Last modified: April 21, 2023
Attendee Cancellation Policy
If circumstances change and you can no longer attend this Event, you may cancel your registration by providing written notice to the program manager or your main point of contact.
Canceling your event registration does not automatically cancel your hotel and travel arrangements. Attendees are responsible for canceling their own hotel and travel reservations.
Substitution and Badge Policy
Sharing of Attendee passes is not permitted at any time. Badges are issued to, can be picked up by, and used by only the Attendee named in the registration. Photo ID will be required for each Attendee when collecting a badge onsite. Badges must be worn at all times during the Event.
An Evanta Event badge allows an attendee entry to the overall Event, but cannot guarantee admission to every session, lounge, or meeting area. Admission is subject to the Event venue capacity and other requirements. For example, certain sessions may be restricted from vendor attendees.
At the Event
Badge Scanning at Evanta Sessions & Functions
Evanta uses handheld badge scanning technology across our Events. Badge scanning is used by Evanta to manage and administer sessions, including to determine session attendance, manage capacity, and enforce session restrictions, where applicable. At some Events, badge scanning may also be used by our Sponsors and partners as outlined below.
Evanta Event Registration allows entry to specific defined sessions,but cannot guarantee admission to every session. Session admission is subject to venue capacity and other criteria (for example vendor/ end user, etc.). Building an agenda on the Evanta app does not guarantee access to these sessions. Session attendance, assuming you meet the session criteria, is based on a first-come first-served basis.
Use of Multimedia at the Event
In order to comply with global data privacy laws, Evanta imposes certain restrictions on the use of multimedia at its Events (i.e., photography, video, audio, online streaming and all future mediums).
For Attendees and Sponsors: Evanta leverages social media to post real-time Events photos and videos to its social media feeds, and display select submissions from those feeds on monitors throughout the venue. Attendees are encouraged to capture their Event experiences in the permitted areas of the Event venue and post their own social content from the Event (text, photos, audio, video, streaming), provided it does not defame other Event attendees or Sponsors or infringe on copyrighted Gartner branding and content. Evanta will determine in its sole discretion which posted content will be displayed on the overhead monitors at the Event venue.
By attending the Event, you acknowledge and agree as follows: (a) Evanta may edit and use the footage it captures at Evanta Events for marketing and promotional activities and for any other lawful purpose in the ordinary course of its business; and (b) Due to the prevalence of mobile recording devices such as smart phones, Evanta disclaims all liability for the capture of your image by Attendees (who are not under Sponsorship contracts with Evanta) in any multimedia format at the Event.
During the course of the Event, it is not uncommon for Attendees to participate in meetings, ad-hocs or scheduled sessions with other companies of the same industry. In any such situation, you agree to adhere to the following Antitrust Guidelines.
The Evanta Wireless is a free open wireless internet service provided to Evanta attendees for use at Evanta Events. By using the wireless service you agree to the following terms and conditions:
This Evanta Events Attendee Wireless Service is a complimentary service that allows authorized users to access the internet during their visit to an Evanta Event. By accessing the Evanta Wireless, you acknowledge that you are an authorized user of Evanta’s system. You further understand that your access to the system is on an unencrypted public wireless network, and that you are solely responsible for ensuring the privacy and integrity of any transmissions you make or receive, as well as the safety and security of any systems you attach to the Evanta Events Attendee Wireless Network. You understand the unencrypted access to the public internet and take full responsibility for any necessary security precautions, including encrypting confidential transmissions and backing up any data. You agree that Evanta may routinely monitor, audit, intercept and disclose communications over its networks for security, performance and other purposes, and may remove an attached system from the Evanta Events Attendee Wireless network at any time for any reason. This information may include, but is not limited to device, user, and location data while on Evanta’s network.
Limitation of Liability — Under no circumstances, where applicable law permits, shall we be liable for any direct or indirect damages resulting from your use of the Evanta Wireless service whether or not we have been advised of the possibility of such damages. In no event shall our total liability to you for all damages and losses exceed the amount paid by you, if any, for accessing the Evanta Wireless Service. We have no duty to update the Service or the contents thereof. If you are dissatisfied with the service, your sole and exclusive remedy shall be to discontinue use of the Service.
Limitation of Liability
Under no circumstances, including, but not limited to, negligence, shall we be liable for any lost profits, cost of cover, direct, indirect, incidental, special, reliance, consequential or punitive damages that result from the use of, or the inability to use, the service or the services or functions of the service or arising out of your access to, or inability to access, the service or your reliance upon, the service or the services, content or materials in, or functions of, the service, provision of, or failure to provide services, or information, or any damages whatsoever resulting from loss of use, data, or profits, whether or not we have been advised of the possibility of such damages, and on any theory of liability (including negligence). In addition, we have no duty to update the service or the contents thereof. Applicable law may not allow the limitation or exclusion of liability or incidental or consequential damages, so the above limitation or exclusion may not apply to you. In no event shall our total liability to you for all damages, losses, and causes of action (whether in contract, tort (including, but not limited to, negligence, or otherwise) exceed the amount paid by you, if any, for accessing the service. If you are dissatisfied with the service or any of the products, services, members, suppliers and/or buyer offered in connection therewith or associated therewith, as the case may be, your sole and exclusive remedy shall be to discontinue use of the service and terminate this agreement in accordance with the terms hereof.
