The Piano Conference: NCKP 2025 Registration Terms and Conditions

This agreement is between the conference registrant (hereinafter “Registrant” or “Registrants”) and The Frances Clark Center for Keyboard Pedagogy (hereinafter “Organizer” or “Organizers”).

A.  Conference Registration Process and Payment Methods

1. Registrants will be able to select the early bird discount fee until 11:59 pm PDT on May 1, 2025. If payment is received after 11:59 p.m. PDT on May 1, 2025, registrants will be charged the regular registration fee.
2. Conference registrations will not be confirmed until the completed form and the full payment is received and processed by Organizers. Registrants submitting purchase orders, bank/wire transfers, and checks must ensure their payments are received by the above deadlines to be properly credited.
3. Discount Codes may be assigned by the Organizers for internal staff use. Organizer reserves the right to cancel any registrants using unauthorized discount codes.
4. Organizer cannot be responsible for spam filters blocking confirmation emails on the user end. Please be sure your spam filters will allow mail from conference@francesclarkcenter.org.

B.  Cancellation Policy

It is hoped that everyone who registers for the conference online and in person will be able to attend; however, Conference organizers know that extenuating circumstances do occur that necessitate cancellation. The following cancellation policy applies:

• All cancellations and refund requests must be made via email to the Organizer at conference@francesclarkcenter.org or by regular mail to: The Frances Clark Center for Keyboard Pedagogy PO Box 651 4543 Route 27 Kingston, NJ 08528 USA
• As a courtesy, registrants should communicate with the Organizers via the contact information provided above as soon as the need for cancellation is known. 
• A $50 processing fee will be applied to all cancellations. Registrations may be canceled before 11:59 p.m. PDT on June 1, 2025 for a full refund, less the processing fee. No refunds will be given for cancellations received after 11:59 p.m. PDT on June 1, 2025 unless in accordance with the Emergency Circumstances provision below.
• Emergency Circumstances – Full refund of registration fees paid (less a $50 processing fee) may be granted if an attendee is unable to attend the conference due to the death of an immediate family member or significant other (domestic partner or spouse); illness/debilitating health condition of the registrant, a direct family member, or significant other which necessarily restricts travel and full conference participation by the registrant; or other extraordinary circumstance (e.g., the death of a service animal on which a disabled registrant’s attendance is predicated). All refund requests due to emergency circumstances must be received prior to the last day of the conference.
• Approved refunds will be processed no later than one month after the event’s conclusion. Refunds will be returned via the original payment method. If payment was made or reimbursed by an institution, organization, or business, it is the responsibility of the registrant to ensure those funds are returned to the appropriate entity.
• Registration fees are non-transferable (to another person, another program, or membership dues).
• Registration fees will not be refunded for technology-related issues.
• Attending only a portion of the conference or leaving the conference early, for any reason whatsoever, will not result in a refund, and no refunds will be made for any unused portions of the event. Likewise, refunds will not be granted for no-shows.

C.  Cancellation of the Meeting

If any portion of the meeting cannot be held or is postponed due to events beyond the reasonable control of the Organizers or due to events which are not attributable to unlawful intent or gross negligence of the Organizers, the Organizers cannot be held liable by Registrant for any damages, costs, or losses incurred, such as lost wages, childcare costs, costs for additional orders, financial losses, etc. Under these circumstances, the Organizer reserves all rights to either retain the entire registration fee and credit the registrant this amount for a future meeting, or to reimburse the Registrant the registration fee less costs incurred by the organization which cannot be recovered from third parties.

D.  Conference Program

The program of the conference, online and in person, is subject to change without notice. Every reasonable effort will be made by the Organizers to operate the program as planned; however, should unforeseen events and conditions require the schedule to be altered, the Organizer reserves the right to do so.

E.  Event Access

Only registered participants are permitted to observe and/or participate in the online and in-person events. Sharing of meeting links, logins, or passwords is strictly prohibited. As a condition of registration, you are required to acknowledge, accept, and abide by this policy. Failure to comply will result in the immediate revocation of event access privileges without a refund.

F.  Selling of Products & Services

All commercial exchange during The Piano Conference: NCKP 2025 is restricted to identified exhibit venues and scheduled exhibit periods. It is prohibited for Registrants who have not obtained exhibit or advertising space from the Organizers to approach other attendees with the intention of promoting or selling products, services, or causes (also known as “suitcasing”).

Anyone found to be in violation of any portion of this policy may be suspended or ejected from the event without refund or recompense. For more egregious behavior, the Organizer may, in its reasonable discretion, temporarily or permanently ban the registrant from attending future programs.

