Cancellation Policy: HOTEL RESERVATION DEADLINE: 5:00 PM CST, MAY 15th, 2026. Cancellations for your BEMA Convention Registration received in writing by close of business on Friday, May 15, 2026, will be refunded less a 10% cancellation charge. Cancellations for your BEMA Convention Registration received in writing by close of business May 16th through close of business on June 1st will be refunded less a 25% cancellation charge. No refunds will be issued for cancellations received after close of business on June 1, 2026. 

Please review and accept the Terms & Conditions, Anti-Trust Policy, and the Photo and Video Release for BEMA Convention 2026. 

TERMS AND CONDITIONS  

FOR PARTICIPATION IN ALL BEMA EDUCATIONAL PROGRAMS, EVENTS, WEBSITES, AND MOBILE APPLICATIONS 

 These terms and conditions ("T&C") are by and between BEMA ("BEMA", "we", "us", or "our") and you, on behalf of yourself and the guest or registrants for which you have registered ("you"). By using, viewing, transmitting, caching, storing and/or otherwise utilizing the websites and mobile applications of BEMA and its affiliates ("Site" or "Sites") and/or the services or activities offered in or by the Sites (including, but not limited to BEMA educational programs and events) and/or the contents of the Sites ("Activities") in any way, you have agreed to each and all of the terms and conditions set forth below in this T&C, and waive any right to claim ambiguity or error in this T&C. If you do not agree to each and all of these terms and conditions please do not use the Sites and leave the Sites immediately. We reserve the right, at our sole and absolute discretion, to change, modify, add, or remove portions of these terms at any time without notice and, unless otherwise indicated, such changes will become effective immediately; therefore, please check these terms periodically for changes. We will not take any responsibility for any errors, omissions and changes to the Sites or Activities. Your continued use of the Sites following the posting of changes to this T&C will mean you accept those changes. Please print and retain a copy of this T&C, as it may be changed from time to time, for your records. 

1. ELIGIBILITY. The Sites are available only to individuals and entities that can form legally binding contracts under applicable law. Without limiting the foregoing, the Sites and the services offered by the Sites are not available to minors. If you do not qualify, do not use the Sites. You must be eighteen (18) years of age or older to use the Sites or participate in any Activities. If you are under the age of eighteen, you may contact the BEMA directly with any questions.
2. PRIVACY POLICY. Any personal information ("Personal Data") you provide to us (including, but not limited to, your name, address, telephone number and e-mail address) is subject to BEMA's Privacy Policy [Found here]
3. PARTICIPATION. You agree to contribute Personal Data for the purpose of utilizing the Sites and participating in the Activities. You represent and warrant that you have the right to the Personal Data and are legally authorized to submit the Personal Data to BEMA. You represent and warrant that the Personal Data you provide to BEMA shall be accurate and complete. You agree to provide truthful and accurate registration information as requested by BEMA; and to promptly inform BEMA of any changes to your registration information. Such Personal Data will only be used by BEMA as reasonably required for providing services as contemplated hereunder and in accordance with the Privacy Policy set forth above. Both you and BEMA will comply in all material respects with all applicable data privacy laws and regulations laws (including the EU General Data Protection Regulation ("GDPR") and other data privacy policy and rules) and will provide such help and cooperation as is reasonably necessary or requested to the other to comply with the same.  For the avoidance of doubt, you are responsible for obtaining any legally required consents to process Personal Data, or to process and transfer Personal Data in compliance with any other legally permitted conditions for processing Personal Data.
4. RELEASE AND WAIVER.  You hereby release and forever discharge and hold harmless BEMA, their successors and assigns ("Released Parties") from any and all liability, claims, and demands of whatever kind or nature, either in law or in equity, which arise or may hereafter arise from the Sites or these Activities with BEMA ("Release"). This Release discharges BEMA from any liability or claim against BEMA, whether caused by the negligence of BEMA or its officers, directors, employees, agents, or otherwise.You understand and acknowledge that by this Release you knowingly assume any risk of injury, harm and loss associated with the Activities. You also understand that the Released Parties do not assume any responsibility for or obligation to provide financial assistance or other assistance, including but not limited to medical, health or disability insurance in the event of injury, illness, death or property damage. 