In no event shall Evanta be liable for any claim, loss, liability, damage or cost to persons or property arising from Attendee participation in this Event.
Evanta provides tools and services that are designed to help attendees get the most value out of their Event experience. These tools and services are designed to help attendees build a personal agenda, find and connect with others (event attendees and Sponsors) before, during, and after the Event. To ensure a positive experience is had by all, we require Attendees to adhere to the Events Code of Conduct.
Evanta Website and Mobile Application
When building your agenda and setting up your Event experience within the Evanta app tools (which may not be available for all events), Evanta may evaluate the content you access and the choices you make to provide you with recommendations and ensure the most effective ongoing service and support.
Attendee List and Messaging
As an Event Attendee, you may be entitled through the Evanta app to opt-in to the Attendee list and messaging features. These features are designed to help Attendees find and connect with others (Attendees and Sponsors) before, during, and after the event.
The networking tool is private. Other Attendees and Sponsors can view the profile information you supply, but will not have access to your personal email address, or any other contact information about you, unless you choose to explicitly provide it to them in a virtual business card exchange, your online posts, messages, meeting invitations, or some other vehicle of your choice.
Evanta creates aggregate reports on user demographics, survey responses, discussions, and peer questions for attendees, Sponsors and partners. Attending participants and certain Sponsors receive a post conference aggregate demographics of those who attended the event. Certain Sponsors also receive a post conference attendee list that includes all who attended the event and their registration information (including first name, last name, title, organization, email, address, and phone number). To opt-out of having your personal information shared with these Sponsors, please email email@example.com.
Your usage of these features is bound by our Events Code of Conduct.
By providing your mobile number during registration or Evanta app use, you are presented with the option to allow Evanta to send you Event notifications via SMS. Evanta uses these notifications to communicate upcoming event features, schedule changes, networking interactions and important event information.
You can remove yourself from SMS messaging by replying ‘STOP’ to any Evanta SMS message. Full SMS Terms and Conditions may be found at www.evanta.com/terms/sms.
When using the Evanta app you are presented with the ability to allow Evanta to send you Event notifications. These notifications may include alerts, sounds, and icon badges. Evanta utilizes these notifications to communicate upcoming event features, changes in schedule, networking interactions and important event information.
These notification settings can be configured at any time within the settings section of your mobile device.
You may receive access to Evanta and third party licensed content ("Presentation Materials"). Evanta is not liable for the information in the Presentation Materials. You may use them solely for your own internal, non-commercial purposes. Unauthorized distribution (via sales, copying, posting on intranet/internet) is expressly forbidden.
NOTE: Some of our services are available on mobile devices. We are not liable for any use of such services in any way that distracts you and/or prevents you from obeying traffic, safety or any other laws.
Events Code of Conduct
The Events Code of Conduct outlines our expectations for all Attendees at an Evanta Event and for those who utilize Evanta’s Event Services. Event organizers will enforce this Code and expect cooperation from all participants to help us promote a safe environment and a productive Event experience for everyone.
Maintain a respectful, considerate, and courteous attitude towards everyone you engage with online, at the event, and the venue.
Secure your belongings and be mindful of your surroundings and of your fellow participants.
If there is a situation that looks concerning or could be dangerous, notify event organizers in a prompt manner.
Provide clear, valuable, honest information.
Adhere to the Gartner Antitrust Guidelines when engaging in any peer activity at the Event.
When messaging or sending meeting invitations:
- Make your messages and invitations useful and informative.
- Make your messages and invitations relevant to the event.
Please do not:
Demean, discriminate, abuse, harass, or threaten those who you engage with online, at the event, and the venue.
Spam event participants.
Post content that is obscene or otherwise objectionable.
Use an Evanta Event for commercial or advertising purposes. Event organizers reserve the right to escort any individual from the event who is reported to be soliciting and who is not a Sponsor at the event.
Post copyrighted content without permission from the owner.
Reporting Violations of this Policy
If you have been (or notice that someone else has been) impacted by someone failing to adhere to this Code of Conduct or have additional concerns, please contact a member of the Evanta Events Team onsite or by emailing firstname.lastname@example.org.
In the event of an emergency situation, please contact local authorities immediately.
Consequences of Violating this Policy
Unacceptable behavior will not be tolerated at Evanta Events. Anyone engaged in unacceptable behavior may result in suspension of your usage of the Events Services and expulsion from the event without warning or refund. This may also result in prohibition from registering or attending future events.
If during the Event you attend a session or program hosted by a Sponsor other than Evanta, you understand and agree that when you present your badge for scanning or when you provide personal data, that you are authorizing Evanta to provide your personal contact data to the Sponsor company and Evanta takes no responsibility for how that company uses your information