G.  Right to Privacy

Invasion of privacy, including the capture and/or sharing of someone else’s personal details, image or likeness, photos, comments, or conversations within the event environment without their permission is not permitted. You may not access or collect data using automated means (without our prior permission) or attempt to access data you do not have permission to access. As a condition of registration, you are required to acknowledge and accept this policy. If a registrant violates this policy, the Organizer may take any action it deems appropriate, including warning or expelling the offender from the event without a refund or recompense. For more egregious behavior, the Organizer may, in its reasonable discretion, temporarily ban or permanently expel a registrant from the community.

H.  Intellectual Property

The Organizer takes intellectual property seriously. By registering for and/or attending The Piano Conference: NCKP 2025, the Registrant agrees that they will not do or share anything that infringes or violates someone else’s rights, including their intellectual property rights.

I.  Recording Notice

Please be aware that by registering for and/or attending The Piano Conference: NCKP 2025, the Registrant authorizes the Organizers the right and permission to record video and audio. Any recording, reproduction, or distribution of conference-related material, including but not limited to presentations, sessions, or concerts by anyone other than the Organizers is prohibited.

J.  Non-Discrimination & Harassment

The Organizers are committed to providing a safe, fair, and equal space for professional participation by all its members, event attendees, partners, and guests. The Piano Conference: NCKP 2025 is intended to provide a professional environment free of bias, prejudice, discrimination, and harassment, in which all individuals are treated with respect and dignity. In keeping with this commitment, the Organizers maintain a strict policy prohibiting discriminatory practices and unlawful harassment of any kind, including, but not limited to, sexual harassment and harassment based on race, age, creed, color, religion, ancestry, citizenship, national or ethnic origin, language preference, immigration status, disability, sexual orientation, gender identity or expression, sex, physical or mental disability, caregiver status, or any other characteristic protected by state, federal, or local employment discrimination laws. This policy applies to attendees, event staff, speakers, exhibitors, or other invited guests at any event or social gathering sponsored by the Organizers. As a condition of registration, you are required to acknowledge and accept this policy.

Unacceptable behaviors include intimidating, threatening, harassing, abusive, discriminatory, derogatory, or demeaning conduct by any attendee at the event and related event activities.

Discussion of opposing or different viewpoints is appropriate but is expected to be conducted in a respectful tone and manner devoid of personal attack and harassment. Harassment can include, but may not be limited to, offensive verbal comments, epithets, derogatory jokes, or slurs related to gender, sexual orientation, race, religion, national origin; inappropriate use of nudity and/or sexual images in public spaces (including presentation slides); deliberate intimidation, stalking, or unwelcome following; harassing photography or recording; sustained disruption of presentations or concerts; and unwelcome physical contact or sexual attention.

Sexual harassment specifically refers to verbal, physical, or visual conduct of a sexual nature that is unwelcome and offensive to the recipient, such that it impairs the recipient’s ability to fully participate, enjoy, or engage in the event. By way of example, sexual harassment may include such conduct as unwelcome sexual flirtations, advances, or propositions; unwelcome verbal comments or physical actions of a sexual nature; sexually degrading words used to describe an individual; an unwelcome display of sexually suggestive objects or pictures; sexually explicit jokes; and offensive, unwanted physical contact such as patting, pinching, grabbing, groping, or constant brushing against another’s body.

Any individual who believes they have been the object of, have observed, or know of conduct violating this policy, is encouraged to promptly report the facts of the incident(s) and the name(s) of the individual(s) involved to conference staff or the Executive Director. Upon receipt of a complaint, the Organizers will undertake a prompt, thorough, objective, and good faith investigation of the harassment allegations. If the organization determines that harassment has occurred, they may take any disciplinary action it deems appropriate in response to a violation of this policy in accordance with the circumstances involved, which may include issuing a warning, suspension, or ejection from the event without refund or recompense.

No retaliation will be taken or tolerated against anyone who makes a good faith report of bullying, discrimination, or harassment. Further, the Organizers will not tolerate or permit retaliation by supervisors or co-workers against any complainant or anyone assisting in a harassment investigation.

K.  Arbitration

Any controversy or claim arising out of or relating to this Agreement or the performance thereunder, including without limitation any claim related to bodily injury, property damage, or death, shall be settled by binding arbitration in Kingston, New Jersey, U.S.A., in accordance with the rules of the American Arbitration Association then existing, and judgment on the arbitration award may be entered in any court having jurisdiction over the subject matter of the controversy. Such proceedings will be governed by substantive New Jersey State law. This Agreement to arbitrate does not waive or modify the liability release contained in this document.