Introduction
Welcome to Roadmap Solutions and our associated events, including SoCal Dreamin'. These Terms & Conditions set forth the terms governing your participation and use of our services and events. By accessing our website, registering for, or attending our events, you explicitly agree to comply with and be bound by these terms.
Expanded Definitions
Event: Any gathering, conference, workshop, webinar, seminar, or activity organized, hosted, or sponsored by Roadmap Solutions, including the annual SoCal Dreamin’ conference. Events may be held virtually, physically, or in a hybrid format.
Volunteer: An individual who offers their services voluntarily without monetary compensation, assisting Roadmap Solutions in organizing, managing, and executing events and related activities. Volunteers may receive non-monetary benefits such as discounts, event access, or recognition.
Sponsor: An organization, business, or individual providing financial support, services, products, or promotional assistance to Roadmap Solutions or its events, in exchange for recognition and promotional visibility. Sponsorship terms and conditions are detailed separately in sponsor-specific agreements.
Attendee: An individual registered and authorized to participate in or attend events organized by Roadmap Solutions, whether virtually or in-person. Attendees are required to adhere to registration policies, including timely payment, and agree to event-specific refund and cancellation policies.
Speaker: A professional, expert, or invited guest presenting content, information, insights, or workshops at events organized by Roadmap Solutions. Speakers agree to adhere to submission deadlines for presentations and provide consent for recording and redistribution under specified conditions.
Materials: All content distributed or presented in association with Roadmap Solutions events, including but not limited to printed documents, digital presentations, handouts, videos, photographs, and recordings. Participants must adhere to intellectual property guidelines regarding the usage, reproduction, or distribution of these materials.
Ticket Sales: The process through which attendees register and purchase access to events. All ticket sales are final, subject to specified refund and cancellation policies outlined at the time of purchase. Ticket transfers, if permitted, are subject to specific conditions.
Refunds: Monetary returns provided to attendees under specific circumstances such as event cancellation by organizers, attendee cancellations within allowed timelines, or special circumstances detailed in event-specific refund policies.
Cancellations: The process by which either the attendee or Roadmap Solutions terminates event participation. Cancellations must follow prescribed procedures and timelines to be eligible for refunds or transfers, as outlined in event-specific terms.
Payment Processor: Third-party services (e.g., Stripe) utilized by Roadmap Solutions to securely handle all financial transactions associated with event registration, sponsorship contributions, merchandise sales, and related transactions.
Discount Codes: Promotional codes provided by Roadmap Solutions granting a reduction in the registration fee or merchandise price. These codes are subject to conditions, expiration dates, and limitations specified during their issuance and cannot be applied retroactively.
Sponsorship Coordinator: The designated representative responsible for managing sponsor relationships, ensuring timely communication, receipt of sponsor materials, and facilitating sponsor participation in Roadmap Solutions events.
Sponsorship Point of Contact (POC): The individual designated by Roadmap Solutions as the primary liaison for sponsor communication, responsible for coordinating all sponsor-related activities, material submissions, and addressing queries.
Authorized Sponsor Representative: An individual officially appointed by the sponsoring organization with the authority to sign agreements, releases, and other legal documents on behalf of the sponsor.
Speaker Materials: All presentations, documentation, handouts, slides, and any additional content created and provided by speakers for use in their session or for distribution at events organized by Roadmap Solutions.
Speaker Cancellation Notice: A formal notification provided by the speaker, in writing, informing Roadmap Solutions of their inability to participate as a speaker, submitted within established cancellation guidelines.
Volunteer Portal: An online platform provided by Roadmap Solutions for volunteers to access schedules, role descriptions, resources, event updates, and necessary documentation.
Eligibility Requirements (General Overview)
Participants must meet the following eligibility criteria to register for and participate in Roadmap Solutions events:
Be at least 18 years of age to independently register.
Participants aged 16-17 must have written consent from an adult guardian and be accompanied by this guardian during the event.
Agree to comply with all event guidelines and policies outlined in these Terms & Conditions.
