No Smoking/Vaping

ASCE supports a “No Smoking/ Vaping” policy. Smoking/Vaping is prohibited in all venues hosting ASCE events.

Program and Session Cancellation

Recycle Your Badge Holder

Please help ASCE stay “green” by returning your badge holder at the end of the convention in the receptacles provided by the Registration Desk.