Terms & Conditions

Terms & Conditions

Any SATW member, spouse/spouse equivalent, speaker, guest, or employee who attends any SATW-sponsored trip or activity agrees to the terms and conditions as follows by virtue of his/her participation and by signing the printed or online registration form. Only members and accompanying spouses/spouse equivalents (who must be registered) are permitted to attend SATW conventions. Other family members, friends, and business colleagues are not permitted. Members’ children under the age of 18 may stay in an assigned core-convention hotel room, as long as they have a babysitter to supervise them. Children and their babysitters are not allowed to participate in any convention activities whatsoever. Only delegates with appropriate delegate badges will be admitted to SATW events during the convention.

Deposit and Payment Terms

Deposits and payments are due as per deadlines. Failure to pay promptly may result in losing one’s place on a “first-come, first-served” list. Denial of participation may result if final payment is not received by the deadline. Late payment penalties may be imposed by SATW. SATW members are responsible for all payments for themselves and their spouse/spouse equivalent. The member’s membership privileges to attend chapter and council meetings and the annual Society convention will be suspended until full payment is received by SATW.

Gratuities and Personal Expenses

Tips will be collected on all pre- and post-tours, full-day and half-day tours by the designated Tour Captain. The tip benefits both the guide and driver. Questions about tipping while on SATW-sponsored trips are to be directed to the Tour Captain, the SATW convention committee, or an SATW-assigned liaison—never to the local guide or driver.

SATW members are responsible for all personal charges: room service, minibar purchases, telephone calls, faxes, laundry service, Business Center expenses, personal bar tabs, and any extra services.

Alcoholic Beverages

Hosts of SATW events are invited to offer alcoholic beverages to attendees. Hosts and/or SATW reserve the right to deny alcoholic beverages to any person(s). At certain events, participants may be required to pay for their alcoholic beverages.

Program Participation

It is both extremely rude and unprofessional not to participate in any event that hosts/members/guests are expected to attend. Serious and/or persistent no-shows may be liable for ethics violations. No refunds will be considered for any no-show.

Members should not make special requests of the hosts. Questions, including story-gathering requests that require changes in or the addition of arrangements not on the program, should be directed to SATW and not to the hosts.

SATW members, convention sponsors, invited guest speakers, or anyone affiliated with the Society’s annual convention are prohibited from offering hospitality and/or scheduling any activities that conflict or interfere with official convention program events/activities.

Liability

As a courtesy to its members, speakers and guests, SATW acts in the capacity of liaison with the hotels and/or tour operators named in the itinerary and program. SATW is not responsible for their acts or omissions, delays, losses, injuries, inconveniences, cessation of operations, bankruptcies, acts of God, and other uncontrollable events. SATW does not own, manage, control, or operate any transportation vehicle, hotel, restaurant, or other supplier of services. Independent third parties provide transportation, accommodations, sightseeing, meetings, and other services. All arrangements with such independent contractors are made solely for the convenience of SATW members, guests, and employees and are undertaken at the risk of the SATW participant.

All participants release SATW and all of their partners and affiliates from any claims for loss or damage to baggage or property, or for personal injuries or death, or for any loss from delay arising out of the acts, omissions, or negligence of any independent contractors, including, but not limited to, air carriers, hotels, excursion providers, restaurateurs, transportation providers, or medical providers. Each SATW participant agrees to indemnify SATW and all of their partners and affiliates for all penalties, charges, losses, or expenses incurred by virtue of any act, omission, or violation of law by the participant. Participant will also indemnify SATW for any reasonable attorneys’ fees and expenses that SATW may incur by reason thereof. SATW and its agents do not assume and expressly disclaim responsibility for any claim, action, cause of action, injuries, losses, or damages arising from the actions of third-party contractors supplying services.

Personal Property

SATW and all of their partners and affiliates are not responsible for any theft, loss, pilferage, and/or damage to any participant’s personal property. Additional suppliers such as hotels print and/or post the limit of their respective liability to passengers/guests.

