Event Policies

HEALTH & SAFETY ATTENDANCE POLICY

The Business Group is committed to ensuring the safety, health and well-being of our members, guests, and colleagues. To promote a healthy convening environment, we ask all attendees to please stay home if they do not feel well.

We reserve the right to update this policy at any time should circumstances warrant or if necessary to comply with federal, state or local requirements.

REGISTRATION POLICIES

Registration and Use of Account. In order to attend the Conference or access certain features of the Conference, you may be asked to create a registration account. When creating your account, you agree to provide accurate and complete information. You may never use another user’s account without permission from Business Group on Health. You are solely responsible for the activity that occurs on your account. You agree to keep your account password secure and to notify Business Group on Health immediately of any breach of security or unauthorized use of your account. Business Group on Health has no liability for any unauthorized or prohibited use of your account.

Eligibility. The Annual Conference is open to Business Group on Health members and nonmember employers. Registration for representatives from health industry partner companies and others that are not Business Group on Health members will be available as space allows.

April 9 Employer-only Networking Activities, Best Employers Award Celebration and April 10 Employer-only Session Eligibility. The networking activities on April 9, including the Best Employers Celebration, and the Employer-only sessions on April 10 are open to employer registrants who are human resources and benefits professionals representing employers, with internal facing corporate HR, benefits, well-being or medical roles for their company’s employee benefits programs only. Health industry partner registrants may participate in the Annual Conference beginning with the Conference Opening Remarks and Keynote at 4:00 p.m. on April 10.

Passes for sponsoring companies. Sponsor passes must be used by a representative of the sponsoring member company and are not transferrable to employees of a subsidiary or a client. Employer Client Pass holders must be approved by the Business Group. Employer clients utilizing the passes must be individuals affiliated with one of the sponsor’s clients who have solely internal facing corporate HR, benefits, well-being or corporate medical roles for their company’s employees. Individuals who have client-facing roles, such as sales, marketing, business development or product responsibilities, are not eligible to use the sponsor’s Employer Client Passes. Employer Client Passes can be offered to both members and non-members of Business Group on Health and cannot be used by a representative of the sponsor company. The deadline for sponsor pass registration is March 4, 2024. After this date, passes will expire.

Registration Limits. Due to high demand for the Annual Conference, there is a limit of 3 registrants per company for health industry partner members and 1 registrant per non-member industry partner company. Non-member industry partners will be allowed to register space permitting. The limits do not apply to employer registrants who are human resources and benefits professionals representing employers, with internal facing corporate HR, benefits, well-being or medical roles for their company’s employee benefits programs.

Health Industry Partner Institute members (primary points of contact), sponsor and speaker passes and employer registrants do not count towards the three person per company limit for health industry partner registrants.

In an effort to accommodate its members, the Business Group reserves the right to selectively close registration to one or more of the registrant groups in response to demand.

Hotel Room Block. The 2024 Annual Conference room block at the JW Marriott Starr Pass Resort is available to registered conference attendees only. The 3 registrant per company limit for health industry partners applies to room block reservations also. An additional room block will be available at an alternate hotel once capacity is reached at the JW Marriott Starr Pass Resort. These terms apply to all room blocks.

Payment. Full registration payment is required to attend this event. Payment is due in full upon registering. All registration fees are in U.S. Dollars (USD). Individuals who are not employees of a Business Group on Health member company will be charged the non-member registration fee.

Employer Group Discount Policy. The Business Group is offering a 10% discount to employer member organizations registering three or more of their internally facing HR and benefits employees for the 2024 Annual Conference in one transaction. All three individuals must be from the same organization and registered online simultaneously with a single payment. Group discount cannot be combined with complimentary registrations or other discount offers and cannot be retroactively applied. Please contact us at registration@businessgrouphealth.org to take advantage of this offer. You will need to provide the names, titles and email addresses of the individuals you wish to register.

$300 Discount for Best Employers Award Winners and Employer Members of Business Group on Health Institutes. A $300 discount on the registration rate in effect at the time of registration is available for Business Group on Health employer members of the Cost & Delivery Institute, Global Institute and Well-being and Workforce Strategy Institute (1 primary contact per company only). 1 contact per 2024 Best Employers Award winning company is also eligible for the $300 discount. The discounted registration fee cannot be included in the Employer Group Discount and is non-transferable, except in accordance with our Substitution Policy. Employer Institute members (primary points of contact) and 2024 Best Employers Award winners must register individually for the conference.

