Aera Technology, Inc. Events Terms and Conditions

These Event Terms & Conditions (“Event Terms”) govern your registration for and participation in any event, meeting, workshop, training, webinar, conference, or similar activity hosted or sponsored by Aera Technology, Inc. (“Aera,” “we,” “us”) (each, an “Event”). By registering for, attending, or accessing an Event, you agree to these Event Terms.

If you are registering on behalf of a company or other organization, you represent that you have authority to bind that organization. If you do not have that authority, you may attend only in your individual capacity.

1. Registration; Eligibility; Substitutions

1.1 Registration Required. All attendees must be registered. Registrations may not be shared or transferred except as expressly permitted by Aera in writing.

1.2 Age. You must be at least 18 years old (or the age of majority in your jurisdiction).

1.3 Identification & Access Control. For in-person Events, Aera may require government-issued identification and may deny entry to, or remove, any person for security, safety, or compliance reasons.

1.4 Registration Transfer. You may not transfer your registration to the Event to another business or person within your business without Aera’s prior written consent (email sufficient), which shall not be unreasonably withheld. Each transfer or request must be submitted in writing to [email protected] at least ten (10) business days prior to the Event.

2. Fees; Taxes; Refunds

2.1 Fees. Event fees (if any) are as stated at registration.

2.2 Taxes. Fees are exclusive of applicable taxes, which may be added where required.

2.3 Refunds. Except where We cancel the Event (Section 3.2), Fees are non-refundable.

3. Event Changes; Cancellation

3.1 Changes. We may change the Event agenda, speakers, content, venue, timing, format (including virtual vs. in-person), or other details.

3.2 Cancellation. We may cancel an Event. If we cancel a paid Event, our sole obligation is to refund the Event registration fee you paid to Aera (if any). We are not responsible for travel, lodging, time, opportunity costs, or other expenses.

4. Conduct; Safety; Compliance

4.1 Professional Conduct. We expect all attendees to behave professionally and respectfully. Harassment, discrimination, or disruptive behavior is not permitted.

4.2 Compliance with Rules. You will comply with (a) all applicable laws, and (b) any venue rules, safety instructions, and Event-specific guidelines communicated by Aera.

4.3 Removal. We may refuse admission to, or remove from, an Event any person we reasonably believe is violating these Event Terms or creating a safety, security, or compliance risk. If we remove you for cause, you are not entitled to a refund.

5. Confidentiality; No Recording of Non-Public Sessions

5.1 Confidential Information. During an Event, you may receive non-public information about Aera, our products, customers, roadmap, or partners (“Confidential Information”). You will (a) use Confidential Information only for evaluating Aera and the Event content for your internal business purposes, and (b) not disclose it to any third party without Aera’s prior written consent.

5.2 No Recording. Unless Aera expressly permits in writing, you will not record (audio, video, screen capture, or otherwise) any non-public Event session, meeting, demo, or discussion.

5.3 Third-Party Information. You are responsible for ensuring you do not disclose third-party confidential information (including your employer’s or customers’ information) during the Event unless you have the right to do so.

6. Use of Event Materials

6.1 Materials Provided by Aera. Any slides, handouts, recordings, templates, and other materials we provide (“Event Materials”) are owned by Aera or our licensors and are provided for your internal business use only.

6.2 Restrictions. You will not (a) publish, share externally, sell, license, or distribute Event Materials, or (b) use Event Materials to build, train, or improve competing products or services, except as expressly permitted by Aera in writing.

6.3 Attendee Materials. If you provide materials to Aera for an Event (e.g., a customer case study, logo, quote, or presentation content), you grant Aera a non-exclusive, worldwide, royalty-free license to use those materials for the Event and related marketing only as agreed in writing (or, if no writing exists, solely to operate the Event).

7. Photography, Recording & Livestreaming by Aera

7.1 Event Capture; Consent. Aera (and our contractors) may record, photograph or otherwise capture your image, voice, feedback, name, likeness and other characteristics (collectively, “Likeness”) during any part of the Event. You hereby grant to Aera a non-exclusive, worldwide, royalty-free, fully paid-up, perpetual, irrevocable, transferable and fully sublicensable (through multiple tiers) license, without additional consideration, to reproduce, distribute, publicly perform and display, create derivative works of, modify and otherwise use your Likeness, in whole or in part, in connection with the Event in any format or media now known or hereafter developed, and for any purpose, which may include promotions, marketing or other testimonials. Further, you hereby irrevocably waive and release any and all claims, including, without limitation, rights of privacy and publicity and intellectual property rights, as captured during the Event. In connection with this license grant and waiver, you attest that you are of legal age, have read the foregoing release and understand its contents.

