The following applies to all American Society of Naval Engineers (ASNE) events unless otherwise noted. Terms and Conditions are subject to change without notice. ASNE reserves the right to reject any application or registration application.

By attending an ASNE event, virtually, or in person, each participant consents to being filmed, photographed and recorded during and in connection with the meeting and consents to the use or publication of such recordings in connection with any promotional, educational or professional purposes.

Each participant releases ASNE and its Council members, directors, officers, employees, or agents from any and all liability arising from the recordings or their uses, including for infringement of proprietary rights, invasion of privacy, defamation or any other cause of action, and waives any right to inspect or approve such recordings and any and all rights to payment of royalties in connection therewith.

Registration & Payment

Submission of registration, whether online or via email, fax, phone, mail or in-person constitutes registration and agreement with these Terms & Conditions. Registration attendee requests will be vetted through U.S. government entities. ASNE reserves the right to deny registration application requests.

In the event a credit card is declined, or a check is returned, the registrant must provide payment no later than 14 business days prior to the event, OR within 14 business days of notification (whichever is sooner), or the registration will be cancelled.

In the instance a Purchase Order (PO) Number is not received, or payment is not obtained for any other reason, the individual or organization is still responsible for payment unless a written cancellation is submitted in accordance with the cancellation policy.

Rates selected by attendees during registration will be verified. If an incorrect rate-type has been selected and paid, the registration rate will be adjusted appropriately, e.g., if a symposia registration selects ASNE member category, and is not a current ASNE member, a portion of the payment will first go to pay a current ASNE membership. Individuals will then be invoiced for the remaining balance required. Attendees are responsible for additional payment, if required, if they registered under an unauthorized registration category.

All cancellations and transfers must be submitted in writing.

Event Registration Fee Refunds

Please Read Before Paying a Registration Fee. Registration fee refunds for symposia and in-person events:

• If the request is received in writing greater than 14 days prior to the start of an ASNE event, full refunds can be provided.
• If an event registration is cancelled in writing 14 days or less before the start of a symposium, a 33% registration cancellation fee applies, the rest of the registration fee can be refunded to the ASNE member.
• If a registration is cancelled after the start of the Symposium, or if the confirmed registrant is a no-show, no refund will be authorized.

• Cancelled Attendee Registration fees for non-ASNE members will be transferred to a future ASNE symposium or event.
• If the request is received in writing greater than 14 days prior to the start of an ASNE event, Registration fees for non-ASNE members will be transferred to a future ASNE symposium or event.
• If an event registration is cancelled in writing 14 days or less before the start of a symposium, a 33% registration cancellation fee applies, the rest of the registration fee can be applied to a future event or can be donated to ASNE.
• If a registration is cancelled after the start of the Symposium, or if the confirmed registrant is a no-show, no refund will be authorized.

• If the request is received in writing greater than 14 days prior to the start of an ASNE event, full 100% registration fee refunds are provided. (ASNE must confirm Food & Beverage numbers approximately 14 days prior to any event and incurs charges for confirmed attendees).
• If an event registration is cancelled in writing 14 days or less before the start of a symposium, a 33% registration cancellation fee applies.
• If a registration is cancelled after the start of the Symposium, or if the confirmed registrant is a no-show, no refund will be authorized.
• Transfer of registration fee to another person is authorized. Request must be in writing greater than 14 days before the published start of the symposium.

ASNE Event Code of Conduct

ASNE Non-Discrimination / Anti-Harassment Policy

ASNE is committed to providing a working environment that is free from discrimination and all forms of harassment. ASNE also has a responsibility to protect attendees, volunteers and non-employees from discrimination and harassment. ASNE is responsible for maintaining a professional atmosphere that is free of bias, prejudice and all forms of harassment during all Society meetings and events.

Should you have any concerns pursuant to the ASNE policy or experience or observe any conduct you believe may violate this policy, please immediately contact the ASNE Chief Executive Officer, Symposia Planning Committee Chairperson, or any ASNE staff member.

Conduct believed to be in violation of this policy may result in removal from or denial of access to future ASNE-sponsored symposia, meetings and events, or other remedial / legal measures. No refunds will be issued to an ASNE event participant asked to leave a meeting pursuant to this policy.

