Evanta, a Gartner Company
Events Terms and Conditions

Last modified: April 30, 2019

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Events Registration

Thank you for registering for this Evanta, a Gartner Company (“Evanta”) Event. Regardless of whether your registration is submitted by you or your proxy, the following Registration and Credentials Terms and Conditions (“Terms”) apply to you and your participation in any Evanta Event. “Attendee” for purposes of these Terms will include all participants at the Event, including Sponsors and Attendees. By participating in this Event, you agree to these Terms so please read them carefully. These Terms include and incorporate by reference Evanta’s Privacy Policy, which is also accessible at Evanta.com

This Event is organized by Evanta, which reserves the right, in its sole discretion, to limit or deny access to any entity or individual. To be eligible to participate, you must be 18 years old or older.

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. Our attendee cancellation policy is outlined below.

If you are not able to attend and do not cancel at least 24 hours prior to the conference you authorize Evanta to invoice you or your organization in the amount of $195. As a no-show or late cancellation, you agree that you will pay this amount in full, which covers the costs associated with customized materials, food & beverage and facilities.

Please remember that canceling your registration does not automatically cancel your hotel and travel arrangements. Attendees are responsible for canceling their own hotel and travel reservations.

Force Majeure

After the cancellation cutoff date, payments made are not refundable for any reason, including, but not limited to, failure to use event attendance credentials due to illness or due to any event beyond the reasonable control of the parties, such as an act of God, natural disaster, travel-related problems or an act of terrorism.

Substitution and Badge Policy

"No Shows" will be deemed a cancellation per the cancellation cutoff date in the Cancellation Policy listed above.

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 venue capacity and other requirements. For example, certain sessions may be restricted from vendor attendees.

Evanta, a Gartner Company

+1 503 445 6600


At the Event

Badge Scanning

Evanta uses handheld badge scanning technology for sessions at our Events to administer and improve your Event experience and solicit feedback and/or interest in Evanta products and services.

Evanta Sessions and Functions

Evanta uses badge scanning to determine session (“Session”) attendance, manage Session capacity, and to enforce Session restrictions.

When Session is sponsored and your badge is scanned, you are consenting to share your registration data with that sponsor for the purpose of communicating their services and special offers.

You will have the opportunity to opt-out of such communications directly with the Sponsor.

Session Availability

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 Evanta Events 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).

Events Services

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 Events 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 on EvantaEvents 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. Attendees 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 info@evanta.com.

Your usage of these features is bound by our Events Code of Conduct.

Push Notifications

When using the Evanta Events 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.

Presentation Materials

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 encourage you to not to use such Services in a way that distracts you and prevents you from obeying traffic or safety 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.

Please do:

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 info@evanta.com.

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.

Data Privacy

Evanta takes privacy very seriously and endeavors wherever possible to safeguard your personal information at our Events. For more information on how Evanta uses personal data, please see Evanta’s Privacy Policy: https://www.evanta.com/terms/privacy-policy.

BY SPONSORS: 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 information will go to a non-Evanta company and Evanta takes no responsibility for how that company uses your information.


Terms and Conditions - Jan 1, 2018

Terms and Conditions - May 25, 2018