Conference Attendee Terms

This document sets out the terms and conditions between Blue Pen and participants of the Blue Pen Writers' Conference (hereinafter known as "the Event"), which shall be held on February 1–2, 2025, at Hilton Knoxville Airport, 2001 Alcoa Hwy, Alcoa, TN 37701.

1. Information & Privacy

Blue Pen is committed to data privacy and protecting participants’ personal information. Information on how Blue Pen collects, processes, and uses individual’s data is included in our privacy policy. Additionally, by submitting your email address during the event registration process, registrants agree to receive event-related information and other communications from Blue Pen. A valid email address is required for all registrations.

Blue Pen may disclose personal data to third-party service providers engaged by Blue Pen to assist in the conduct of the event, such as a mobile application provider. The treatment of such information is subject to the privacy policies of those parties. Except as described herein, Blue Pen will not disclose registrants’ or participants’ personal data to any other third party without their consent, except where required to do so by law.

Attendees may elect to receive communications from event sponsors. Registrants opt in or out of these communications at the time of registration.

2. Cancellation & Transfer Policy

All registration fees and additional fees paid in connection with the event, including fees for contest entries, pitch sessions, and critique sessions, are nonrefundable.

Blue Pen reserves the right to make limited exceptions to this policy, including in the case of positive COVID-19 tests.

Registrants may transfer their registration or add-ons to another individual until 30 days before the event.

3. Event Conduct & Safety

Blue Pen is committed to providing a safe, productive, and welcoming environment to all participants, including attendees, speakers, agents, and volunteers. Blue Pen prohibits discrimination, harassment, and bullying against any person for any reason. Participants should report any behavior inconsistent with these principles to onsite event staff.

In its sole discretion and without refund, Blue Pen reserves the right to refuse admittance to or expel from the conference anyone who it determines is behaving in a manner that could be disruptive to the conference or any other attendee.

Weapons are not allowed Blue Pen events. All conference participants, including faculty, volunteers, and attendees, are banned from possessing any object or substance intended to cause injury to others, including but not limited to firearms.

Attendees who demonstrate symptoms of COVID-19, who test positive for COVID-19, or who come into contact with someone who has tested positive for COVID-19 within seven days of attendance at the event should refrain from attending.

4. Venue Policies

Attendees agree to abide by all policies of the event venue. Attendees agree not to bring outside food or drink onto the premises.

5. Liability Waiver

Event participants warrant that they are age 18 or above and freely assume all risk and accept sole responsibility for any expense, loss, damage, or personal injury, including loss of life, illness, including but not limited to COVID-19, disability, property damage, or property theft that they may suffer or sustain before, during, or after the event.

Participants release, covenant not to sue, discharge, and hold harmless Blue Pen and its employees, agents, and representatives, including event speakers, agents, and volunteers, of and from any such claims, including all liabilities, claims, actions, damages, costs, or expenses of any kind arising out of or relating thereto.

6. Photographs & Video

Filming and photography may take place at all Blue Pen events. Attendees consent to their image and likeness being reproduced in print and digital format, including in the use of marketing and promotional activities by Blue Pen and event sponsors, without payment.

Attendees may take photographs and record video clips of up to one minute for personal, non-commercial use. Attendees may use handheld cameras and/or smartphones, provided the filming or photography is not disruptive. Attendees may not record more than five total minutes of any presentation or workshop. Attendees may post such photos and videos online, including on social media. Photographs and video may not be sold, reproduced, or distributed in any commercial manner.

Attendees and sponsors are encouraged to capture their event experiences and post their own social content from the event (text, photos, audio, video, streaming), provided it does not infringe upon the rights of Blue Pen or any attendee, sponsor, or third party. Such infringement would include, but is not limited to, defamation or infringement of intellectual property rights. In the event an attendee requires a release or permission to protect the rights of a third party, obtaining such a release or permission shall be the sole responsibility of the attendee.

7. Functions & Sales

Attendees may not conduct any type of function or make sales in the event venue, including meeting rooms, public areas, and guest rooms, during conference hours without the prior written consent of Blue Pen.

8. General

If one or more of the conditions outlined above should become invalid, the remaining conditions will continue to be valid and apply.

The views expressed by any event attendee, speaker, exhibitor, or sponsor are not necessarily those of Blue Pen. All attendees, speakers, agents, and sponsors are solely responsible for the content of individual or corporate presentations, marketing materials, advertising, and other communication.