Attendee Policies

By registering for the 2025 ASTRO Annual Refresher Course (hereafter referred to as “Annual Refresher Course” or “Virtual Event”) you acknowledge your registration and participation are subject to these Annual Refresher Course Attendee Policies, including the Event Code of Conduct and Registration Policies, which are included below and incorporated herein by reference (collectively as “Annual Refresher Attendee Policies”), as well as ASTRO's Terms of Use and Privacy Policy.

REGISTRATION POLICIES

CANCELLATION POLICY

• Cancellation of registration on or before March 21, 2025, INCLUDES canceling access to the 2025 ASTRO Annual Refresher Course virtual event, 2025 ASTRO Annual Refresher Course OnDemand, ASTRO Academy Add-on(s) (if not accessed) and eContouring sessions/training tool.
• If you cancel after March 21, 2025, no refund will be provided. However, you will still have access to the Refresher Course onDemand, eContouring sessions/training tool and ASTRO Academy Add-on(s) if such add-ons were purchased during registration. For more information on the onDemand and other add-on courses, visit the Annual Refresher Course website.
• Registration fees are not transferable.

CANCELLATION and REFUND DEADLINE

• Cancellation Deadline: Cancellations must be submitted in writing to [email protected] by March 21, 2025, to qualify for a refund.
• Refund Policy: If your cancellation is received by the deadline of March 21, 2025, a full refund minus a $100 cancellation fee will be processed. Refunds will be processed 30 days after the conclusion of the meeting. 
• No-Show Policy: No refunds will be provided for registrants who do not attend the meeting and do not notify us in advance. 

SPECIAL ASSISTANCE
ASTRO is committed to making the Annual Refresher Course accessible to all individuals. If you have a disability as identified in the Americans with Disabilities Act (“ADA”), and need assistance, please contact us, either at the ASTRO Headquarters (703-502-1550) or by emailing ASTRO's meetings department with the subject line: “Special Assistance.”

CANCELLATION STATEMENT
ASTRO reserves the right to cancel this Annual Refresher Course and any events linked to the course due to unforeseen circumstances. Refunds will be provided at ASTRO’s sole discretion. Cancellation by attendees is addressed in the Registration Policies above.

EQUAL OPPORTUNITY STATEMENT
ASTRO is committed to fostering an inclusive and equitable environment for all participants. We strive to ensure that our meeting provides equal opportunities for all attendees, regardless of race, ethnicity, gender, sexual orientation, disability, age, religion, or any other characteristic protected by law. 

REGISTRATION PRIVILEGES

1. Registrations are for the specific individual registered and are not transferable.
2. False certification of individuals as paid Annual Refresher Course attendees, misuse of login information or any method of assisting unauthorized persons to gain access to any Annual Refresher Course content is prohibited.
3. Inappropriate or unauthorized conduct, or unauthorized access to or use of content or information related to the Annual Refresher Course, including but not limited to its sessions, faculty or attendees, are prohibited.

ASTRO EVENT CODE OF CONDUCT
ASTRO is committed to providing a professional, collegial, safe and respectful environment for all aspects of the Annual Refresher Course. Attendees agree that they will conduct themselves professionally, demonstrate respect for other attendees at all times, and comply with all applicable laws, regulations and rules, as well as these Attendee Policies. Attendees may not engage in any demonstrations or other behavior that ASTRO in ASTRO's discretion deems potentially disruptive to the conduct of the meeting or that infringe on the rights or safety of others, or that ASTRO deems potentially disruptive to the conduct of the meeting. 

All attendees must always adhere to the ASTRO Event Code of Conduct which states:

“ASTRO’s culture and Code of Conduct is based on trust, mutual respect and high standards of professional conduct and ethics. We rely on the good judgment of our members, attendees and staff to comply with the law and act with integrity in all situations. We have zero tolerance for sexual or any other type of harassment or unprofessional conduct in the workplace or at any ASTRO event.

All participants in ASTRO events – both in person and virtual – are expected to show respect for and honor the dignity of all individuals regardless of race, ethnicity, national origin, age, religion, ability, gender identity and expression, sexual orientation or personal characteristics. ASTRO encourages members or attendees to identify and report to the proper authorities any colleague who engages in inappropriate, unprofessional or unsafe activities.”

Violations of the ASTRO Event Code of Conduct are determined by ASTRO in its sole discretion and any participants violating these rules may be subject to: expulsion from the Annual Refresher Course without obligation on the part of ASTRO to refund any fees, ineligibility for attendance at future ASTRO Meetings, possible referral to appropriate authorities, and other consequences at the discretion of ASTRO. Any person who is dismissed from the Virtual Event may request that ASTRO review the matter, provided, however, that the individual understands that such dismissal will be effective immediately and will continue until and unless ASTRO issues an updated decision that would allow participation, subject to any conditions prescribed.

If you have any concerns about conduct at an ASTRO event, please email [email protected].  

ACCESS TO YOUR PERSONAL INFORMATION

GENERALLY
Your registration and participation information are being used by ASTRO in various ways to facilitate meeting operations. ASTRO's Annual Refresher Course, including registration and use of any personal information obtained, are governed by ASTRO’s Annual Refresher Course Attendee Policies, Terms of Use and Privacy Policy.

RECORDING, REPRODUCTION AND REUSE PROHIBITED
Copyright of all aspects of the Annual Refresher Course, including recordings and/or reproductions of sessions, programs, presentations, discussions and other scheduled events ("Annual Refresher Content") -is owned by ASTRO. ASTRO reserves the rights to all Annual Refresher Content, including to digitize, modify, alter, edit, adapt, create derivative works, display, publicly perform, exhibit, transmit, broadcast, reproduce, exploit, sell, rent license, otherwise use, and permit others to use such Annual Refresher Content. Photographing, filming, taping, recording or any form of capture or reproduction in any medium of any aspect of the Virtual Event, including, but not limited to the programs, presentations, material, sessions, discussions, faculty and attendees at the Annual Refresher Course or on the Virtual Event platform are strictly forbidden without written authorization from ASTRO.

NON-SOLICITATION RULES
All meeting attendees are prohibited from soliciting business from other attendees in any Virtual Event space.

AMENDMENT TO ATTENDEE POLICIES
Any matters not specifically covered by these Attendee Policies shall be subject to ASTRO’s sole discretion. ASTRO may, at any time, amend or add further policies, and all amendments and/or additions made shall be binding on all attendees equally along with the foregoing Annual Refresher Course Policies.