Conference Policies, Terms, Conditions

1. Conference Photography and Videography Policy

Registration and attendance at, or participation in, RILA meetings, conferences and other related activities (collectively, “RILA Events”) constitutes an agreement by you, the registrant, to grant RILA the license to use and distribute  your image and/or voice in any photographs, videography, audio and/or video reproductions captured during RILA Events. RILA, its employees and/or other permitted 3rd parties may use your image and/or voice in print and electronic media, including but not limited to social media feeds (e.g., Twitter, Instagram, and Facebook), marketing campaigns, publications or other uses in furtherance of its mission and you agree to release RILA, its officers, directors, members, employees, vendors, and volunteers from any liability connected with such use. You also understand that by attending RILA Events, you grant RILA the right to use technology that may monitor or track your activities at such RILA Events (e.g., session attendance or exhibit booths visited) for the purposes of creating metrics to improve the attendee experience. 
 
You have the right to opt-out of the inclusion of any image, photography or audio/video recordings of you at RILA Event(s) as long as you notify RILA in writing by contacting memberservices@rila.org.


2. RILA’s Use of Attendee Conference Information Statement

RILA is committed to data privacy and protecting your Personal Contact Information. Your name, job title, company, and corporate mailing address are considered “Attendee Conference Information” and are required for all RILA event registrations and are subject to RILA’s Privacy Policy which can be found here. RILA uses Attendee Conference Information as follows:  
 
(i) on conference attendee roster(s) in both print and/or digital form including, but not limited to the conference website, conference mobile app, printed roster, and digital roster, which will include your name, job title, and company; your Personal Contact Information (i.e., your email address and corporate mailing address) may also be shared if you opt-in to doing so during the registration process.
 
(ii) for administering your participation in this Event which typically includes relaying information or changes about the Event content, logistics, lodging options, conference updates, speaker spotlights, and similar information related to your Event experience; 
 
(iii) with certain Event 3rd party service providers specifically engaged by RILA to assist in the conduct of the Event (e.g. housing bureau, mobile application provider, on-site security, transportation companies, etc.);  
 
(iv) if you register for or elect to participate in a sub-event managed or co-sponsored by 3rd parties other than or in addition to RILA, your attendee conference  information may be shared with such 3rd party(ies), and the treatment of such information is further subject to the privacy policies of such 3rd party(ies); and  
 
(v) with Conference Exhibitors and Sponsors of the Event, when you opt-in to sharing your Personal Contact Information. If you choose to opt-in to sharing your Personal Contact Information during the registration process, Exhibitors and Sponsors may provide you with pre- and post-event communications (via email and/or print mail. You may contact RILA at any time to change your Personal Contact Information sharing preferences. At no time will your phone number be shared with any Exhibitor or Sponsor.


3. Credential/Badge Scanning During the Event

RILA Conference Sponsors, Exhibitors, and other 3rd parties may directly request your Personal Contact Information at their exhibit booths, during presentations, at hosted dinners, or other such related RILA conference events through the use of a lead retrieval mechanism or “Conference Name Badge” that contains your Personal Contact Information data that can be scanned. Please note, this decision is strictly voluntary on the part of the conference attendee and is in no way required for attendance at any RILA event. Should you decide to share your Personal Contact Information with such 3rd party(ies), you should ask for a copy of the company’s privacy policy to better understand how that 3rd Party will treat your personal information. If during the Event, you attend a session or program hosted by an Exhibitor or Sponsor other than RILA, you understand and agree that when you present your conference badge for scanning or when you provide personal data for that session or program, you will be giving your personal data/ information to a non-RILA 3rd party and RILA takes no responsibility for how that company uses your personal information.


4. Additional Conference Policies and Disclaimers

Special Needs. Please contact Rachel.Kalil@rila.org if you have any disabilities or dietary restrictions that require special accommodations.

Conference Disclaimer. This RILA Event (including Retail CEO Forum, LINK: Retail Supply Chain Conference, Retail Asset Protection Conference, and Retail Law Conference) has been organized by RILA and any applicable steering committees. The presentations solely reflect the views and opinions of the speaker(s) and/or the speaker(s)’s organization(s).  The content of the presentations and the respective speaker’s views and opinions should not be deemed to represent the views or opinions of RILA or an endorsement by RILA of any speaker’s materials or opinions.

Logo Disclaimer. RILA uses company logos of conference attendees in conference promotions. If you are registered for the Event and do not want your company logo used by RILA in conference promotions, please contact memberservices@rila.org.


5. Registration Eligibilty 

Retailers

To qualify as a retail attendee, an individual attendee must be an employee of a retail company (not engaged as a consultant, contractor, or agent thereof). A retail company is defined by RILA as a company whose core business is selling its inventory of consumer products directly to end consumers.

Consumer Product Manufacturers

To qualify as a consumer product manufacturer attendee, an individual must be an employee of a consumer product manufacturer (not engaged as a consultant, contractor, or agent thereof). A consumer product manufacturer is defined by RILA as a company whose core business is selling consumer products that it manufactures to retailers for resale to end consumers. Companies that sell products to retailers for use in the business (e.g. security cameras, POS systems, or other products intended for use in the store, DC, HQ, or other locations) do not qualify as consumer product manufacturers for RILA purposes.

Service Providers

Service providers are the companies that provide goods or services to the retail industry for use by the company, their stores, or their distribution centers. Individuals from service supplier companies must contract (as either an exhibitor, sponsor, or attend only participant) in order to attend a RILA Event.