Denied Travel Privileges

Under extraordinary circumstances, such as illegal activities or gross violations of the SATW Code of Ethics, SATW may decide to terminate the convention privileges of a participant without refund at any time of the trip. That participant is fully responsible for all expenses incurred, including, but not limited to, lodging, meals, return transportation, and other related expenses.

Itinerary or Program Changes

It is the responsibility of the participant to be on time for scheduled tours, events, and programs. SATW participants are reminded that sometimes unforeseen circumstances require an itinerary or program change. Participants who have comments or needs should address them to the SATW convention committee or SATW Tour Captain. SATW is not responsible for changes made by suppliers, but will attempt to work out a solution if comments or complaints are brought to the attention of the SATW convention chairs, convention committee, or SATW liaison in a timely and professional manner.

Claims and/or Complaints

Claims and/or complaints that cannot be resolved on the spot must be submitted in writing to SATW. SATW participants should always go to the convention chairs or SATW liaison and not to the host with any complaints or claims on a trip. Claims for lost or damaged baggage should be made directly with the hotel, transportation company, etc.

Errors

Every effort is made to ensure that the program for SATW events is accurate. However, SATW is not responsible for typographical errors or omissions. Each communication sent by SATW/host regarding a trip supersedes any information that precedes it. It is the responsibility of the participant to rely upon latest information provided via regular mail, e-mail, or phone.

SATW Policies for 2015

Only a registered delegate may attend SATW events and functions during this convention. Delegate badges will be checked at the door of all events.

SATW reserves the right to deny convention registration to any non-member.

Convention Cancellation Policy

Cancellations during July will be assessed $50 fee; cancellations during August will be assessed $150 fee; no refunds for cancellations after September 1, 2015. All cancellations must be received in writing by the SATW Convention Registrar. Exceptions will be made only for documentable, serious medical emergencies or death of a member or someone in the member’s immediate family (e.g., spouse, spouse equivalent, child, parent, sibling, grandchild, grandparent). In these instances, the member will receive a full refund minus applicable penalties. A note from the attending physician is required stating they are unable to travel due to medical reasons. The approval of the refund exception must be made by the SATW President, or in his/her absence, the SATW President Elect. Any appeals by a member will be reviewed by the Executive Committee and a final decision will be issued within 60 days. SATW strongly recommends that members purchase optional trip insurance for cancellation, interruption, illness, injury, and baggage loss or damage.

SATW’s Code of Conduct

Each new member of the Society will sign the following pledge as part of the application process, and thereafter each member will sign this pledge when renewing his or her membership.

Pledge

As a member of SATW, I pledge to adhere to the Code of Conduct in its entirety. This includes, but is not limited to, my participation in SATW meeting functions, programs, events and meals, and the online forum.

I understand that failure to conduct myself in a professional manner can be considered a violation of the Code and is subject to review, with possible penalties, as outlined in the Code.

  1. Program Participation

Members, their spouses or spouse-equivalents as well as invited guests, sponsors and speakers—hereafter collectively called “delegates”—attending SATW meetings and associated programs, tours, trips and events are expected to participate in all activities for which they registered. If a delegate must cancel, he/she shall be expected to notify the host as soon as possible.

Any delegate missing two or more scheduled activities for which they are registered without giving prior notification to the host may be liable for Code of Conduct violations. No refunds will be considered for any “no-show.”

Any delegate having a concern that would require changes to the schedule of events should direct this matter, as early as possible, to SATW officials and not to the hosts. This would include any changes desired in order to gather information or images for stories.

Delegates, including convention sponsors, are prohibited from offering hospitality and/or scheduling any additional activities during periods when official convention program events/activities are planned.

  1. Itinerary or Program Changes

It is the responsibility of all delegates to be on time for scheduled tours, trips, events and programs, and to be ready to accept unforeseen changes in itineraries or programs. Delegates who have comments or special needs should address them to the SATW Convention Chair or to the SATW Tour Captain.

  1. Respecting Local Customs

Delegates shall not violate or ignore local regulations, customs and personal wishes of potential subjects in order to take images.

