Gartner Conferences: Registration Terms

Introduction

Thank you for registering for a Gartner Conference (“Conference”). The Conferences Terms and Conditions (“Terms”) apply to you and your participation in any Gartner Conference, both in-person and virtual. “Attendee” for purposes of these Terms will include all participants of the Conference, including Exhibitors and Attendees. By participating in this Conference, you agree to these Terms so please read them carefully. These Terms incorporate by reference Gartner’s Privacy Policy.

Conferences Registration

Eligibility

To be eligible to participate, among other things, you must be 21 years old; not be located in, or work for an entity located in, a jurisdiction subject to sanctions; and not be subject to sanctions, or work for an entity subject to sanctions. You may be asked to provide additional information to confirm you are eligible to attend the Conference. Gartner reserves the right to limit or deny access to any entity or individual for any reason and at its sole discretion.

Attendee Cancellation Policy

You may officially cancel your registration by emailing Gartner Global Conferences. Registrations may be refunded, or a ticket re-activated, if an official cancellation is made up to 30 calendar days prior to the in-person Conferences start date, or 7 days prior to the virtual Conference start date, where applicable. Cancellations received after the cutoff date referenced above or non-attendance will not be refunded and/or tickets will not be re-activated. For cancellations received after the cutoff date with a balance due, the registration amount remains due in full. Canceling your registration does not automatically cancel your hotel and travel arrangements. Attendees are responsible for canceling their own hotel and travel reservations, including those booked through Gartner.

Force Majeure

After the cancellation cutoff date, payments made are not refundable for any reason, including, 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

Substitution: Attendees may substitute their registration to another colleague within their organization, provided that individual is eligible to attend the Conference. Substitution of eligible registrations may be made at any time before the Conference start date, at Gartner’s discretion. No substitutions will be permitted at sold out Conferences. Registrations that are part of a Gartner membership or invitational program are non-transferable and are ineligible for substitution. Additional terms of your Gartner agreement may apply, please consult your Gartner representative with any questions.

Sharing of Attendee badges/credentials is not permitted at any time. Badges/credentials are issued to, and can be picked up and used, only by the Attendee associated with the registration. Government Issued Photo ID will be required for each Attendee when collecting their badge. Badges must be worn by all persons at all times, during the Conference. Gartner reserves the right to remove any person from the Conference found violating these terms and conditions, and may restrict any person from participating in future Gartner Conferences.

A badge allows an Attendee entry to the overall Conference, but may not guarantee admission to every session, lounge, or meeting area.

Government Rate Eligibility

The government rate (public-sector) is open to employees of a national/federal, state, provincial, or local government entity, including public higher education institutions. Government contractors or private education institutions are not eligible for the government rate, GSA hotel rates, or the equivalent. It is the responsibility of the individual to show proper government ID at time of hotel check-in. GSA hotel rates, or the equivalent, are subject to availability and may change after booking based on current GSA rate guidelines.

Group Discount Program

For Conferences offering the Group Rate Discount Program (“group discount”), groups must consist of employees of the same organization, and discounts apply only to the same Conference. There is a limit of four group discount complimentary registrations per organization per Conference.

Other than the early bird discount, multiple discount programs cannot be applied in combination with one another.

To receive the group discount, all registrations must be paid in full. Both cash and paid ticket registrations, or a combination of, qualify toward the group discount. Some restrictions may apply to ticket registrations.

Payment Terms

Currency Exchange Rate Disclaimer: The Client/Cardholder acknowledges and accepts potential gains or losses due to adjustments made by their bank based on currency exchange rates. Gartner is not liable for any loss incurred by the Client/Cardholder from such adjustments, nor will Gartner seek to collect any gains made in the Client’s/Cardholder’s favor.

Registration and Payment: Submitting a registration online, by phone or email via Gartner platforms, constitutes an official registration and intent to attend the Conference. Invoices are payable upon receipt, and full payment must be received to gain entry to the Conference and access to pre-conference entitlements, such as booking sessions or reserving meetings with Gartner Experts. Gartner does not accept cash payments onsite, unless required by law.