Use of Event Materials
All materials distributed or presented at our events, including but not limited to presentations, recordings, and printed content, are protected by copyright.
Unauthorized reproduction, distribution, or commercial use of any event materials without explicit written consent is strictly prohibited.
Conduct Expectations
Participants must behave professionally, respectfully, and courteously toward all attendees, volunteers, sponsors, speakers, and event staff.
Avoid harassment, discrimination, bullying, or inappropriate behavior.
Comply fully with all event guidelines, instructions from event staff, and applicable laws.
Consume alcohol responsibly if legally permitted (minimum age 21), adhering strictly to local and event-specific regulations.
Liability and Waiver
Participants agree to assume all inherent risks associated with attendance and participation.
Release Roadmap Solutions, its organizers, affiliates, sponsors, staff, and volunteers from any liability for injury, damage, loss, or claims arising from event attendance or participation.
Limit Roadmap Solutions’ liability to no more than the registration fees paid by the participant.
Dispute Resolution
Parties initially attempt good-faith negotiations.
If unresolved, disputes will be settled by binding arbitration per the laws of California.
Amendments and Updates
Roadmap Solutions reserves the right to amend these terms without prior notice.
Updates will be communicated via our official website.
General Registration Process
Complete registration forms on our website.
Provide accurate personal and payment information.
Submit payment through Stripe.
Confirm acceptance of these terms and event-specific terms.
Confirmation and Ticket Delivery
Participants receive confirmation emails upon successful registration and payment.
Electronic tickets or credentials are sent approximately one week before events.
Participants must present electronic tickets or credentials for event entry.
Introduction
Thank you for your interest in volunteering with Roadmap Solutions and our events, including SoCal Dreamin’. Volunteers play a critical role in the success and smooth operation of our activities, significantly enhancing the experience for attendees and all stakeholders involved. By volunteering, you explicitly agree to adhere strictly to the terms and conditions outlined herein.
Volunteer Eligibility and Registration
Volunteers must be at least 18 years old or have explicit guardian consent and supervision if aged 16–17.
Volunteers must complete a detailed registration form, providing accurate personal and emergency contact information.
Volunteers agree to these terms, complete required orientation sessions, and participate in relevant training sessions.
Roles and Responsibilities
Execute assigned duties responsibly, professionally, and courteously.
Maintain punctuality for all scheduled volunteer shifts and communicate immediately regarding any scheduling issues or conflicts.
Engage proactively with volunteer coordinators to resolve questions, issues, or concerns promptly.
Ensure confidentiality of sensitive event information, including but not limited to participant details, internal communications, and strategic information.
Access and Use of Materials and Systems
Volunteers may receive access to materials, resources, and internal systems to effectively perform their roles. Given the critical nature of data and system security, volunteers agree to:
Use materials and systems strictly for Roadmap Solutions' event-related purposes, explicitly excluding personal or unauthorized purposes.
Recognize and uphold the confidentiality of proprietary, sensitive, or personal information encountered through volunteer duties.
Understand that our customer data, including personal, financial, and operational details, is invaluable, and any misuse or unauthorized access compromises Roadmap Solutions' integrity and reputation.
Acknowledge explicitly that accessing systems or materials without proper authorization, particularly after cessation of volunteer service, is strictly prohibited and illegal.
Refrain from any attempts to extract, copy, transfer, or use any proprietary or confidential data for personal gain or unauthorized purposes.
Immediately report any suspected or actual breach of security, misuse of data, or unauthorized access of Roadmap Solutions' systems to the designated authority.
Volunteers acknowledge that Roadmap Solutions will take all necessary legal and administrative actions, including but not limited to civil litigation and criminal prosecution, to protect its data, resources, and reputation against unauthorized or inappropriate access or use.
Ownership and Rights to Photos & Videos
Volunteers consent to being photographed and recorded (audio/video) during their volunteer activities with Roadmap Solutions events.
Roadmap Solutions retains full rights to use, edit, reproduce, distribute, and display these photos and videos for promotional, marketing, educational, or any other related purposes without additional consent or compensation.
Volunteers waive any right to inspect or approve the finished media products.
