Registration Policy

Participant Terms and Conditions

These terms and conditions are a legally binding agreement between you and Earth Day Texas, Inc. (“EarthX”) and govern your participation in Earthx2025 (the “Event”). By registering for the Event, you agree to these terms and conditions. If you are registering on behalf of another individual, you must ensure the person participating is aware of these terms and accepts them. By completing the registration on behalf of another individual, you guarantee that you have made the individual aware of these terms and that they have received them.

Event registration confirmation

Registration for Earthx2025 will be confirmed by email when a registration form is completed and submitted. If you do not receive a confirmation within 48 hours, please email info@earthx.org.

Registration Cancellation

Registration purchases are final upon purchase. No pass changes or cancellations/refunds will be permitted after purchase. Transfer of the registration fee to subsequent years is not allowed.

Substitution

Registration substitutions from the same company can be made without penalty until January 31, 2025. Transferring registration to an individual outside your company is not permitted. Any registration substitution requests must be made in writing by contacting info@earthx.org.

Denial of Registration, Entry, or Participation

EarthX reserves the right to deny registration or entry to any individual or entity for any reason, in Earthx’s sole discretion, including for past or present failure to meet EarthX’s standard of business conduct, pretenses, or engaging in any violent, illegal, threatening defamatory, indecent or discriminatory conduct.

Badges

Badges will be picked up at the registration check-in area during the Event. You must show a government-issued picture ID to be issued your badge. A badge will not be issued without a proper ID, and you will not be admitted into the venue without a badge.

Personal information

Earthx will handle and protect your registration information. By registering for the Event, you agree that EarthX may use your social media handle (if you provide it to us), email address, and mobile phone number to send event updates, post-event survey evaluations, and for purposes of sales follow-ups. Additionally, by engaging with EarthX partners and sponsors/exhibitors, you authorize EarthX to share with such partner or sponsor/exhibitor your first and last name, title, company, physical address, phone numbers, and email address provided to EarthX as registration information. If you enter your mobile phone number, you may receive event updates via your mobile phone (by voice, SMS, MMS, or otherwise) at your own cost.

Notice and release—recording, photography

EarthX (and/or others on behalf of EarthX) will be photographing and recording (both audio and video) throughout the event. This includes but is not limited to keynote super sessions, workshop sessions, networking events, and other activities. By agreeing to these Terms and attending the Event:

• You agree that your image, likeness, voice, statements, and other identifying characteristics (your “image”) may be recorded, and you consent to using your image in connection with the use of the Recordings.
• You irrevocably grant EarthX, its parent, affiliated and subsidiary companies, agents, contractors, licensees and designees and their respective successors and assigns (the “EarthX Parties”) a nonexclusive, worldwide, royalty-free and fully paid-up, perpetual license to use, reproduce, distribute, prepare derivative works of, translate, display, perform and otherwise exploit the Recordings and your image therein, in whole or in part, in any and all media formats and through any and all media channels, in any manner and for any purpose in connection with EarthX, it’s business and/or Event (including any future reoccurrence of the Event or a similar event), and for any other lawful purpose.
• You waive any right you may have to inspect and/or approve the use of the Recordings, images, or any reproductions thereof, and you agree that EarthX is not obligated to use your image or exercise any of the rights granted to it.
• You understand that your image may appear in recordings made available to you, other attendees, or the public, and that third parties may retain and distribute those Recordings.
• You agree that EarthX exclusively owns all rights (including, without limitation, intellectual property rights) in the Recordings and all results and proceeds derived from the use of the Recordings and your image therein and that no portion of such proceeds will be shared with
• You waive and release any and all rights or privacy or publicity, and any and all claims to compensation or damages or of violation and intellectual property rights, in connection with the use of the Recordings and your image therein and/or any advertising or publicity relation thereto.

You represent that you are of full legal age, have read this release, and fully understand its contents. If you are under the age of majority in your state, province, or country or resident, you must have a parent’s written permission.

Unforeseen circumstances

EarthX will not be held liable in the Event of the cancellation or modification of the times, dates, sessions, and/or events of the Event as a result of an act of God (e.g., a natural disaster, accident or epidemic), or another unforeseen circumstance that is beyond EarthX’s control, including but not limited to or other another event outside of EarthX’s reasonable control (e.g. inclement weather, earthquake, flood, war, invasion, the act of foreign enemy, hostilities, riot, national state of emergency, plague, act/threat of terrorism, civil unrest, strikes or other labor disputes, or any other similar or related event which delays or prevents any or all of the Event.