6. RILA Event Code of Conduct

One of RILA’s major strengths is its ability to convene members and other industry participants in open forums, conferences, meetings and gatherings, in a variety of physical and digital forums, to exchange diverse ideas and views respectfully and to share professional wisdom and experience. RILA strives to promote the highest standards of ethical conduct, diversity and inclusion to enable positive, high quality experiences for all participants during RILA organized events, conferences, programs and activities.

This RILA Event Code of Conduct (“Code”) is intended to set forth RILA’s principles and expectations for event participants. This Code is not meant to be exhaustive. Rather, it is a standard of conduct that all RILA Event Participants are expected to uphold in order to foster a collegial environment where participants can learn, share ideas, create solutions and build relationships.

To Whom Does the Code Apply?

The Code applies to anyone participating or engaging at a RILA Event, whether in-person or online, including, but not limited to: conference attendees, speakers, sponsors, exhibitors, moderators, venue staff, suppliers, contractors, RILA staff, guests, and volunteers (collectively hereinafter referred to as the “RILA Event Participants”).

When Does the Code Apply?

The Code applies to all RILA coordinated events (collectively hereinafter referred to as “RILA Events”) including the following:
  • RILA-organized conferences, meetings, and continuing education events (including social events, dinners, cocktail receptions, and other similar peripheral activities);
  • ‚ÄčEvent presentation materials;
  • Mailing lists, blogs, webinars, and online committee forums;
  • Social media platforms and any other forums, electronic or otherwise by which the RILA community communicates with one another; and
  • Unscheduled ad hoc gatherings or activities (e.g., drinks at a bar, impromptu meals) related to but not necessarily scheduled as part of a RILA Event. 

What Does RILA Expect of RILA Event Participants?

RILA Event Participants shall:

  • Uphold the highest standards of conduct and assist others in maintaining those practices;
  • ‚ÄčMaintain a professional level of courtesy, respect and objectivity with other RILA Event Participants during all RILA Events;
  • Support RILA’s goals by respecting the diversity and opinions of all RILA Event Participants;
  • Promote a positive and collegial atmosphere free from harassment and other unacceptable or intrusive behaviors;
  • Drink responsibly at RILA Events where alcohol is served. Be free from being under the influence of alcohol, illegal drugs or any other substance. Alcohol use or other forms of intoxication are never accepted as an excuse for violating this Code; and
  • Support industry collaboration and cooperation while promoting open competition and compliance with antitrust and competition laws by not discussing restraint of trade agreements, prices, pricing policies, terms and conditions of purchase or sale, costs, future company plans or hiring practices, boycotting of customers or products, or any other topics that might be considered anti-competitive behavior.

RILA Event Participants Shall Not:

  • Engage in or facilitate any discriminatory or harassing behavior toward any RILA Event Participant on any basis, including but not limited to, sex, race, color, personal appearance, national origin, religion, age, physical disability, mental disability, perceived disability, ancestry, marital status, sexual orientation, or any other basis protected by federal or relevant state or local laws;
  • Engage in bullying, threatening, intimidating or coercive behavior or actions toward another RILA Event Participant;
  • Use, sell, purchase, possess, manufacture or distribute any illegal substances; and
  • Carry or bring any firearms, weapons (including weapon replicas, unless submitted and approved in writing in advance by RILA), ammunition, dangerous or hazardous devices or substances or any illegal items to any RILA Event.
 

What to Do in Case of a Code Violation?

When to call 911
If you or someone else is in immediate danger or threat of harm, please call 911 immediately and the onsite venue security staff if applicable.

Report to RILA staff
Once the situation or altercation has been secured and/or you are out of harm’s way, please report the incident(s) to an on-site RILA staff person, email conduct@rila.org, or call or text Jenny Keehan, RILA Senior Executive Vice President of Member Services, at 301.706.2605. Please leave a message if your call is not answered. A RILA staff person will respond to all reports of Code violations.

Info to include in Code Violation Report (Please contact us, even if you do not have all information listed below):
  • Your contact information (so we can get in touch with you);
  • Names or descriptions of anyone who was involved in or who witnessed the incident;
  • When and where the incident occurred (please be as specific as possible) and whether it is ongoing;
  • Your account of what occurred. If there is an associated written record (e.g. tweets or messages) please include screenshots or a link;
  • If a police report was issued or if law enforcement or venue security was contacted or involved; and
  • Any other pertinent information.
Please note, RILA cannot guarantee confidentiality of any reports submitted under this Code as information contained in any such report may need to be shared with law enforcement, onsite security staff, insurance companies, the RILA Executive Team and/or the RILA Board of Directors.

RILA Assistance
RILA onsite staff are available to help RILA Event Participants contact local law enforcement, onsite venue security, or otherwise assist Event Participants reporting Code violations including providing assistance to RILA Event Participants who have been subject to harassment or inappropriate behavior during a RILA Event.

Consequences for Failure to Meet Code Requirements
RILA Event Participants must conduct themselves in accordance with this Code at all RILA Events. RILA Event Participants asked to stop or refrain from any behavior in violation of this Code must do so immediately. Violations of this Code may result in, among other things, disciplinary action or expulsion from the RILA Event and/or future RILA Events without a refund at the sole discretion of RILA. RILA reserves the right in its sole discretion to apply any legally appropriate corrective action for Code violations outside of the specific examples noted in the Code.

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