Discounts and Benefits
Volunteers providing at least 100 cumulative volunteer hours are eligible for specific discounts, recognition, or benefits as detailed by Roadmap Solutions.
Benefits may include event access discounts, merchandise discounts, special recognition at events, or other rewards.
These benefits are non-transferable and have no monetary value outside Roadmap Solutions events.
Constructive Feedback
Volunteers are encouraged to provide constructive, respectful feedback to event organizers and fellow volunteers to improve the volunteer experience and event quality.
Feedback should be submitted through designated channels or directly to volunteer coordinators in a professional and timely manner.
Volunteers should remain open to receiving and acting upon feedback provided by Roadmap Solutions coordinators.
Legal Compliance
Volunteers must comply with all applicable local, state, and federal laws during their service with Roadmap Solutions.
Any illegal activities, violations of laws, or inappropriate conduct will result in immediate termination of volunteer service and may involve additional legal consequences.
Termination of Volunteer Service
Volunteer service can be terminated at any time, either by Roadmap Solutions or by the volunteer, upon written or verbal notification.
Grounds for termination by Roadmap Solutions include, but are not limited to, violation of these terms, inappropriate behavior, misuse of materials or data, legal non-compliance, or repeated failure to fulfill assigned responsibilities.
Volunteers who wish to end their service should provide reasonable notice to allow for a smooth transition of responsibilities.
Upon termination of volunteer service, all provided materials and access to systems must be promptly returned or securely disposed of as directed by Roadmap Solutions.
Sponsorship Packages and Benefits
Sponsorship opportunities are available in various tiers, each offering specific benefits, including but not limited to:
Brand visibility and acknowledgment at events
Promotion through digital and print media
Opportunities for exclusive interactions with event participants
Specific details regarding benefits and obligations will be outlined clearly within each sponsorship package agreement.
Use of Sponsor Materials
Sponsors grant Roadmap Solutions the non-exclusive right to use provided logos, branding, promotional materials, and content for the explicit purpose of fulfilling sponsorship recognition and promotion.
Sponsors must ensure provided materials are accurate, appropriate, and compliant with applicable laws and guidelines.
Marketing and Promotional Rights
Roadmap Solutions reserves the right to promote sponsors as outlined in the sponsorship agreement, including through event marketing materials, social media, event websites, and onsite event signage.
Sponsors agree not to distribute promotional materials or engage in promotional activities outside the agreed-upon scope without prior written approval from Roadmap Solutions.
Payment and Refund Policy
Sponsors must fulfill agreed-upon sponsorship payments by specified deadlines outlined in their sponsorship agreements.
All sponsorship payments are non-refundable once received. Sponsors explicitly agree that upon transfer of funds, these funds are considered a donation to Roadmap Solutions, regardless of event changes, cancellations, or modifications.
Sponsor Conduct and Responsibilities
Sponsors must ensure professional, respectful conduct and interactions throughout event activities and engagements.
Sponsors are responsible for ensuring representatives adhere to all event guidelines, rules, and schedules provided by Roadmap Solutions.
Sponsors must staff their designated event space appropriately, ensuring that all tables or booths are staffed on time and continuously throughout the event.
If sponsors are involved in specific event activities, they must ensure they provide adequate and appropriate personnel to fulfill all roles and responsibilities agreed upon with Roadmap Solutions.
Sponsors must manage timely setup and teardown of their spaces and ensure representatives maintain professional appearances and behaviors at all times.
Data Use and Privacy
Any data shared with sponsors by Roadmap Solutions or directly by attendees is for a specific, agreed-upon use related to the sponsored event only.
Sponsors agree explicitly not to resell, redistribute, or transfer attendee or organizational data to any third party.
Any misuse of data will be considered a breach of these terms, resulting in immediate termination of sponsorship privileges and potential legal action.
Speaker Responsibilities
Provide accurate, engaging, and high-quality presentations relevant to the agreed topic.
Submit all required materials and presentation documents by specified deadlines.
Arrive promptly at designated sessions and adhere strictly to the allotted presentation time.
