QRCA Sponsorship Policies

Annual Conference Exhibitor/Sponsor Cancellation

Sponsor/Exhibitor cancellations received by October 31, 2025, will receive a full refund, less a $50 processing fee; cancellations received between October 31 and November 15, 2025, will receive a 50% refund; cancellations received after November 15, 2025, will not receive a refund. No-shows will not be refunded. View the full registration policy at https://www.qrca.org/site/registration-policies.

Conference Modification or Cancellation

QRCA reserves the right to modify the course’s schedule or program as necessary. QRCA also reserves the right to cancel this conference, in which case a full refund of the registration fee will be provided. We cannot refund any travel costs (flight, hotel, etc.) in the case of QRCA conference cancellation.

Data Privacy/GDPR

We host events throughout the year, including our annual conference, webinars, and trainings (collectively “events”). If you are a member and register for one of our events, we will access the information in your member account to provide you with information and services associated with the event. If you are not a member and you register for one of our events, we will collect your name and contact information, which we will store in our database and use to provide you with information and services associated with the event. If you are a presenter at one of our events, we will collect information about you including your name, employer and contact information, and photograph, and we may also collect information provided by event attendees who evaluated your performance as a presenter. As an attendee, speaker, or sponsor/exhibitor, we will keep a record of your participation to provide you with post-event information, including details on upcoming events you may be interested in. Your contact information may be shared via an event mobile app or attendee list as part of your participation in the event. Your hotel reservation information may be shared between QRCA and the hotel.

Guest Fee

Tickets for Conference Opening and Primary Receptions or other events will be available separately for guests who will be attending only these events.

PCI Compliance

Please do not email forms with credit card information. To protect your data and to comply with PCI standards, the QRCA office will not accept emailed credit card information.

Negative Account Balances

If your account balance is not fully paid by the time of the event or publication, you will not be allowed to present, exhibit, or advertise until your balance is completely paid.

Exhibit Materials and Activity

QRCA reserves the right to prevent any exhibitor from displaying beyond the bounds of the exhibitor’s rented exhibit space including but not limited to: noisy electrical devices (ex. loud appliances, machines, games), smells/scents that are offensive or commonly cause allergic or physical reactions (ex. industrial smells, chemical smells, nail polish, cleaners), displays, fire hazards (ex. open flames, highly flammable fumes), costumed mascots, live animals or anything which may prove objectionable. All aisles must be kept clear of displays. Inventory must be discreetly stored within an exhibitor’s booth space. The rights and privileges of an exhibitor shall not be infringed upon by any other exhibitors. Exhibitors are allowed to have sponsor prize drawings within their exhibit space. Any limitations on registering for or accepting the prize must be prominently displayed in the exhibit space.

Failure to Occupy Space

Space not occupied by the close of the exhibit installation period as specified in the accompanying material will be forfeited by the exhibitor, and this space may be reassigned or used by the conference management. If the exhibit is on hand, the conference management reserves the right to assign labor to set up a display that is not in the process of being erected by the given deadline and to instruct that the exhibitor be billed for all charges thus incurred. Exhibits must remain in place in exhibit hall during all posted Marketplace hours.

Photo/Audio/Video Release

Registration for or attendance at this event acknowledges consent to be recorded or photographed. We reserve the right to use any photograph/video taken at our events without the expressed written permission of those included within the photograph/video. We may use the photograph/video in publications or other media material produced, used or contracted, including but not limited to brochures, invitations, books, newspapers, magazines, television, websites, etc. To ensure the privacy of individuals, images will not be identified using full names or personal identifying information without written approval from the photographed subject.

QRCA Event Code of Conduct

The QRCA leadership and staff are committed to providing a vibrant learning environment at all our events, welcoming people from as many diverse backgrounds as possible. We expect our events to be a respectful, harassment-free environment for people of all races, genders, trans statuses, sexual orientations, abilities, nationalities, ethnicities, socioeconomic statuses, and beliefs.

We’re grateful that our community is positive, friendly and supportive of one another — it’s what makes our events such a draw each year. In that spirit, the staff, supporters, volunteers, attendees and speakers at QRCA events are expected to:

• Exercise consideration and respect in your speech and actions.
• Restrict selling to the Marketplace, where our sponsors pay for the opportunity to share information about their company, products, and services.
• Keep conversations professional and respectful, and consider other parties’ points of view. In short, don’t make it personal. Passionate conversations are part of solving problems. Disagreements happen all the time, and are necessary to consider difficult questions.
• Remember that the boundaries of good taste, humor, personal space and physical interaction differ from person to person; if someone feels uncomfortable — whether they explicitly state it or not — respect those boundaries.
• Refrain from demeaning, discriminatory or harassing behavior. Harassment and inappropriate behavior may include but are not limited to:
  • --Sexist, racist, homophobic, transphobic or otherwise discriminatory jokes or language, physical intimidation, stalking or following sustained disruption of talks or events.
  • --Posting or displaying sexually explicit or violent material; if you need this material for an educational session, please contact QRCA staff first, and we can discuss how to give an appropriate warning to participants.
  • ---Unwelcome sexual attention. This includes sexualized comments or jokes, inappropriate touching, groping and unwelcomed sexual advances.
  • --Advocating for or encouraging any of the above behavior.

Be mindful of your surroundings and of your fellow participants. Alert emergency services if you notice what you assess to be a dangerous situation or someone in distress. Consequences for violations of this Code of Conduct will be considered on a case-by-case basis by the QRCA Board and QRCA's staff. You can email info@qrca.org or call 651-290-7491 with questions or concerns.