Meeting Policy

As of 2/26/2026

Scope & Applicability 

These policies apply to all ASMST-organized events, including but not limited to the Annual Summit, workshops, virtual meetings, committee gatherings, and sponsored sessions. 

By registering for or attending an ASMST event (in-person or virtual), attendees agree to abide by these policies. 

Registration & Fees

Registration Types 

• Member: Access to all sessions, meals, and registered activities. 

• Non-Member: Access as defined by event. 

Payment Terms 

• Full payment must be received prior to event start. 

• Attendees with unpaid balances may be denied access to badges and sessions until payment is complete. 

• On-site payment may be accepted (credit card only) if prior payment hasn’t been completed. 

Discounts & Membership Credits

• Members receive event pricing discounts where applicable. 

• Registration discounts may not be stacked unless explicitly stated in event communications. 

Cancellations, Refunds & Substitutions

Virtual Events 

To obtain a refund of your virtual event registration fee (minus a $50 processing fee), you must notify ASMST in writing and receive confirmation of cancellation at least thirty (30) days prior to the start of the event. 

Between fifteen (15) and twenty-nine (29) days prior to the event, a $200 processing fee will be assessed against your registration, and the remaining balance will be refunded. 

Within fourteen (14) days of the virtual event, refunds will not be issued. Registrants may request to transfer their registration to the next occurrence of the same virtual program, if available. 

• Member registrations may be transferred one time only. 

• Non-member registrations are eligible for transfer only if the same program is offered again within twelve (12) months. 

All cancellation and transfer requests must be submitted in writing to info@asmst.org and are not considered valid until confirmation is received from ASMST. 

In-Person Events 

To obtain a refund of your in-person event registration fee (minus a $50 processing fee), you must notify ASMST in writing and receive confirmation of cancellation at least thirty (30) days prior to the start of the event. 

Between fifteen (15) and twenty-nine (29) days prior to the event, a $200 processing fee will be assessed against your registration, and the remaining balance will be refunded. 

Within fourteen (14) days of the event, refunds will not be issued. 

All cancellation requests must be submitted in writing to info@asmst.org and are not considered valid until confirmation is received from ASMST. 

Hotel Reservations 

ASMST is not responsible for refunding travel costs, hotel expenses, or other personal expenses incurred in connection with the event.  

ASMST contracts with the conference hotel to provide a room block for attendees. All attendees are responsible for booking, modifying, or cancelling their own hotel reservations in accordance with the hotel’s individual cancellation policy unless otherwise agreed upon and approved in writing by ASMST. ASMST is not responsible for hotel no-shows, early departures, or declined credit cards. 

ASMST may publish specific dates and fee amounts on individual event registration pages. 

Photography & Videography

By attending any ASMST event, attendees grant ASMST perpetual, worldwide, royalty-free rights to use photographs, video, or other recordings of their likeness in promotional materials, digital content, publications, and social media without compensation, and hereby release ASMST from related claims. 

Code of Conduct

ASMST events must be safe, inclusive, and welcoming. All participants (attendees, speakers, sponsors, volunteers, staff) are expected to: 

• Treat others with respect. 

• Refrain from harassment, discrimination, intimidation, or derogatory behavior. 

• Follow venue rules and federal/local regulations. 

Unacceptable Behavior includes: 

• Discrimination or harassment based on protected characteristics; 

• Physical or verbal abuse; 

• Reckless conduct that endangers others; 

• Unwanted photography/video or recordings. 

Enforcement: 

• ASMST may remove individuals from the event without refund for violations. 

• Future event privileges may be revoked. 

Attendees should report concerns to ASMST staff or designated conduct officers. 

Sponsor & Exhibitor Obligations

• Sponsors must fulfill financial commitments by deadlines specified in agreements to ensure deliverables (e.g., signage, booth space). 

• Sponsors’ materials may not be displayed if payment is not completed by cutoff dates. 

• Exhibitor placement and recognition levels are defined in sponsorship documentation. 

Intellectual Property & Recordings

• Recording of ASMST educational sessions by participants is permitted only with explicit written permission. 

• ASMST retains rights on official recordings and may distribute through its platforms. 

Health & Safety

• Attendees must comply with public health, safety, and venue requirements. 

• ASMST may update health and safety protocols in accordance with evolving government guidance. 

Amendments

ASMST reserves the right to modify these policies at any time. Updated policies will be posted on the event page and communicated to registrants.