Dispute Resolution: In the event of a payment issue or dispute over the credit card charge, your electronic statement may be used as evidence that the charge is valid. For any issues with your credit card charge, please contact Gartner Finance at the applicable regional contact location:

U.S.

NAConferencesFinance@gartner.com

EMEA
ConferencesFinance1@gartner.com

Australia
ConferencesFinance2@gartner.com

Dubai
ConferencesFinance2@gartner.com

India
ConferencesFinance3@gartner.com

Japan
JapanConferencesFinance@gartner.com

Brazil
Conferencesfinance4@Gartner.com

Before the Conference

Attendee Contact Details

Gartner may share aggregate Attendee demographic information (e.g., percentage of Attendees by job title/role) or company details (e.g., total number of registered Attendees from a specific organization) with Exhibitors before a Conference. If you engage directly with an Exhibitor during an in-person or virtual Conference (e.g. choose to have your Attendee badge scanned by an Exhibitor), your name and contact details will be shared with that Exhibitor, and you consent for that Exhibitor to use your contact information to communicate with you in accordance with the Exhibitor’s Privacy Policy.

To ensure all Attendees derive greatest value from non-Exhibitor Conferences (e.g., Executive Retreats), we may share company names, job titles, and names of Attendees with other Attendees for their planning purposes before the Conference. If you would prefer to opt-out of such sharing, please email GartnerMeetings@gartner.com.

At the Conference

Gartner Sessions; RFID Data Tracking & Scanning

Gartner may use RFID badge scanning technology to administer and improve the Conference experience and solicit feedback and/or interest in Gartner products and services. RFID tracking may include: session attendance, session surveys, managing session capacity, and enforcing relevant restrictions. During registration check-in, you will have the option to select a badge without RFID technology embedded. Per our Privacy Policy, Gartner does not share RFID information with any third parties for commercial purposes without consent. Where RFID is not present, badge scanning will be in place to serve the same function.

Note: PLEASE BE AWARE THAT EXHIBITOR SCANNING OF ATTENDEE BADGES IS OPTIONAL AND ATTENDEES MAY, WITHOUT PENALTY, REFUSE TO HAVE THEIR BADGES SCANNED AT ANY EXHIBITOR ENGAGEMENT (E.G. EXHIBIT BOOTHS, SESSIONS OR ACTIVATIONS) AS WELL AS AT THE ENTRANCE TO EXHIBITOR SESSIONS AND FUNCTIONS.

By accessing Exhibitor session content via Conference Navigator, you are authorizing your registration information to be shared with that particular Exhibitor and agree to receive communications from such Exhibitor, which are subject to that Exhibitor’s privacy practices, including their privacy statement or policy.

Location-Based Alerts

Gartner uses iBeacon technology in conjunction with Conference Navigator at some of our Conferences to administer and improve your Conference experience and solicit feedback and/or interest in Gartner products and services, including the delivery of app features and notifications based on Attendee location. You will be prompted to Opt-in to use this feature within the mobile application at any Conference where iBeacon technology is in use.

You may disable this feature at any time by selecting your name in the app menu and selecting Settings.

Session Availability

Your Conference registration provides access to select sessions based on your Attendee profile and registration package, such as your end user/vendor status. Session admission is also subject to venue capacity. Building an agenda in Conference Navigator does not guarantee access to any sessions.

End User / Vendor Definition and Access

Gartner defines an end user as an organization in charge of evaluating, purchasing or managing resources, products and/or services for their organization’s internal usage. An end user does not offer products, services or solutions associated with the domain of the Conference.

Gartner defines a vendor as an organization in charge of designing, delivering, promoting, selling or servicing products and/or solutions related to the domain of the Conference.

Certain aspects of the Conference and features within Conference Navigator are available exclusively to end users. These include viewing the Attendee list and messaging other Attendees in Conference Navigator, as well as attending interactive sessions, such as Workshops and Roundtables.

Your end user or vendor status is determined at the sole discretion of Gartner, and we reserve the right to change your status at any given time.

