Meeting Policies for Inside the APA Labs

Cancellation & Refund Policy

We understand that plans can change. To support flexibility while ensuring fairness, APA Labs offers the following cancellation terms for Inside the Lab event:

  • Full refund available for cancellations made on or before September 15, 2025 (45 days prior to the event start date).
  • Cancellations made between September 16 and October 17, 2025, will receive a 50% refund.
  • Cancellations made on or after October 17, 2025 are non-refundable.

This policy applies only to Inside the Lab in-person registration and does not apply to any other reservations made related to the event, such as hotel accommodations, and transportation.

How to Cancel

To request a cancellation, email apalabs@apa.org with your registration details. Refunds will be processed within 10 business days.

Refunds for payments made by credit card will be processed immediately; however, it may take up to 30 days for the credited amount to be reflected in your account statement by your bank provider. Refunds for other payment types will be issued by the APA Labs Accounts Receivable department as soon as invoices are finalized.

Health and Safety

I understand and assume the risk of becoming exposed to or infected by COVID-19 or other illnesses to and from and during and after the APASI event(s) that may result from the actions, omissions, or negligence of others who may participate in the APASI event or APASI event related activities, or visitors, vendors, presenters, or others.

I agree not to attend APASI events if I feel ill (for any reason, including COVID-19) or if my attendance may jeopardize the health of those with whom I come into contact at the APASI event. Moreover, I will immediately stop participating in the APASI event(s) if, once at the event, I have a temperature and am experiencing COVID-19-like symptoms.

The health and safety of our in-person APASI participants remains our highest priority. APASI seeks to minimize the risk of infection exposure, including COVID-19 and its variants, by establishing health and safety protocols.

These health and safety protocols may be modified at any time based by APASI based on its professional judgment about how best to protect the health and safety of the APASI participants. Such changes will consider CDC and WHO guidance, emerging scientific evidence, and existing venue rules and APASI policy. APASI’s health and safety protocols will be based on federal, state, and local regulations, with APASI setting its own protocols based on the aforementioned input.

APASI will no longer require proof of vaccination status to attend its events and programs. Nor will it be offering rapid tests. Rather, APASI expects attendees to take responsibility of themselves following guidance from the WHO and CDC on measures to reduce infection from COVID-19 and to protect against severe complications. APAIS strongly encourages COVID vaccination and boosters, as vaccines are proven to prevent the threat of critical illness. APASI also strongly encourages attendees to get an annual flu shot to further reduce the threat of illness.

An event participant’s failure to follow the above APASI health and safety guidance may result in loss of entry to APASI events and programs, including forfeiting paid registration and/or fees and access to future APASI events.

APASI may change the above health and safety protocols at any time. It is the responsibility of event registrants to regularly check the APASI event website and carefully read all APASI event-related correspondence, electronic or otherwise, that may include updates about health and safety protocols.

Meeting Code of Conduct

APASI is committed to fostering a welcoming and collegial community at APASI events to ensure that all participants may participate in a safe and productive environment. Individuals should exercise consideration and respect at all APASI meetings and social gatherings related to or in conjunction with APASI functions, including receptions and dinners. The purpose of the code is to protect participants in APASI sponsored or co-sponsored events from harm.

This policy applies to all APASI event participants and APA staff. A non-exhaustive list includes meeting attendees, guests, vendors, exhibitors, and presenters.

Examples of unacceptable behavior include but are not limited to

  • Promoting or participating in harassment, bullying, discrimination, or intimidation on-site, online, and/or on social media.
  • Physical, verbal, written, or other forms of abuse of any attendee, speaker, volunteer, exhibitor, staff member, service provider, or other guest.
  • A non-exhaustive list of examples of abuse includes verbal conduct related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin, socioeconomic class or other protected categories under an anti-discrimination law; inappropriate use of nudity and/or sexual images in public spaces or in presentations.
  • Threatening or stalking in-person or online.
  • Disrupting, disallowing or interfering with the participation by others.

In addition, meeting attendees may not:

  • Engage in conduct that could harm another’s privacy or professional reputation, including:
  • Defamation
  • Criminal offense
  • Conflict of Interest
  • Recording of presentations without written consent of APASI;
  • Promoting or selling of products/services offered by speakers, vendors, industry partners, or consultants except in APA-designated exhibit space (virtual or physical). If such materials are posted, APA may remove such messages and take steps to prevent such policy violations in the future.

If a person at an APASI event engages in such unacceptable behavior, APASI reserves the right to take appropriate action(s), including immediate removal from the meeting without refund, restricting or banning from future events, referring the matter to the Ethics Committee, contacting law enforcement, or other actions as may be deemed appropriate.

Individuals who witness or experience inappropriate conduct should report such conduct onsite to the APASI registration staff. Any person submitting a written or oral complaint to APASI about another’s conduct must act in good faith and have reasonable grounds for believing the action indicates a violation of this Policy. Any allegations that an individual makes that prove to have been made maliciously or knowingly false will be considered a serious offense by the APASI and the APASI reserves the right to take actions it deems appropriate. Retaliation against an individual who has filed a complaint is strictly prohibited.

APASI will promptly investigate all reports of harassment, discrimination, and other misconduct. All investigations/actions will be handled as confidentially as practicable in accordance with applicable legal requirements with the guidance of APA’s General Counsel or their designee.

Safety and Security

By participating in an APASI meeting or event, I voluntarily relinquish any potential claims against APA, its officers, directors, employees, agents, affiliates, vendors, presenters and speakers. I release APA from any liability for damage or injury resulting from my attendance, acknowledging that involvement in APASI events carries inherent risks, and I take responsibility for my own well-being.

APASI is committed to establishing a safe and secure environment during its meetings and events. Collaborating with venue staff, APASI strives to ensure the safety of all meeting participants. APASI urges attendees to promptly report any questionable or troubling conduct to APA staff for immediate action.

During APASI networking events, alcoholic beverages may be offered. APASI anticipates responsible drinking by all participants. APASI and the venue staff, including the meeting host and/or (co)sponsor, retain the right to refuse service to a participant for any reason and, if necessary, may ask a participant to leave the event.

Photography and Recording Policy

I hereby grant permission to APASI (including its agents and authorized third-parties) to record and use, or arrange for the recording of, my photograph (photograph refers to any image reproduction process, including, but not limited to, slides, pictures, movie film, videocassette tape, live television and digital photographs); use my name; and record my voice and/or comments, either written or spoken during the event. I understand and agree that my name, photograph (as defined above), voice, comments written or spoken or other such recording (“Recording”) may be published either in print or a medium such as television, radio, the Internet, as a podcast or any other form of publication (“Publish” or “Publication”) and used for commercial or non-commercial purposes, without further notice or compensation, perpetually and worldwide. I hereby grant APASI non-exclusive rights to Publish the Recording as set forth herein.