5. MEDICAL TREATMENT/INSURANCE.  You hereby release and forever discharge the Released Parties from any claim or action whatsoever which arises or may hereafter arise on account of any first aid, treatment or service rendered in connection with my Activities with any of the Released Parties. You understand that, except as otherwise agreed to by the Released Parties in writing, the Released Parties are under no obligation to provide, carry or maintain health, medical, travel, disability or other insurance coverage for you. You are expected and encouraged to obtain your own health, medical, travel, disability or other insurance coverage.
6. PHOTOGRAPHIC RELEASE. Registration for, participation in, and/or attendance at BEMA Activities constitutes an agreement to BEMA's use and distribution (both now and in the future) of the registrant, participant, volunteer and/or attendee's name, likeness, image, voice, comments and/or appearance in any and all media, including the Internet, for any purpose consistent with the BEMA's mission, without compensation. You hereby grant and convey unto BEMA all right, title and interest in any and all photographic images and video/audio recordings made by BEMA during Activities with BEMA, including, but not limited to, any royalties, proceeds, or other benefits derived from such photographs or recordings.You expressly agree that this Release is intended to be as broad and inclusive as permitted by the laws of the state where the Activities take place. You further agree that in the event any clause or provision of this Release shall be held to be invalid by any court of competent jurisdiction, the invalidity of such clause or provision shall not otherwise affect the remaining clauses or provisions of this Release, which shall continue to be enforceable. Further, a waiver of a right under this Release does not prevent the exercise of any other right. 

7. INDEMNIFICATION. You shall indemnify, defend and hold harmless BEMA, its directors, officers, employees, agents and affiliates, and each of them, from and against any and all claims, losses liabilities, damages and expenses, including attorneys' fees, caused by or arising out of: (i) your performance or breach of this T&C by you, your employees, agents or contractors; or (ii) the negligence, gross negligence, or willful misconduct of you, your employees, agents or contractors. This provision shall survive the termination or expiration of this T&C.
8. MOBILE APP. You authorize BEMA to send to you, at the telephone number(s) you provide, text messages and other phone calls, or messages sent to the number(s).Your Carrier May Charge You For These Messages. Depending on your messaging plan, your mobile carrier may charge you for each message we send you or that you send us. It is your responsibility to know whether your carrier will charge you per-message costs (for instance, if you do not have an unlimited texting plan, or have exceeded your monthly quota of free messages). We assume no responsibility for charges incurred by your using the Services.Mobile Account Holder. You represent that you are the mobile account holder, as evidenced in your billing information, or, if you are not the mobile account holder, you represent that you have the consent of the mobile account holder to use the Sites and to enter into this T&C.Delivery Not Guaranteed. The mobile apps are offered on an "as is" basis and may not be available in all areas at all times. SMS/MMS messages are distributed via a complex system of service providers and we cannot guarantee their availability or performance. This means we may not be able to successfully transmit SMS/MMS messages to you, and we have no liability for any such transmission delay or message failure. The Sites may not work in the event of product, software, coverage, or other changes made by your wireless carrier or changes you make to your mobile device. 