7.2 Media.  Aera owns all right, title and interest (including any intellectual property rights) in and to any such media containing your Likeness (the “Media”), all modifications and derivative works of such Media, and any proceeds derived from its use. You hereby irrevocably waive your consent rights to the use of any Media, which shall be in Aera’s sole discretion. Your Likeness may appear in public Media relating to the Event or Aera’s business or products and, if made public, may be available for third party use. Aera is not responsible for any third-party use or distribution of Media.

8. Disclaimer

8.1 No Advice. Event content is provided for general informational purposes. It is not legal, financial, compliance, or other professional advice.

8.2 No Warranties. THE EVENT AND EVENT MATERIALS ARE PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY.

9. Limitation of Liability

9.1 Exclusion of Damages. TO THE MAXIMUM EXTENT PERMITTED BY LAW, AERA WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, DATA, BUSINESS, OR GOODWILL, ARISING OUT OF OR RELATED TO THE EVENT OR THESE EVENT TERMS.

9.2 Liability Cap. TO THE MAXIMUM EXTENT PERMITTED BY LAW, AERA’S TOTAL LIABILITY ARISING OUT OF OR RELATED TO THE EVENT OR THESE EVENT TERMS WILL NOT EXCEED THE AMOUNT YOU PAID TO AERA TO ATTEND THE EVENT (IF ANY). IF YOU PAID NO FEE, AERA’S TOTAL LIABILITY WILL NOT EXCEED US$100.

9.3 Basis of Bargain. You acknowledge that these limitations are an essential basis of the arrangement and apply even if a remedy fails of its essential purpose.

10. Indemnity

You will defend, indemnify, and hold harmless Aera and its directors, officers, employees, and agents from and against any third-party claims, damages, liabilities, and expenses (including reasonable attorneys’ fees) arising out of or related to (a) your participation in the Event, (b) your violation of these Event Terms or applicable law, or (c) your infringement or misappropriation of any third-party right.

11. Privacy; Attendee Information Sharing

11.1 Privacy Notice. Aera will process personal information in connection with Event registration and administration (including sending Event communications and managing attendance). Aera’s privacy practices are described in Aera’s privacy notice available at https://www.aeratechnology.com/privacy-shield-policy/.

11.2 Attendee Information Sharing. To facilitate the Event, we may share attendee information (including name, title, company, and business contact details) with Event vendors (e.g., venue operators and security providers) and with Event sponsors and partners.

12. Export Controls & Sanctions

You represent that you are not prohibited from participating in the Event under applicable export control or sanctions laws, and you will not use Event Materials in violation of such laws.

13. Force Majeure

We will not be liable for or be considered to be in breach of or default under these Event Terms on account of, any delay or failure to perform as required by these Event Terms and the applicable event registration as a result of any cause or condition beyond its reasonable control. We will use commercially reasonable efforts to avoid or remove those causes of non-performance.

14. Dispute Resolution; Governing Law; Venue

These Event Terms are governed by the laws of the State of California, excluding its conflict of laws rules. Any dispute arising out of or relating to the Event or these Event Terms will be brought exclusively in the state or federal courts located in San Francisco, California, and each party consents to personal jurisdiction and venue there.

15. General

15.1 Assignment. You may not assign these Event Terms without Aera’s prior written consent. Aera may assign these Event Terms in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of its assets.

15.2 Severability. If any provision is unenforceable, the remaining provisions will remain in effect.

15.3 No Waiver. A waiver of any breach is not a waiver of any other breach.

15.4 Entire Agreement. These Event Terms (and any Event-specific terms provided at registration) are the entire agreement regarding the Event and supersede any prior or contemporaneous communications about the Event.  

15.5 All sections of these Event Terms which by their nature would be expected to survive the cancellation or occurrence of the Event or termination of your participation therein, including, without limitation, Sections 7, 9, 10, 11 and 12, will survive.

15.6 Contact. Questions about an Event can be directed to: [[email protected]] (or other contact listed in the registration).