Unauthorized Third-Party Solicitations

1. Agreement to Terms

Submission of an exhibit or sponsorship application, whether in person, online, via email, fax, phone, or mail, constitutes agreement with the following Terms & Conditions.

2. Sales Phases & Pricing (Exhibits)

Exhibit space may be offered in one or more sales phases, as defined by each individual event (for example: Presale, Early Bird, Regular). Sales phases, pricing, and deadlines vary by symposium and are published in the applicable exhibitor materials.

Rates associated with a given sales phase are valid only when full payment is received by the applicable phase deadline. Exhibits not paid in full by the close of a sales phase will automatically transition to the next available phase, and pricing will be adjusted accordingly. Any payments received will be applied toward the updated rate.

3. Deposits & Reservations (Exhibits)

A deposit may be required to reserve exhibit space. Deposits secure a conditional reservation only and do not guarantee pricing or booth location unless full payment is received by the applicable deadline.

Deposits provided on-site or during presale periods reserve a potential exhibit location for a future symposium; however, only paid-in-full exhibitors are guaranteed exhibit placement.

Until full payment is received, ASNE retains the right to offer exhibit space to other interested parties.

4. Exhibit Payment Deadline

All exhibit booths must be paid in full no later than sixty (60) days prior to Event Move-In.

Applications submitted after this sixty (60) day deadline may require a deposit at the time of application to confirm booth space, with the remaining balance due no later than fourteen (14) days prior to Event Move-In. Booth space is not guaranteed until payment requirements are satisfied, and unpaid booths may be released.

5. Sponsorship Pricing & Deposits

Sponsorships are offered at flat rates and are not subject to exhibit sales phases. Pricing is established at the time sponsorship opportunities are released and remains in effect until sold or otherwise withdrawn.

A deposit equal to twenty-five percent (25%) of the total sponsorship fee is required to reserve a sponsorship opportunity. Deposits are applied toward the total sponsorship fee.

Sponsorships are not considered reserved until the deposit is received. Sponsorships are not considered confirmed until payment-in-full is received.

6. Sponsorship Payment Deadline

All sponsorships must be paid in full no later than ninety (90) days prior to Event Move-In.

Sponsorship applications secured within ninety (90) days of Event Move-In may require payment-in-full at the time of commitment. If the Sponsorship payment remaining balance is not paid in full greater than thirty (30) days prior to Event Move-In, the sponsorship deposit may be forfeited, and the sponsorship will be made available to other interested sponsors.

ASNE is not obligated to deliver sponsorship benefits, recognition, or materials until payment requirements are satisfied.

7. Corporate Partnership Program – Discount Benefits

Organizations participating in ASNE’s Corporate Partnership Program may be eligible for discounted exhibit and/or sponsorship rates, based on their partnership level and associated benefits.

Discount percentages, eligible product types (exhibits and/or sponsorships), and the number of eligible symposia are defined by the organization’s Corporate Partnership level and term.

Application of Discounts
Corporate Partner discounts may be applied to eligible exhibits and/or sponsorships, subject to availability and the terms of the applicable event.

Unless otherwise specified in the Corporate Partnership Program benefits, discounts do not need to be applied to the same symposium and may be used across different ASNE symposia, provided all eligibility requirements are met.

Active Partnership Requirement
Corporate Partner discounts are valid only if the organization’s Corporate Partnership is active and in good standing through the conclusion of the applicable event.

If an organization’s Corporate Partnership expires, lapses, or is not renewed prior to Event Move-In, Corporate Partner discounts will not apply, even if an application or reservation was submitted earlier.

Timing, Renewal, and Use of Discounts
Corporate Partner discounts:

• Must be applied during an active partnership term
• May not be applied retroactively after a partnership has lapsed
• May not be applied to future events beyond the current partnership term unless the partnership is renewed and remains active through the discounted event

Discount benefits that have already been used during a partnership term do not carry forward to future events unless the organization renews its Corporate Partnership and remains eligible under the renewed term.

