Event Name: UPAAA 23rd Biennial Grand Reunion and Convention Event Dates: October 17 and 18, 2025 Event Location: Houston, Texas Organizer: UP Alumni Association in America and UP Alumni Association Houston Chapter Contact Information: info@upaainamerica.org Purpose of the Consent Form: This form is intended to ensure that all attendees are aware of and agree to the terms and conditions of participation at the UPAAA 23rd Biennial Grand Reunion and Convention (GRC). By indicating your consent in the Event Registration Form, you acknowledge that you understand and agree to the policies and procedures outlined below. 1. General Consent I hereby consent to participate in the UPAAA 23rd Biennial Grand Reunion and Convention (GRC) and agree to comply with all rules, regulations, and guidelines set forth by the event organizers. 2. Photographs and Video Recording I understand that the UPAAA 23rd Biennial Grand Reunion and Convention may involve photography, video, or audio recording of attendees, activities, or sessions. I grant permission for the event organizers to use my image, likeness, voice, and/or name for promotional, educational, and commercial purposes without compensation or notice. If I do not wish to be recorded, I will notify the event organizers at grc@upaainamerica.org. 3. Health and Safety I agree to comply with any health and safety protocols set by the event organizers, including, but not limited to, any required vaccinations, mask mandates, or social distancing rules. I will promptly follow any instructions from event staff for the safety and well-being of all participants. 4. Liability Waiver I acknowledge that participation in the event involves certain risks, including but not limited to personal injury, property damage, and loss. I agree to release, indemnify, and hold harmless the event organizers, sponsors, and venue from any claims or liabilities arising from my participation in the event. 5. Conduct I agree to behave in a respectful and professional manner during the event. I understand that disruptive, harmful, or inappropriate behavior, including harassment, will not be tolerated, and I may be asked to leave the event at the organizers' discretion. 6. Refund and Event Cancellation Policy I understand that all sales are final. In case of cancellation or force majeure, the event organizers will communicate with attendees regarding refunds or rescheduling, according to the event's official policies. The Refund and Cancellation Policy is below. 7. Consent for Emergency Medical Treatment In case of injury or medical emergency during the event, I consent to the administration of necessary first aid and medical treatment. I understand that the event organizers are not responsible for medical expenses incurred during my participation. 8. Force Majeure I understand that the event may be subject to changes or cancellations due to unforeseen circumstances, including but not limited to natural disasters, governmental orders, or health emergencies. I agree that the event organizers are not liable for any losses resulting from such circumstances. I have read, understood, and agree to the terms outlined in this form by indicating my consent in the Registration Form. Refund and Event Cancellation Policy Thank you for your interest in the UPAAA 23rd Biennial Grand Reunion and Convention, October 17 and 18, 2025, in Houston, Texas. We understand that plans can change, and we want to make the cancellation process as smooth as possible. Please review our cancellation policy below: 1. Cancellation by Attendees If you need to cancel your registration, please follow these guidelines: a. Cancellation Deadlines: Full Refund Deadline: Cancellations received by Monday, August 18, 2025 will be eligible for a full refund. Partial Refund Deadline: Cancellations received between August 19, 2025 and October 1, 2025 will be eligible for a partial refund of 50%. Cancellations received after October 1, 2025 will not be eligible for a refund. b. How to Cancel: Email us at grc@upaainamerica.org with your name, registration details, and the reason for cancellation. You will receive a confirmation email acknowledging your cancellation request. Refunds will be processed within Two Weeks of receiving your cancellation request. c. Refund Processing: Refunds will be issued to the original payment method. Please allow three weeks for the refund to appear on your account. 2. Cancellation by the University of the Philippines Alumni Association in America, Inc. If we need to cancel or reschedule the event, we will notify you as soon as possible. Our procedures are as follows: a. Event Cancellation: Full Refund: If the event is canceled, you will receive a full refund of your registration fees. Notification: You will be notified via email and/or phone. b. Event Rescheduling: Transfer Option: If the event is rescheduled, you may transfer your registration to the new date or receive a full refund if you are unable to attend. Notification: You will be notified of the new date and any changes to the event details via email and/or phone. 3. Contact Information For cancellations or questions regarding our cancellation policy, please contact us at: University of the Philippines Alumni Association in America, Inc. Pearl Ontalan 4. Special Circumstances We understand that unexpected situations can arise. If you have extenuating circumstances that may impact your ability to attend, we are committed to working with you in good faith. Please reach out to us at grc@upaainamerica.org so we can discuss potential options and find a solution that works for you. Your participation is important to us, and we are here to assist you in navigating any challenges you may face. Thank you for your understanding and cooperation. We look forward to seeing you at the UPAAA 23rd Biennial Grand Reunion and Convention on October 17 and 18, 2025. |
CONVENTION ATTENDEE CONSENT FORMThe University of the Philippines Alumni Association in America, Inc. is a 501(c)(3) nonprofit organization based in the United States. Section 501(c)(3) is the portion of the US Internal Revenue Code that allows for federal tax exemption of nonprofit organizations, specifically those that are considered public charities, private foundations or private operating foundations.