Participate actively in audience interactions, Q&A sessions, and post-session discussions as appropriate.
Material Ownership and Licensing
Speakers retain ownership of their presentation materials but grant Roadmap Solutions a non-exclusive, perpetual license to record, distribute, and use materials and recordings for promotional, educational, and archival purposes.
Speakers confirm that their presentation materials do not infringe upon any third-party intellectual property rights.
Conduct and Professionalism
Speakers must uphold professional behavior and respect towards attendees, organizers, fellow speakers, sponsors, and event staff.
Presentations must avoid offensive, discriminatory, or inappropriate content.
Speakers agree to comply with all event guidelines and codes of conduct provided by Roadmap Solutions.
Cancellation and Substitution Procedures
Speakers must provide written notice of cancellation at least 30 days prior to the event to allow adequate time for substitution arrangements.
Speakers who cancel within one week of the event or fail to adhere to these cancellation policies without reasonable cause may, at the discretion of Roadmap Solutions, lose eligibility to participate as speakers in future events.
In case of cancellation, speakers may suggest alternative qualified speakers, subject to approval by Roadmap Solutions.
Roadmap Solutions reserves the right to replace or cancel speaker presentations at its discretion, particularly in response to late cancellations or failure to meet obligations.
Ticketing and Registration Policies
To register for events, attendees must be at least 18 years old or be accompanied by an adult guardian.
Individuals under the age of 16 (or as stipulated by California law) must have appropriate supervision to register or attend.
Payments for event registration must be processed through Stripe, our designated secure payment provider.
All payments are final, non-refundable, and non-transferable unless otherwise explicitly detailed in our refund policy.
Attendees will receive a confirmation email upon successful registration and payment. It is the attendee's responsibility to ensure accurate email details at registration.
Refund Policy
Participant Cancellation: Registrations canceled by attendees at least 14 days before the event will qualify for a full refund. No refunds are available for cancellations within 14 days of the event.
Organizer Cancellation: If Roadmap Solutions cancels or reschedules the event, attendees will be notified promptly and receive a full refund.
Delivery Policy
Event tickets and confirmations will be delivered electronically to the email provided during registration approximately one week before the event.
Accurate and updated email information is essential to ensure proper delivery.
Return Policy
Physical products purchased from Roadmap Solutions may be returned within 30 days of receipt for a full refund, provided they are unused and in original packaging.
To initiate a return, contact Roadmap Solutions directly for return instructions. Return shipping costs are the customer's responsibility.
Cancellation Policy
Event registrations may be canceled up to 14 days prior to the event for a full refund.
No refunds will be issued for event registrations canceled less than 14 days prior to the event.
Subscription services may be canceled at any time; however, no refunds are provided for the current billing period. Subsequent billing periods will not be charged.
Sponsorship payments are non-refundable and considered donations once funds have been received.
Event Access and Participation
Attendees must present a valid electronic ticket or registration confirmation upon arrival.
Event badges or wristbands provided at check-in must be worn visibly at all times during the event.
Roadmap Solutions reserves the right to refuse or revoke entry for non-compliance with event policies.
Media and Recording Consent
Attendees consent to being photographed, videotaped, or recorded at events for promotional, educational, or archival purposes.
Attendance implies permission for Roadmap Solutions to use your image, voice, and likeness without additional compensation or notification.
Data Sharing and Third-Party Contact
By registering for the event, attendees agree to allow Roadmap Solutions to share their contact information with third parties associated with the event and organization.
Attendees consent to receiving communications from Roadmap Solutions and affiliated third-party organizations related to event participation and associated opportunities.
Event Conduct Policy
Attendees must behave respectfully and professionally toward all event participants.
Harassment, discrimination, bullying, and disruptive behavior are prohibited and may result in removal from the event without refund.
Alcohol consumption must comply with applicable laws and event-specific guidelines.
Accessibility and Accommodation Procedures
Roadmap Solutions is dedicated to event accessibility.
Attendees with accessibility needs must contact event organizers at least two weeks prior to the event to arrange accommodations.