Use of Event Materials

Any materials provided at the Event, such as live streams, video recordings, downloadable materials, etc. (“Content”) are licensed and not sold, and provided only for your company’s personal use and internal use. Any other uses and any dissemination of Content require our express prior consent. Under no circumstances may Content be used for competitive analysis, benchmarking, or other similar purposes.

COVID-19 Assumption of Risk, Acknowledgement and Waiver

By registering to attend and participate in the Event, you hereby acknowledge, understand and agree that:

• EarthX cannot eliminate the risk of you being exposed to or contracting the highly contagious 2019 novel coronavirus disease (COVID-19).
• Certain inherent risks may result from or be compounded by your physical attendance at the Event and participation in any Event-related activities (“Inherent Risks”). Inherent Risks include, but are not limited to, (1) the risk of coming into close contact with individuals or objects that may be carrying COVID-19; (2) the risk of transmitting or contracting COVID-19 directly or indirectly to or from other individuals; and (3) injuries and complications ranging in severity from minor to catastrophic, including death, resulting directly or indirectly from COVID-19 or the treatment thereof;
• You further understand that the National Health Service (NHS) has determined that certain risk factors, such as advanced age (65 or older) and certain underlying medical conditions, including kidney disease, COPD, immunocompromised state, obesity, heart conditions, sickle cell disease, diabetes, asthma, cerebrovascular disease, cystic fibrosis, hypertension, liver disease, pregnancy, pulmonary fibrosis, and smoking, increase the risk for severe illness from COVID-19 and its strains;
• You acknowledge that the risks of COVID-19 or its strains are not fully understood and that contact with, or transmission of, COVID-19 may result in personal injury, sickness, death, damage, and expense, the exact nature of which are not currently ascertainable, and all of which are to be considered inherent risks;
• You understand and accept that there is inherent risk from a failure of other participants not follow proper COVID-19 protocols, such as maintaining proper physical distancing and hygiene measures, and that the COVID-19 precautionary measures being employed by EarthX as designed and implemented in accordance with CDC guidance and applicable regulations may be insufficient to prevent the transmission or contraction of COVID-19 and any related injuries;
• You hereby voluntarily, knowingly and freely accept and assume all such Inherent Risks related to COVID-19 or similar viruses, even if arising from the negligence or fault of the Released Parties (as defined below);
• In addition to these terms, you agree to abide by any Event Health and Safety Protocols, including all applicable health and safety laws, rules, regulations, and governmental recommendations;
• Your attendance and participation in the Event is completely voluntary, with knowledge of the dangers involved;
• You agree to accept and assume all risks of injury, illness, disability, death and/or property damage arising from your participation in the Event, whether caused by the negligence of EarthX or

Release of liability

EarthX shall not be liable for damages resulting from errors or omissions in its Event materials, nor shall EarthX be liable for any damages resulting from the use of its Event materials or other information conveyed at the Event.

EarthX, its directors, officers, employees, agents, representatives, and successors (“Released Parties”) shall not be liable for, and are hereby released from, any claims, liabilities, losses, damages, costs, or expenses relating to or arising out of any injury to any person or any loss of or damage to any property arising from or in connection with attendance at the Event or participation in any Event-related activities.

General

Texas law will govern these terms and any claim, cause of action, or dispute that might arise between you and EarthX, without regard to conflict of law provisions. Any controversy, claim, or action arising out of or relating to this agreement will be settled by binding arbitration in Dallas County, Texas, under the rules of the American Arbitration Association by one arbitrator appointed in accordance with such regulations. The parties consent to the exclusive jurisdiction and venue of the federal and state courts in Dallas County, Texas for any challenge to this clause or judgment upon the award entered.

These Terms and Conditions and the documents referenced herein constitute the entire understanding between you and EarthX regarding the subject matter hereof. Except as expressly set forth otherwise in this agreement, you may not assign your rights or delegate your obligations under this agreement without EarthX’s prior written consent; attempted assignment without such consent is void. Suppose any provision of this agreement is held by an arbitrator or a court of competent jurisdiction to be contrary to law. In that case, the remaining provisions of the agreement will remain in full force and effect. No delay or omission by either party to exercise any right or power it has under the agreement will be construed as a waiver of such right or power. A waiver by either party of any breach by the other party will not be construed as a waiver of any succeeding breach or any other covenant by the other party.