Terms & Conditions

Terms and conditions

The following attendee terms and conditions (these “Terms”) govern your registration and participation in BC Doctors of Optometry’s annual conference (the “Conference”). By clicking the "I accept" or "Submit" button during the registration process, or by attending or participating in the Conference in any capacity, you accept and agree to be bound by these Terms. You also represent that you have read and understood and agreed to these Terms, which form a legal contract between the BC Doctors of Optometry ("BCDO"), its affiliates, subsidiaries, agents and service providers and you, the registered attendee and/or participant (“you”).

 If you are registering on behalf of another person, it is your responsibility to ensure that the individual attending is aware of these Terms and accepts them, and by completing the registration you are warranting that you have made the attendee aware of these Terms and that they have accepted these Terms.


Fees

The applicable fees for attending the Conference (the “Fees”) are stated in Canadian dollars (CAD) and subject to a 5% Goods and Services Tax (GST), which will be added to the total amount payable. All Fees must be paid in full at the time of registration to confirm your participation. If payment is insufficient or declined for any reason, BCDO reserves the right to deny you entry to the Conference and does not accept liability for such refusal. Payment may be made as follows:

(a) Payment by Credit Card: Payments can be made securely using Visa or Mastercard. Charges will appear on your credit card statement as “BC Association of Optometrists”.

(b) Payment by Cheque: Cheques must be made payable to "BC Association of Optometrists" and must be mailed to the following address:

BC Doctors of Optometry,
121-10551 Shellbridge Way,
Richmond, BC V6X 2W8.


Early Bird Pricing and Draw

(a) Early Bird Eligibility

  • (i) Optometrists: If you are a current member of BCDO and register online through the Conference registration website by March 7, 2025, you qualify for early bird pricing for the Conference.
  • (ii) Optometric Assistants and Opticians: If you are an optometric assistant or optician employed by a BCDO member and register online through the Conference registration website by March 7, 2025, you qualify for early bird pricing for the Conference.

(b) Early Bird Draw

  • (i) Eligibility: All attendees who register for the Conference or before March 7 2025 will automatically be entered into a random draw (the “Draw”) for a small door prize (the "Prize"). If you wish to be entered into the Draw, qualify, your registration must be completed, and all applicable Fees must be paid by no later than March 7, 2025.
  • (ii) Prize Details: The type and number of Prizes are determined solely by BCDO. The Prize cannot be exchanged, transferred, or redeemed for cash. BCDO reserves the right to replace the Prize with something of equal or greater value if needed.
  • (iii) Notification: If your name is selected, you will receive an email with instructions on how to claim your Prize. Please make sure your contact information is correct at the time of registration. If you do not respond within the time stated in the email, your Prize may be forfeited.
  • (iv)  BDCO’s Discretion: BCDO reserves the right to modify or cancel the Draw or Prize at any time without prior notice. If the draw is canceled, BCDO will have no liability for any related costs or expectations. BCDO’s decisions about the Prize program are final.


Attendee Cancellation Policy

To cancel your registration, you must notify BCDO by email to conference@optometrists.bc.ca. Cancellations received on or before March 28, 2025 will qualify for a full refund of the registration Fees. Cancellations submitted after March 28, 2025, are not eligible for any refund. Refunds will be processed within a reasonable time from receipt of the cancellation request. Refund eligibility is based on the date the written cancellation is received, not the date the cancellation is sent.


Course Registration & Attendance

  • Registration and Admittance: In-person courses are subject to room capacity limits, and admittance is determined on a first-come, first-served basis which shall be determined at the time of your registration. You must wear your name badge provided at registration, and your badge must be clearly visible for entry into any in-person course.
  • Attendance and CE Credit Verification: You are required to scan your badge upon entry and exit to verify full attendance and to electronically record Continuing Education (“CE”) credits. Partial attendance will not qualify you for CE credit.
  • Minimum Attendance Requirement: You must attend a minimum of 50 minutes for every hour of course time to qualify for CE credits. Full attendance is required for all courses. For instance, in a two-hour course, you must attend the entire two hours to earn credit. If you attend only one hour of a two-hour course, no credit will be awarded.