9. REGISTRATION CANCELLATION POLICY. Cancellations for your BEMA Convention Registration received in writing by close of business on Friday, May 15, 2025, will be refunded less a 10% cancellation charge. Cancellations for your BEMA Convention Registration received in writing by close of business May 16th through close of business on June 1st will be refunded less a 25% cancellation charge. No refunds will be issued for cancellations received after close of business on June 1, 2026.
10. HOTEL. If you book a room at a hotel in the BEMA housing block for this event, you agree to that hotel's posted cancellation policy. You understand that a portion of the hotel room rate may be used to cover event-related expenses.
11. CONDUCT. You agree to treat all individuals with respect and create a collegial, inclusive and professional environment. You will value a diversity of views and opinions by communicating openly with respect for others. You shall not physically or verbally abuse any individual, including physical assault, unwelcome touching or groping, or persistent and unwelcome solicitation of emotional or physical intimacy. You shall not discriminate, harass, or intimidate on the basis of gender, race, gender identity and expression, sexual orientation, physical or mental disability, physical appearance, age, religion, national origin, veteran status, citizenship, or professional rank. Anyone requested to stop unacceptable behavior is expected to comply immediately. BEMA management or security may take any action deemed necessary and appropriate, including removal from the event (and any remaining portions thereof) without warning and without refund of registration fee.
12. RESPONSIBLE DRINKING POLICY. All BEMA-hosted receptions offer non-alcoholic beer and soft drinks in addition to alcoholic beverages. If you choose to consume alcohol, please drink responsibly. No alcohol will be served to anyone under the age of 21. Attendees that appear to be under 30 will be carded. You understand that you will be asked to leave the event site/BEMA's leased venue(s) while under the influence of alcohol and non-prescribed drugs if your behavior negatively impacts BEMA and their mission. Anyone requested to stop unacceptable behavior is expected to comply immediately. BEMA management or security may take any action deemed necessary and appropriate, including removal from the event (and any remaining portions thereof) without warning and without refund of registration fee. Venue management and/or BEMA management reserves the right to suspend or completely discontinue the sale or service of alcoholic beverages at any event. 

13. INSURANCE. Participants are strongly advised to secure appropriate travel and health insurance. Registration fees do not provide any such insurance coverage. The Organizing Committee and BEMA are not responsible for any kind of insurance for attendees. Participants must provide their own health insurance.
14. FORCE MAJEURE. If BEMA should be prevented or materially affected from conducting any meeting or event due to circumstances beyond its control or if the location of any BEMA program or event is changed, BEMA may refund the registration fee paid by any attendee with no further obligation or liability to the attendee. BEMA shall not be financially responsible for personal travel fees- flight, hotel bookings, etc. – if the BEMA program or event is cancelled due to force majeure. 

15. MODIFICATION OF PROGRAM FORMAT. The format of BEMA'S programs and events is subject to modification from an in-person event to another format (e.g., virtual format) in whole or part.  If the format of a BEMA program or event is modified, BEMA will notify participants of the modification and whether a full or partial refund will be offered to participants. BEMA shall not be financially responsible for personal travel fees- flight, hotel bookings, etc. – if the format of BEMA is modified.

Anti-Trust Policy  

BEMA meetings are important, legitimate industry gatherings.  However, they also offer opportunities for agreements among competitors that, even if innocently conceived, later may be found to violate the antitrust laws.  Antitrust violations can lead to large civil penalties and, in some cases, to substantial criminal fines, debarment, and lengthy prison terms.  A successful private plaintiff can recover three times its actual damages, as well as its attorneys' fees.   

BEMA is firmly committed to strict adherence to the antitrust laws.  These laws generally bar agreements that limit competition.  For example, they prohibit competitors from agreeing about:   

• Prices they will charge to customers or pay to suppliers  
• How they will calculate prices  
• Other terms of sale or purchase, including credit terms  
• Exchange of current or future price information  
• Which competitor will sell to which customer, or buy from which supplier  
• Whether they will buy from a particular supplier or sell to a particular customer  
• The areas and products where each of them will concentrate its sales efforts  
• How much output each of them will produce  
• Whether to bid and the terms of bids to a government agency at any level  
• Limitations on hiring employees from other firms (e.g., "no poach" agreements) 
• Employee wages, benefits, or other terms of compensation  

A prohibited agreement need not be written or even expressly stated.  Recently, a respected judge said that an illegal agreement could be inferred from "a wink or a nod."     

BEMA members should watch what they say and do not only in formal meetings, but also in all business and social venues.     

Antitrust violators often have made the mistake of assuming they won't be caught.  However, the Justice Department's Antitrust Division uses federal agents and a variety of covert methods to identify violators.     

Just being the subject of an antitrust investigation can be very expensive, so it is important to avoid appearances of misconduct as well as outright violations.  Moreover, undergoing an investigation can be nerve-wracking and distracting for the companies and individuals involved, and investigations can last for years.