CANCELLATION & REFUND POLICY

Cancellations must be requested via email to registration@businessgrouphealth.org. The refund eligibility is as follows:

• full refund less $250 admin fee 61+ calendar days in advance of the event (February 8, 2024)
• 50% refund 31-60 calendar days in advance of the event (March 9, 2024)
• No refunds or credits for a future event available within 30 calendar days of the 2024 Annual Conference

If Business Group on Health cancels the event due to unforeseen circumstances, registration payments received prior to the cancellation date will be credited towards attendance at a future Business Group on Health conference or summit. The credit must be used within one year or it is forfeited.

SUBSTITUTION POLICY

Once a registrant receives their personal registration confirmation for the event, it cannot be changed, substituted, or reissued to a different person, except in accordance with our Substitution Policy.

Substitutions are permitted prior to the event. Only one substitution is permitted per original registrant and substitutes must meet the event eligibility criteria. The individual submitting the substitution request is responsible for providing the updated contact information to registration@businessgrouphealth.org. Substitutes must meet the event eligibility criteria.

Institute Members (Primary Points of Contact) Substitutions. If the health industry partner institute member primary contact registrant cannot attend, the institute secondary contact may be substituted for their registration. Any other substitute would count towards the 3-person limit per company.

Employer institute member registrations may be substituted with another employer from the member company at the discounted rate.

PERSONAL INFORMATION AND RECORDINGS

Registration Information. Business Group on Health will handle your personal information collected during registration in accordance with its Privacy Policy. You agree that Business Group on Health may use your registration information to send you updates and surveys regarding the Conference. .

Attendees. You acknowledge and agree that other attendees at the Conference will be able to view your name, title and company name on the Conference app. When registering, all attendees will have an option to opt-in or out of sharing their contact information with Conference sponsors. If you opt-in to share your information, you authorize the Business Group to share your first and last name, title, company name and email address with Conference sponsors.

Recordings. By attending the Conference, you give your express consent to Business Group on Health and its agents to photograph and record the Conference in visual and audio media. You hereby irrevocably agree and consent that Business Group on Health has the right to record, transcribe, modify, perform, reproduce, display, distribute and transmit in any form and for any purpose your name, company name, voice, picture, photograph, portrait and other reproductions of your likeness (collectively, your “Image”) at the Conference in connection with any advertising or promotional content and materials, and for any other lawful purpose including by posting on public websites without any compensation to you. However, Business Group on Health is not obligated to make any use of your Image, or exercise any of the rights granted to it. You also agree that your Image may appear in photos of the Conference that are made available to you, other attendees of the Conference, and the public, and Business Group on Health may retain and distribute those photos.

If you do not wish to be photographed or filmed, please contact annualconference@businessgrouphealth.org.

Annual Conference sponsors, speakers and attendees are prohibited from audio or video recording at the conference.

MEDIA POLICY

Those requesting media registration must be currently employed or retained by a news organization and approved in advance by Business Group on Health. Media passes for freelance journalists will be considered on a case-by-case basis. Account representatives, sales executives and book authors do not meet the criteria for media registration. Audio recording is permissible when approved by presenters and Business Group on Health for note taking purposes only. Video recording is prohibited. The reproduction or transmission of recordings is strictly prohibited without the express written consent of Business Group on Health. If you have any questions regarding our media policy, please contact Marcia Greville, Director, at greville@businessgrouphealth.org.

CODE OF CONDUCT

Business Group on Health events are intended for education, networking and collaboration among attendees. The Business Group is committed to providing a safe, supportive and respectful event experience regardless of a person’s national origin, culture, race, abilities, sexual orientation, gender identity, political affiliation or religion. The Business Group expects attendees to communicate professionally and constructively, not make disparaging remarks about other organizations or attendees, and uphold the professional and educational purposes of the event whether in person or virtually. We expect cooperation from all participants to help ensure a safe environment for everybody. The Business Group reserves the right to bar any attendee who violates this Code of Conduct or of these Conference policies from attending future events.

Unacceptable behavior will not be tolerated. If you experience or notice others experience any of the above unacceptable behavior or have any other concerns, please contact Martha Shannon, Chief Financial Officer, at shannon@businessgrouphealth.org.