Promax Virtual Experience Code of Conduct

Promax is committed to providing a safe, productive, and welcoming environment for all Promax Virtual Experience participants and Promax staff. All participants, including, but not limited to, attendees, speakers, volunteers, exhibitors, Promax staff members, service providers, and all others are expected to abide by this Virtual Experience Code of Conduct. This Policy applies to all Promax meeting-related events, including those sponsored by organizations other than Promax but held in conjunction with Promax events, on public or private platforms.

Promax has zero-tolerance for any form of discrimination or harassment, including but not limited to sexual harassment by participants or our staff at our meetings. If you experience harassment or hear of any incidents of unacceptable behavior, Promax asks that you inform either Stacy La Cotera, General Manager & Executive Producer at, or Ron Casa, Director of Operations at so that we can take the appropriate action.

Unacceptable Behavior is defined as:

  • Harassment, intimidation, or discrimination in any form.
  • Verbal abuse of any attendee, speaker, volunteer, exhibitor, Promax staff member, service provider, or other Promax guest.
    • Examples of verbal abuse include, but are not limited to, verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin, inappropriate use of nudity and/or sexual images in public spaces or in presentations, or threatening or stalking any attendee, speaker, volunteer, exhibitor, Promax staff member, service provider, or other meeting guest.
  • Disruption of presentations during sessions, in Ask Me Anythings, or at other events organized by Promax throughout the Promax Virtual Experience. All participants must comply with the instructions of the moderator and any Promax Virtual Experience staff.
  • Presentations, postings, and messages should not contain promotional materials, special offers, job offers, product announcements, or solicitation for services. Promax reserves the right to remove such messages and potentially ban sources of those solicitations.
  • Participants should not copy or take screenshots of Q&A or any chat room activity that takes place in the virtual space.

Promax reserves the right to take any action deemed necessary and appropriate, including immediate removal from the Promax Virtual Experience without warning or refund, in response to any incident of unacceptable behavior, and Promax reserves the right to prohibit attendance at any future events, virtually or in person.

Refund & Cancellation Policy

Promax registration fees are non refundable. All Credentials are the sole property of Promax. Promax may, in its sole discretion and at any time, cancel, revoke, or refuse from any individual or company the following: Credentials, purchases, and/or hotel reservations made through Promax. Promax will not issue refunds for Credentials that have been revoked.

  1. It may be necessary for reasons beyond our reasonable control including, without limitation, acts of God, severe weather, fire, explosion, travel-related problems, military or terrorist acts (or threats of any such acts), any industrial action or widespread illness to cancel or alter the advertised content, timing and/or location of the event.
  2. We reserve the right to do this at any time. We shall not be liable to you for any cost or other expenses (including, without limitation, wasted costs and expenses) incurred by you and/or your delegate(s) as a consequence (including, without limitation, credential fees and travel and accommodation expenses).
  3. Unused Credentials have no monetary value and cannot be credited to future years or events.
  4. Lost or stolen Credentials will not be replaced. In the event Credentials are lost or stolen, new Credentials must be purchased at the lost badge fee for a Participant’s continued access to the Events, including, without limitation, event space, parties and conference content.
  5. Use of a Credential by anyone other than the authorized individual will result in revocation of the Credential without a refund.
  6. We will change the Participant name on a Credential up to (7) days prior to any Promax-related event for a processing fee of $225 per Credential (based on the required Professional membership and the person works at your company). Name changes will not be made after a Credential has been issued.

Promax Code of Conduct

All persons attending Promax events in any capacity are expected to adhere to the Promax Code of Conduct below. Questions about the Promax Code of Conduct may be directed to

Promax is committed to providing a harassment-free conference for everyone. Promax does not tolerate abusive behavior or harassment of any nature, towards anyone, including attendees, guests, speakers, Promax and production staff, and venue staff and contractors. Anyone found to be violating our Code of Conduct will be expelled from the Conference by the organizers without a refund, and will be banned from participating in any Promax activities in the future, including, but not limited to: conferences, awards, parties, networking events, programs, and membership.

Harassment includes deliberate intimidation, stalking, following, offensive verbal comments related to race, religion, ethnicity, national or regional origin, gender identity, gender expression, age, socio-economic status, sexual orientation, physical abilities, physical appearance, body size, and military service, harassing photography or recording, sustained disruption of conference activities, sexually explicit imagery in public spaces, inappropriate physical contact, and unwelcome sexual attention.

Anyone asked to stop any harassing behavior is expected to comply immediately. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of conference staff immediately by finding a staff member in the rear of all session rooms or at the registration desk.

Conference staff are available to help attendees contact venue security or local law enforcement, or otherwise assist those experiencing harassment to feel safe at the conference.

Letter of Invitation/Visa Policy

The guidelines for providing visa invitation letters are as follows:

Visa letters should only be issued to:

  • Speakers/Presenters
  • Committee members
  • Attendees who have paid their registration fee in full (verify that the payment has been received before providing a letter)
  • Exhibitors who have paid their exhibitor/patron package fee in full

Visa invitation letters should state these facts:

  • Conference title, dates, and location
  • That the requester has paid the required registration fee in full
  • The requester’s role at the conference

Please email Anush Payaslyan at to request visa documentation.

Policy subject to change. Please check back regularly.