Event Policies

Attendee Cancellations

A full refund will be given for written requests received three weeks before events. No refunds will be granted after this time period. Cancellations must be received in writing from the original registrant via email. No cancellations will be taken by phone.

Registrants who do not attend the event and/or do not contact AAHE via written correspondence before the cancellation deadline as directed above will be responsible for the full attendee registration fee.

Attendee Substitutions

Substitute attendees may be named five days prior to any event or during onsite registration. Notification of substitution must be submitted in writing from the original registrant via email. No substitutions will be taken by phone.

Attendee Waiver

Conference Code of Conduct

Arkansas Association for Healthcare Engineering (AAHE) is committed to harassment-free experiences for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), or technological choices. AAHE does not tolerate harassment of its members, participants, or staff in any form. Sexual language and imagery are not appropriate for any setting, including events, workshops, networking functions, and social or digital media. Participants violating these rules may be sanctioned or expelled without a refund at the discretion of the AAHE Board of Directors.

Should the Association receive, whether during or following the conclusion of an Association program or at any time, a written complaint regarding conduct which, if true, would constitute a violation of this Code of Conduct, the matter will first be investigated by the Association’s Executive Committee, as appropriate, pursuant to procedures adopted by the Association. Such procedures shall provide for reasonable due process to the individual accused of engaging in inappropriate conduct, including without limitation the right to receive a copy of the complaint and any supporting materials and to submit a written response to the allegations of inappropriate conduct. The Executive Committee will determine whether the Code of Conduct has been violated and, if so, determine appropriate sanction(s) to be imposed. Sanctions available to the Association range from issuing a written reprimand to the individual, to barring the individual from one or more future Association events, to, in the case of an individual membership organization, expelling the individual from the Association. Any violation which is unlawful will be reported to the appropriate authorities for further action.

To appeal the decision of the Executive Committee, the AAHE Board shall appoint an Ad Hoc Committee. This committee shall review the complaints and findings of the Executive Committee and make a recommendation to the AAHE Board. The AAHE Board shall then make the final decision regarding sanctions.

Assumption of Risk and Hold Harmless

AAHE events and activities are purely voluntary activities, and attendees are fully responsible for their own conduct and well-being. In participating in any event or activity, attendees shall be deemed to understand and accept all risk of possible injury that might occur because of such participation. Attendees agree to release and hold harmless AAHE and its employees, officers, representatives, and agents from 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 AAHE event(s). Attendee agrees to release and hold harmless AAHE and its employees, officers, representatives, and agents from all claims, demands, and causes of action arising out of or relating to your participation in the event you are registering to participate in and use of any associated facilities or hotels.

Liability Waiver

Attendee assumes all risks and accepts sole responsibility for any injury (including, but not limited to, personal injury, disability, and death), illness, damage, loss, claim, liability, or expense, of any kind, that attendee may experience or incur in connection with attending a AAHE event. Attendee hereby releases, covenants not to sue, discharges, and holds harmless the Arkansas Association for Healthcare Engineering (AAHE), its employees, agents, and representatives, of and from any such claims, including all liabilities, claims, actions, damages, costs, or expenses of any kind arising out of or relating thereto.

It is the policy of AAHE to prohibit sponsors, exhibitors, exhibiting companies and other participants from holding meetings, separate social functions or events during events that are published on the agenda to ensure these activities do not compete with or detract from AAHE conference events. All sponsors, exhibitors, exhibiting companies and other participants interested in holding any type of ancillary functions must contact AAHE for approval.

Photography Release

AAHE reserves the right and permission to publish, without further charge, photographs and videos taken during this event. These photographs and videos may be used in publications, including electronic publications, audio-visual presentations, promotional literature, advertising or similar ways. By participating in this event, sponsor/exhibitor representatives voluntarily consent to be recorded and/or photographed by AAHE.

Time Zones

Registration fees listed will update at 11:59 a.m. central time on the date listed. All times listed on the posted agenda will also be in central time.