Terms of Services and Policies

The following terms and conditions apply to all events and study groups organized by INCOSE Canada. 

• Privacy Policy: Attendees must consent to the collection and use of their personal information as described in INCOSE's privacy policy: ⁠https://www.incose.org/about-incose/incose-privacy-statement
• Code of Conduct: All speakers, session chairs, and attendees are reminded that this event is a professional and educational event. Presentations, attendee questions, and resulting discussion must not promote or voice an opinion on politics, religion, race, or gender, and further must not include derogatory statements about any people, groups, or organizations. Additionally, all presentations and discussion should uphold the INCOSE Code of Ethics, which is available in https://www.incose.org/about-incose/code-of-ethics
• Liability Waiver: You acknowledge and accept the liability waiver, which limits INCOSE's responsibility for any personal injury or property damage during the events organized by INCOSE Canada
• Media Consent: During our events, photos and videos may be taken and used in promotional materials.
• Intellectual Property / Recording Policy: Attendees shall not record sessions or share presentation materials with non-members of INCOSE
• Cancellation Policy: No refunds will be provided for cancellations or modifications following registration and payment
• Dietary Restrictions & Special Needs: If you have any dietary restrictions or require special accommodations, please email us at canada@incose.ca at least one month prior to the event date.

Event Sponsorship Terms & Conditions

The following terms and conditions apply to sponsors for all events organized by INCOSE Canada:

• Sponsorship Relationship: Event sponsorship constitutes a marketing and recognition arrangement. Sponsorship does not imply endorsement of the sponsor’s products, services, or positions by INCOSE, INCOSE Canada, APTA, or any affiliated organization.
• Eligibility & Acceptance: All sponsorships are subject to acceptance by the event organizing committee. INCOSE Canada reserves the right to decline or terminate sponsorships that conflict with the mission, values, or professional standards of INCOSE or its partners.
• Sponsorship Packages & Benefits: Sponsorship benefits are limited strictly to those listed in the applicable sponsorship package. Benefits may include logo placement, verbal recognition, exhibition opportunities, registrations, or marketing mentions, as specified at the time of purchase. Benefits are:
  • Non‑transferable unless approved in writing
  • Subject to venue, production, and scheduling constraints
  • Delivered at the discretion of the event organizers.

• Payment Terms: Sponsorship fees are payable in full upon receipt of invoice or by the stated due date. Sponsor benefits may be withheld until payment is received in full. Sponsors are responsible for all applicable taxes, including GST/HST where applicable under Canadian law.

• Cancellations & Refunds: Sponsorship fees are non‑refundable, including in cases where the sponsor is unable to attend the event or does not fully utilize the sponsorship benefits.
• Event Modifications: INCOSE Canada reserves the right to modify the event program, speakers, format, timing, or delivery method (including conversion to a virtual or hybrid format). In such cases, reasonable efforts will be made to provide equivalent sponsorship recognition, but no refunds will be issued.
• Event Cancellation: If the event is cancelled due to circumstances beyond the control of the organizers (including force majeure), INCOSE Canada shall not be liable for any losses incurred by sponsors. Sponsorship benefits may be transferred to a rescheduled event at the organizer’s discretion.
• Use of Logos & Brand Assets: Sponsors grant INCOSE Canada a limited, non‑exclusive, royalty‑free license to use sponsor logos and brand assets solely for event‑related marketing, promotion, and recognition.
  Sponsors must ensure all submitted branding materials:
  
  • Are accurate and authorized for use
    
  • Meet provided technical specifications
    
  • Comply with INCOSE branding guidelines.
    
• Sponsor Conduct: Sponsors agree to conduct themselves in a professional manner consistent with the values of INCOSE. INCOSE Canada reserves the right to remove or limit sponsor recognition if conduct or materials are deemed inappropriate, without refund.
• Liability & Indemnification: INCOSE Canada, APTA, and event partners are not responsible for loss, damage, or injury incurred by sponsors or their representatives during the event. Sponsors agree to indemnify the organizers against claims arising from sponsor materials or activities.
• Partnered Events: For events delivered in partnership (e.g., INCOSE Canada and APTA), sponsorship recognition may appear across partner platforms and communications. Final decisions regarding sponsorship delivery rest with the event organizing committee. 
• Governing Law: These Terms & Conditions are governed by the laws of the applicable Canadian jurisdiction in which the event is hosted, without regard to conflict of law principles.
• Acceptance of Terms: Payment of a sponsorship invoice or execution of a sponsorship agreement constitutes acceptance of these Terms & Conditions. 

These sponsorship terms are aligned with INCOSE Sponsorship Terms and Conditions and subject to change without notice and may be supplemented by event‑specific sponsorship agreements.