Guest Speakers

Guest Speaker sessions are central to the success of Gartner Conferences. In order to provide our Attendees with a global platform for the exchange of ideas and insights, we invite key figures from various industries to share their personal perspectives concerning the challenges and opportunities facing businesses today. Guest Speakers are not employees of Gartner and Gartner neither pre-reviews nor comments on the content of our guest speaker sessions. Guest Speaker views and opinions are entirely their own and in no way reflect the views and opinions of Gartner.

Gartner One-on-One Meetings

One-on-One meetings with a Gartner Expert are offered at some Conferences and are available to end user clients who are eligible based on their registration profile. An additional person within the same organization may request to attend, space permitting. There is a limit to the number of One-on-One meetings each Attendee and organization is entitled to. Each One-on-One meeting booked by an individual Attendee must be with a separate Gartner Expert.

Gartner One-on-One meetings are not to be used for vendor product/service updates and briefings. The topic will need to be inquiry-based and fall under the expert’s respective coverage areas. All One-on-One meetings are subject to review by Gartner, and if an appropriate topic is not provided, the Attendee will be contacted to provide further details or an alternative topic. Attendees interested in briefing Gartner Experts may consult the Vendor Briefings page on gartner.com and follow the process listed therein. Gartner reserves the right to stop the One-on-One meeting at any point should it evolve into a Vendor Briefing.

A Gartner Conference is an open environment, with large numbers of Attendees and Exhibitors. While Gartner will keep the specifics of your discussion confidential, we encourage you to take the proper precautions during your One-on-One meeting to ensure you do not inadvertently disclose sensitive information to bystanders. To help protect the security of your One-on-One meeting, Gartner prohibits any and all recording of One-on-One meetings.

Invited Exhibitor Functions

Gartner reserves the right to contact you on behalf of an Exhibitor to invite you to a function such as an exclusive Exhibitor hosted lunch or dinner. You may decline any invitation to attend such functions and/or opt-out of this initiative by emailing ExclusiveFunctions@gartner.com.

Conferences Services

Gartner provides tools and services to help Attendees get the most value out of their Conference experience. These tools and services are designed to help Attendees build a personal agenda, find and connect with others (Gartner Experts, Gartner Associates, Conference Attendees and Exhibitors) before, during, and after the Conference. To ensure a positive experience is had by all, Attendees are required to adhere to Gartner’s Conferences Code of Conduct.

Conference Navigator: Website and Mobile Application

When building your agenda within our Conference Navigator tool, Gartner may evaluate the content you access to provide you with recommendations and ensure the most effective ongoing service and support. Gartner will not share this information with any third party without your prior written consent.

Conference Navigator: Attendee Details and Messaging

As a Conference Attendee, you may be entitled to opt-in to messaging features in Conference Navigator.

The Conference Navigator messaging feature allows other opted-in Attendees to view the business profile you supply. This feature will not provide any Attendees access to personal information. Certain features in Conference Navigator, including in-app messaging, are not available to vendors. Other Attendees 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.

Conference Navigator: Notifications

When using Conference Navigator, you are presented with the ability to allow Gartner to send you notifications (alerts, sounds, and icon badges). Gartner utilizes these notifications to communicate upcoming Conference features, changes in schedule, and important Conference information. Notification settings can be configured at any time within the settings section of your mobile device.

Presentation Materials

Attendees may receive access to Gartner presentation materials. You may use these presentations as well as session audio/video recordings (where available) solely for your own internal, non-commercial purposes. Unauthorized distribution (via sales, copying, posting on intranet/internet) is expressly forbidden. Excerpting or quoting from Gartner published content is permitted with prior written approval from the Gartner Content Compliance Team. Please visit the Gartner Content Compliance Policy and follow the submission process therein.

Additionally, Attendees may receive access to Exhibitor presentation materials. Gartner is not liable for the information in these presentations, except when it includes references to Gartner published content.

Use of Multimedia at the Conference

In order to comply with global data privacy laws, Gartner imposes certain restrictions on the use of multimedia at its Conferences (i.e., photography, video, audio, online streaming and all future mediums). Please note that Gartner imposes alternate photography/streaming/recording and social media rules for all Conference participants, any Exhibitor specific regulations can be found in Exhibitor Rules & Regulations.