Evaluation & Continuing Education Credits

Optometrists

You will be asked to complete a course evaluation for each session you attend. Evaluations will be sent to you by email at the end of the Conference. Your CE certificates will be emailed to you within six to eight (6–8) weeks after the Conference. If you provided your OE Tracker number during registration, your credits will also be submitted to ARBO. Please allow four to six (4–6) weeks for ARBO to process the OE Tracker submissions. It is your responsibility to provide the correct OE Tracker number when registering. While BCDO uploads the credits to OE Tracker, you should retain your certificate, as maintaining your continuing education records for reporting to your college or licensing authority is your responsibility.

Optometric Assistants & Opticians

You will be asked to complete an evaluation for each session you attend. The evaluations will be sent to the email address you provided at registration at the end of the Conference. CE verification certificates will be sent to you by email or made available on the Conference website within 6–8 weeks after the Conference. It is your responsibility to file your CE credits with your college or licensing authority. You must retain your CE certificate, maintaining your continuing education records for reporting purposes remains your responsibility. 


Course Notes

Course notes, if provided by session speakers, will be accessible through the Conference web platform or mobile app at the beginning of the Conference. You are encouraged to download or review these notes prior to attending sessions. If you encounter any issues accessing the course notes or require assistance with the web platform or app, please contact the Conference support team at conference@optometrists.bc.ca. Please note that not all sessions may include course notes, as their availability depends on the speaker. Course notes, where provided, are intended for personal use only and may not be shared, distributed, or reproduced without the speaker’s explicit permission. 


Security and Property

 BCDO reserves the right to take any security measures that it deems necessary to increase the safety of attendees and exhibitors, which may be implemented without prior notice. You should not leave bags or other property unattended. Any unattended property may be removed from the Conference venue at BCDO’s discretion, and BCDO will not be responsible for any loss or damage of any kind resulting from such removal.


Health and Safety Protocols

BCDO will comply with all BC Ministry of Health guidelines, as appropriate, in addition to national and local guidelines to ensure a safe, controlled environment for everyone. As an attendee, you expressly agree to fully comply with applicable health and safety measures and protocols for attendance at the Conference. 


Event Conduct

BCDO reserves the right to refuse admission to, or to eject, any person whose conduct is disorderly, disruptive, harassing, vulgar, obscene, indecent, defamatory, hateful, or otherwise offensive. This includes, but is not limited to, conduct involving disparaging statements or opinions regarding race, gender, or ethnic background, or any failure to follow BCDO’s rules or directions. Such determinations will be made solely at BCDO’s discretion.


Changes to Event

The Event schedule and speakers is subject to change without notice. BCDO does not guarantee the attendance of any speaker, or that any scheduled event will take place. BCDO will not be liable and no reimbursement will be made in the Conference of a cancellation or modification of times, dates, sessions or speakers. BCDO recommends you visit the Conference website for speaker and schedule changes as well as other important updates.  


Cancellation of Event

BCDO reserves the right to cancel the Conference by providing email notice to you at least twenty-one (21) calendar days before the first day of the Conference for any reason. Additionally, if, in the sole opinion of BCDO, the venue becomes unfit or unavailable for occupancy, or if the Conference is substantially interfered with due to circumstances beyond BCDO’s control—including, but not limited to, picketing, strike, embargo, injunction, act of war, act of God, fire, or actions by provincial or federal government agencies—BCDO may cancel the Conference at any time. 

BCDO’s liability is strictly limited to a refund of the Fees already paid by you at the time of cancellation. Any additional costs incurred by you, such as airline tickets, hotel accommodations, or penalties, are solely your responsibility and will not be reimbursed by BCDO.


Event Materials

You acknowledge and agree that all event materials, documents, and any other literature provided before or during the Conference (“Materials”) are the sole and exclusive property of BCDO, its speakers, and/or its licensors. You further agree that copying or redistributing the Materials, in whole or in part, is strictly prohibited unless explicitly authorized in writing by BCDO.