Verification & Enforcement
ASNE reserves the right to verify Corporate Partnership status at any time. If an organization is found to be ineligible for a Corporate Partner discount due to lapsed or inactive partnership status, ASNE may adjust pricing to the standard, non-discounted rate, require payment of the remaining balance prior to Event Move-In, or withhold exhibit or sponsorship benefits until payment is resolved.

Corporate Partner discounts may not be combined with other promotional or discretionary discounts unless explicitly approved by ASNE. Discounts do not override payment deadlines, sales phase requirements, or cancellation policies.

8. Insurance & Certificate of Insurance (COI) Requirements

Exhibitors may be required to obtain and maintain commercial general liability insurance as a condition of participation in ASNE events.

• Exhibitors participating in standard exhibit booths or tabletop displays must carry commercial general liability insurance with limits of not less than $1,000,000 per occurrence.
• Exhibitors participating in elevated-risk activities, including but not limited to in-water demonstrations, live equipment demonstrations, or demonstrations involving vehicles or vessels, must carry commercial general liability insurance with limits of not less than $2,000,000 per occurrence, or such higher limits as may be required by the venue or local authority.

Upon request, exhibitors must submit a valid Certificate of Insurance (COI) naming ASNE and any additional parties required by the venue as additional insureds. Certificates of Insurance must be submitted electronically prior to Event Move-In (submitted via email to exhibits@navalengineers.org).

Failure to provide required insurance documentation may result in denial of access to the exhibit hall, cancellation of participation, or removal from the event without refund.

9. Contract Formation & Event Cancellation

Upon acceptance by ASNE of an application accompanied by payment in full or an applicable deposit, a contract is formed between the applying organization and ASNE. Either party may cancel the contract subject to the cancellation provisions below.

If an ASNE in-person event is cancelled by ASNE, all deposits and paid amounts may be refunded or applied to future ASNE events, registrations, membership, professional development programs, or publications.

10. Cancellation Policy – Exhibits

Cancellation requests must be submitted in writing (submitted via email to exhibits@navalengineers.org) and received no later than thirty-one (31) days prior to Event Move-In.

For ASNE Corporate Partners (Participants in the Corporate Partnership Program):
Full exhibit deposit refunds may be provided if cancellation is received in writing thirty-one (31) days or more prior to Event Move-In. After this point, the cancellation fee schedule below applies.

For Non-Corporate Partners:

• Ninety-one (91) days or more prior to Event Move-In: 25% of paid amount retained
• Ninety (90) through thirty-one (31) days prior to Event Move-In: 50% of paid amount retained
• Thirty (30) through seven (7) days prior to Event Move-In: 75% of paid amount retained
• Less than seven (7) days prior to Event Move-In: 100% of paid amount retained

Transfer of an exhibit deposit to a future ASNE symposium may be authorized if requested in writing (submitted via email to exhibits@navalengineers.org) thirty-one (31) days or more prior to Event Move-In; otherwise, cancellation fees apply.

11. Cancellation Policy – Sponsorships

Cancellation requests must be submitted in writing (submitted via email to exhibits@navalengineers.org) and received no later than thirty-one (31) days prior to Event Move-In.

For ASNE Corporate Partners (Participants in the Corporate Partnership Program):
Full sponsorship deposit refunds may be provided if cancellation is received in writing thirty-one (31) days or more prior to Event Move-In. Requests received thirty (30) days or less prior to Event Move-In are not eligible for refund; transfer to a future ASNE symposium or program may be authorized.

For Non-Corporate Partners:

• Ninety-one (91) days or more prior to Event Move-In: 25% of paid amount retained
• Ninety (90) through thirty-one (31) days prior to Event Move-In: 50% of paid amount retained
• Thirty (30) days or less prior to Event Move-In: 100% of paid amount retained

Transfer of a sponsorship deposit to a future ASNE symposium may be authorized if requested in writing (submitted via email to exhibits@navalengineers.org) thirty-one (31) days or more prior to Event Move-In; otherwise, cancellation fees apply.

12. Payment Enforcement

If an exhibit or sponsorship invoice is not paid in full by the applicable deadline, ASNE retains the right to release the exhibit location or sponsorship opportunity and offer it to other interested parties.