For Attendees: By attending the Conference, you acknowledge and agree as follows: (a) Gartner may edit and use the footage it captures at Gartner Conferences 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 in today’s world, Gartner disclaims all liability for the capture of your image by Attendees (who are not under sponsorship contracts with Gartner) in any multimedia format at the Conference.

Gartner leverages social media to post real-time Conferences photos and videos to its social media feeds, and displays select submissions from those feeds on screens throughout the venue. Attendees are encouraged to capture their Conference experiences in the permitted areas of the Conference venue and post their own social content from the Conference (text, photos, audio, video, streaming), provided it does not defame other Conference Attendees or Exhibitors or infringe on copyrighted Gartner branding and content. Gartner will determine in its sole discretion which posted content will be displayed on the screens at the Conference venue.

While attending the Conference, it is common for Attendees to participate in meetings, networking opportunities and scheduled sessions with other companies of the same industry.

By doing this, you agree to adhere to our Antitrust & Competition Law Policy.

Wireless Services

Gartner Wi-Fi is a free open wireless internet service provided to Attendees for use at Gartner Conferences. By using the wireless service, you agree to the following terms and conditions:

The Conferences Attendee Wireless Service is a complimentary service that allows authorized users to access the internet during their visit to a Gartner Conference. By accessing the Gartner Wi-Fi, you acknowledge that you are an authorized user of Gartner’s system. You further understand that your access to the system is 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 Gartner Wi-Fi. 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 Gartner 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 Gartner Wi-Fi at any time for any reason. This information may include, but is not limited to device, user, and location data while on Gartner’s Wi-Fi.

Exclusion of Anti-Social Forces (or the equivalent)

Gartner does not permit participation in Gartner Conferences by anti-social forces or the equivalent. If an Attendee, including Exhibitors and their subcontractors, is found to be associated with anti-social forces or the equivalent, or if there are reasonable grounds to suspect such association, Gartner reserves the right to refuse the Attendee access to Conference services and entry to the Conference venue without prior warning or any refund, and to exclude the Attendee from Gartner Conferences.

Conferences Code of Conduct

The Conferences Code of Conduct outlines our expectations for all Attendees at Gartner Conferences and those utilizing Gartner’s Conference Services. Conference organizers will enforce this Code and expect cooperation from all participants to promote a safe and productive environment for everyone.

Please do:

Maintain a respectful, considerate, and courteous attitude towards everyone you engage with online, at the Conference, and at the venue.
Secure your belongings and be mindful of your surroundings and fellow participants.
Promptly notify Conference organizers of any concerning or potentially dangerous situations.
Speak up if you are concerned that the law, these Terms and Conditions, or the Conferences Code of Conduct has been violated. If you have a question, are confused, or a situation “just doesn't feel right,” it is always better to ask for help. Gartner’s third-party helpline allows for anonymous reporting 24 hours a day, 7 days a week, in many different languages.
Adhere to the Gartner Antitrust & Competition Law Policy when engaging in any peer activity at the Conference.
Adhere to your organization's code of conduct, gift policies and similar restrictions.

Please do not:

Demean, discriminate, abuse, harass, or threaten anyone you engage with at the Conference, venue, or during your Conference experience.
Spam Conference participants.
Post content that is obscene or otherwise objectionable in relation to any Conference content or experiences.
Use a Gartner Conference for commercial or advertising purposes, unless you are an Exhibitor Attendee. Conference organizers reserve the right to escort any individual from the Conference who is reported to be soliciting and who is not a Gartner Exhibitor.
Post copyrighted content or others’ trademarks without permission from the owner.

Reporting Violations of this Policy

If you or someone else is impacted by a violation of this Code of Conduct or have additional concerns, please contact a member of the Gartner Conferences Team onsite or email globalconferences@gartner.com.

In the event of an emergency, please contact local authorities immediately.

Consequences of Violating this Policy

Unacceptable behavior will not be tolerated at Gartner Conferences. Violations may result in suspension of your usage of the Conferences Services and expulsion from the Conference without warning or refund. This may also lead to prohibition from registering or attending future Conferences.

Version 2 Published on June 1, 2024