Recording and Broadcasting Restrictions

You are strictly prohibited from creating or sharing any unauthorized audio, video, or photographic recordings of Conference sessions, presentations, or activities. This includes, but is not limited to, live streaming, rebroadcasting, reproducing, or distributing content in any format, whether digital or physical. All Conference materials, including presentations, slides, and session content, are protected by copyright and may not be reproduced, distributed, or shared without the explicit written consent of both the speaker and BCDO. Any violation of this policy may result in your immediate removal from the Conference and potential legal action. If you have any questions about this policy or need to request specific permissions, please contact BCDO at conference@optometrists.bc.ca


Consent to Photography, Audio, and Video Recording

By attending the Conference, you agree that you may be photographed, audio-recorded, or video-recorded by BCDO or its authorized representatives during any part of the Conference. These recordings may capture your image, likeness, voice, and name, whether individually or as part of a group. You provide your irrevocable consent to BCDO to use these recordings for lawful purposes, including promotional materials, educational publications, online courses, Event documentation, online platforms, and social media channels. These recordings may be used without further notice or compensation to you. By participating in the Conference, you waive any right to inspect, approve, or restrict the use of recordings or materials in which your image or likeness appears. Furthermore, you release and hold harmless BCDO and its representatives from any claims, liabilities, or damages arising from the lawful use of such recordings as described above.


Delegate Information Sharing Policy

When you register for an industry-supported event, such as CE sessions, lunches, or receptions, your first and last name will be shared with the Conference sponsors after the Conference. Additionally, our Diamond Corporate Partners will receive a complete list of the first and last names of all delegates following the Conference. If you select “Yes” during registration to share your complete information with sponsors, only those who opt in will have their full details, such as contact information, provided to the sponsors. For all other delegates, only your first and last name will be shared.


ASSUMPTION OF RISK AND RELEASE OF LIABILITY

YOU UNDERSTAND THAT PARTICIPATION IN THE EVENT IS VOLUNTARY AND CARRIES WITH IT CERTAIN INHERENT RISKS THAT CANNOT BE ELIMINATED REGARDLESS OF THE CARE TAKEN TO AVOID INJURIES. BY ATTENDING THE CONFERENCE, YOU ACKNOWLEDGE THESE RISKS AND VOLUNTARILY ASSUME THEM. YOU HEREBY AGREE TO INDEMNIFY, RELEASE AND HOLD HARMLESS BCDO, ITS OFFICERS, DIRECTORS, EMPLOYEES, VENDORS, PARTNERS, AGENTS AND CONTRACTORS FROM ANY AND ALL ALLEGED AND/OR ACTUAL LIABILITY, CLAIMS, ACTIONS, LAWSUITS, DAMAGES AND LOSSES OF ANY KIND, INCLUDING ATTORNEY'S FEES, WHICH ARISE OUT OF OR RESULT FROM YOUR ATTENDANCE AT AND PARTICIPATION IN THE CONFERENCE AND ANCILLARY ACTIVITIES, INCLUDING BUT NOT LIMITED TO PROPERTY DAMAGE AND PERSONAL INJURIES, ILLNESS, DEATH OR OTHER PHYSICAL LOSS, WHETHER OR NOT FORESEEABLE. 


Electronic Communication

By registering for the Conference, you provide your express consent to receive electronic communications from BCDO. These communications may include information related to the current conference, updates on future conferences or other events, and other relevant organizational activities. You may withdraw your consent to receive such communications at any time by following the unsubscribe instructions included in our emails or by contacting BCDO at conference@optometrists.bc.ca


Privacy Policy

BCDO is committed to protecting your personal information. By registering for the Conference, you agree to the collection, use, and disclosure of your personal information in accordance with these Terms and our Privacy Policy. For details about how we handle your personal information, including your rights and how to contact us, please review our full Privacy Policy available here.


Amendments

Any matters not specifically covered by these are subject to BCDO’s discretion. BCDO may, on its sole authority, make reasonable changes, amendments, or additions to these Terms, which shall be binding on you. BCDO may adopt, amend, or revoke rules at any time upon notice to you, and these rules will be considered part of these Terms. You agree to comply with any such rules or regulations once communicated. 


Governing Law and Dispute Resolution

These Terms shall be exclusively governed by and shall be construed and interpreted exclusively in accordance with the laws of the province of British Columbia and the federal laws of Canada applicable therein.


Entire Agreement

These Terms represents the entire agreement between the parties concerning the subject matter and supersedes all prior or contemporaneous communications, whether written or oral.

conference@optometrists.bc.ca

10551 Shellbridge Way #121,
Richmond, BC V6X 2W8

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