ADA Compliance/ Special Concessions
If you require special assistance at the conference, please submit a written description of your requirements with your registration form or email [email protected] no later than Monday, April 3, 2023. While ASCE/EWRI will make every effort to meet your needs, accommodations cannot be guaranteed without notification by the deadline.
Age
Attendees under the age of 18 are prohibited on exhibit hall floor during set-up and break-down. Children are welcome to attend certain aspects of ASCE conferences as indicated in the event specific registration materials.
Assumption of Risk and Hold Harmless
All ASCE/EWRI events and activities are purely voluntary activities, and attendees are fully responsible for their own conduct and well-being, including, and without limitation, determining their level of fitness to take part in any such event or activity. In participating in any event or activity, attendees shall be deemed to understand and accept all risk of possible physical injury that might occur as a result of such participation. Attendees agree to release and hold harmless ASCE and its affiliates, employees, officers, directors, representatives, and agents from any and all alleged and/or actual liability, claims, actions, lawsuits, damages, or losses, of any kind which arise out of or result from attendance at and participation in the conference.
Attire
The dress code for the conference is business casual (i.e. slacks, casual dresses) to business attire (i.e. business suits, neckties). Meeting room temperatures will vary, so wear layered clothing to ensure your personal comfort. We also recommend attendees wear comfortable shoes. Please note that certain events may have specific details on attire, and you should refer to the event for more information.
Badge Policy and Ribbons
Your conference registration name badge is your admission to the educational sessions. Tickets are required for the pre- and post-conference events, meals, and special events. Ribbons will be available at the registration desk. As a safety precaution, please remove your badge when leaving the hotel.
If you have lost your badge, please see an ASCE staff member at the registration desk. There may be a charge to issue a replacement – up to $25. Tickets cannot be replaced. If you are unable to attend an event you have purchased an extra ticket for, you will be able to turn it in to registration desk. Only if ASCE is able to sell your ticket, will you be able to get a refund. Tickets will not be refunded for no shows.
Cancellations/Refunds
A full refund will be issued if the cancellation notice is received by the deadline of Wednesday, July 5, 2023 (for attendees) or Wednesday, March 15, 2023 (for speakers).
Please send cancellation requests to [email protected] or fax to +1 (866) 902-5593.
Attendee refund requests received after the cancellation date will be reviewed on a case-by-case basis and are reviewed 30 days post-conference. Refund requests may only be made for illness or emergency, and should be accompanied by a doctor's note and/or similar official documentation stating the emergency and person's name. The subsequent refund will be discussed post-conference by EWRI management, and if the refund is approved, it will be made minus a $100.00 processing fee.
Speaker and moderator registration fees are non-refundable after Wednesday, March 15, 2023, due to the necessary advance production of the proceedings and the program. Exceptions may only be made for illness or emergency if the request is made in writing and accompanied by a doctor's note and/or similar official documentation stating the emergency and person's name. The subsequent refund will be reviewed on a case-by-case basis and are reviewed 30 days post-conference, and if the refund is approved, it will be made minus a $250.00 processing fee. To submit a cancellation request, please contact ASCE Customer Service at [email protected].
Distribution of Literature or Promotional Information
Distribution of literature, samples, or other promotional material by attendees is prohibited without prior permission by ASCE. Any attendee found to be distributing literature without prior approval may be asked to leave the show. Exhibitors may distribute literature, samples, and materials only within the confines of their rented booth space, except with prior permission from ASCE.
Information Collected by ASCE
ASCE uses the information you provide to administer your registration and to keep you apprised of conference information and related products and services. The name, job title, company information, and mailing address of registrants are also included in the conference attendee list that is provided to sponsors and included in the conference app. For more information, see our Privacy Policy.
Medical Emergencies
We hope that your visit to Oklahoma City will be free from illness or injury but in case you or a family member needs medical attention during your time at the event please contact the convention center management. Hotel Security/Staff will respond immediately to your location. For life-threatening emergencies, such as chest pain, shortness of breath, or severe abdominal pain call 911.
Meeting Room Overcrowding
ASCE/EWRI will make every effort to schedule popular events in rooms large enough to accommodate anticipated attendance. Because many events are extremely popular, it is wise to select alternative events as you plan your conference schedule. ASCE/EWRI and the host facilities are required to follow local fire regulations and may ask participants in rooms at capacity to choose another event.
NDAA Section 889 Acknowledgement
ASCE affirms that it does not use any equipment, system or service that is precluded by Section 889(a)(1)(B) of National Defense Authorization Act (NDAA) for Fiscal Year (FY) 2019, Prohibition on Contracting with Entities Using Certain Telecommunications and Video Surveillance Services or Equipment.
If the Federal Agency’s Office of Procurement requires a Vendor Certification to be completed and returned in order to move forward with a contract award and/or payment please contact [email protected].
Non-Discrimination Statement
As outlined in ASCE’s governing documents, ASCE functions and activities are intended to foster the expression and exchange of engineering ideas by all members, regardless of gender, race, ethnic origin, religion, age, marital status, sexual orientation, disabilities, or any other reason not related to scientific or technical merit. It is the responsibility of all participants and guests to conduct themselves in a professional manner in which all persons are treated with dignity and respect.
Photo and Video Recording of Sessions
ASCE/EWRI will be recording portions of the conference. By participating in the conference, participants grant to ASCE the absolute right and permission to use any such photographs or recordings that may be taken during the event for any purpose in its sole discretion.
Photos, video or audio recording(s) of any educational session that is used for personal profit, is strictly prohibited without prior written permission from both ASCE/EWRI and the session presenter(s).
Professional Development Hours (PDHs) Tracking
By attending certain conference sessions, technical tours, and seminars, you may earn PDHs, which are nationally recognized units of record. Please note there are differences from state to state in continuing education requirements for professional engineering licensure. Each state licensing board has the final authority to approve courses, credits, PDHs, and other methods of earning credits in that state. ASCE/EWRI strongly recommends that individuals regularly check with their state licensing boards for specific continuing education requirements in their jurisdictions that affect professional engineering licensure and the ability to renew licensure.
Please keep track of which virtual sessions you have attended.
A link to claim your PDHs will be sent to attendees about a month after the conference.
Program and Session Cancellation
ASCE/EWRI reserves the right to cancel programs and/or sessions. In the unlikely event of a cancellation, all registrants will be notified and will receive a refund, if applicable, for technical tours, or ticketed events. Programs and sessions are subject to change, and ASCE/EWRI reserves the right to substitute a program, session and/or speaker of equal caliber to fulfill the educational requirements.
Tour Policy
Tours will depart from the front of the Oklahoma City Convention Center to take you to your destination. Please plan to arrive 15 minutes early, as buses will leave on time. ASCE cannot be held accountable or have the ability to provide transportation if you miss the departure time. Tickets for tours are available on a first-come, first-serve basis and have limited capacity. A separate registration fee is required to offset the costs involved with the tours. ASCE reserves the right to cancel a tour if the minimum registration is not met. Tour times are subject to change; please check with the conference registration staff if you have any questions.