  1. Online conduct

SATW members agree to apply civility and common sense to comments they post on any SATW sanctioned community, including forums and social media channels such as Facebook. This precludes use of personal attacks, libelous commentary, harassment and threats, profanity, etc.

Promptly upon receiving notice of a post that violates these standards, the Community Coordinator shall take down that post. The Community Coordinator shall document each such violation.

In the event of three violations by a member, the Ethics Committee will be notified and provided with the reports. The Committee can decide an appropriate sanction, if any, including but not limited to a ban from SATW forums and social media channels or dismissal from the Society.

Any further violations by the same member will be reported to the Ethics Committee and will be grounds for sanctions at its discretion.

Avatars/photos uploaded to SATW’s forums should only contain images appropriate for a general audience. If an Avatar/photo is flagged as inappropriate, the Community Coordinator will request that the user change the problematic image. If changes are not made within seven days, the account will be suspended until it is completed.

SATW Community Guidelines

Comments should always be:

  • Thoughtful
  • Considerate
  • Concise

Comments should not contain:

  • Name calling or personal attacks
  • Attacks on members’ professional credentials
  • Libelous commentary
  • Harassing or threatening statements
  • Profanity and vulgarity (explicit or implied)
  • Off-topic comments
  • Advertising or shameless plugs
  • Comments inciting violence or illegal activities
  • Comments that impose political views/beliefs on others

Guidelines for avatars/photos

Avatars/photos should not:

  • Contain nudity or offensive gestures
  • Promote hate, violence, or illegality
  • Impose political beliefs on others
  • Advertise companies, goods, or services
  1. Alcoholic Beverages

At SATW events where alcohol is offered, hosts and/or SATW officials have the right to deny such beverages to any person. Delegates are expected to drink responsibly and to adhere to all applicable laws and/or restrictions related to the consumption of alcohol. Delegates shall not become manifestly impaired by alcohol—that is, shall not be disruptive, disorderly, unreasonably loud or offensive.   At some functions, delegates may be required to pay for alcoholic beverages.

  1. Claims and/or Complaints

SATW is not responsible for changes made by hosts/suppliers, but it will attempt to work out the best solution if comments or complaints are brought to the attention of the SATW Convention Chair or SATW liaison in a timely and professional manner.

Such matters that cannot be resolved at the time of, or immediately following a complaint must be submitted in writing to SATW.

  1. Penalties for Violations to the SATW Code of Conduct

If a delegate’s failure to follow these guidelines occurs at any SATW function and is reported to one of the following:

  • Meeting/Convention chair
  • Chapter or Council chair
  • Society President
  • Tour Captain

that official can question the delegate about this incident. If the Society official is satisfied that a violation of the guidelines has taken place, the official is empowered to prohibit the delegate from taking part in any further activity during that event. The official shall then file a reasonably detailed, written, report with the Society’s Executive Director.

In extraordinary circumstances, such as suspected illegal activities, gross violations of the SATW Code of Ethics, or for reasonable cause, the host or SATW Liaison shall have the power to immediately terminate a delegate’s participation in the activity or event and the matter shall be referred to the Ethics Committee. That participant will be responsible for all expenses incurred for the event or trip as well as his/her transportation home.

If a suspected Code of Conduct violation is reported to an SATW officer after the function has concluded, the matter shall be reported to the Code of Conduct Committee. That panel shall investigate the complaint, seeking witnesses and, if warranted, seeking a response from the accused member. The committee shall evaluate the evidence and decide any penalty. The committee can seek guidance from the Society’s Executive Committee.

If three Code violations by one member are reported to the Executive Director, the Ethics Committee will be notified. Its members are then to consider the written reports. The Committee can decide to prohibit the member from taking part in further Society events, for a period to be determined by the Committee.

Any further violations by the same member will be reported by the executive director to the Society’s Executive Committee. That body can consider these matters as grounds for dismissal from the Society.

Non-member delegates to SATW meetings or other functions reported to have violated the Code of Conduct may be barred from attending future SATW meetings or functions, at the discretion of SATW’s President or the Meeting Chair. SATW reserves the right to deny convention registration to any non-member for any reason.

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