Terms + Conditions: Hospitalogy Retreat 2026

1. Overview

These Terms and Conditions (“Terms”) are by and between Workweek Media Inc. (“Workweek”) and you and govern participation in the Hosted Attendee Program (“Program”) for the Hospitalogy Retreat (“Event”) organized by Workweek.

Workweek reserves the right to modify these Terms at any time. You will be notified of material modifications to these Terms via email, but it is your responsibility to periodically review these Terms to stay informed of such modifications. Your continued participation in the Program following any such modifications constitutes your acceptance of the revised Terms and agreement to be bound by them.

2. Eligibility & Application

To qualify as a Hosted Attendee participating in the Program (a “Hosted Attendee”), you must:

Be a senior decision-maker with active budget authority (at the director level or above) at a qualifying organization; and
Complete the official Hosted Attendee application and receive written confirmation of acceptance from Workweek.

Workweek reserves the right to accept or decline any Hosted Attendee application at its sole discretion and without obligation to provide a reason. Acceptance of any Hosted Attendee application is non-transferable unless authorized and approved in advance by Workweek.

Upon acceptance to the Program and prior to attending the Event, you must read and agree to Workweek’s terms of service for the Event provided through the event registration platform designated by Workweek and provided to you via email (such terms of service, the “TOS”). You expressly acknowledge and agree that your continued qualification for and participation in the Program is contingent upon your timely agreement to the TOS and that without such agreement, you will not be eligible to participate in the Program or receive any Hosted Attendee benefits.

3. Hosted Attendee Benefits

Upon acceptance to the Program and subject to your full compliance with these Terms and the TOS, you will receive a Hosted Attendee Package, the total value of which is $5,827.00 (the “Package Value”). Such package will include:

Complimentary full-access pass to Hospitalogy Retreat; a value of $2,400
Hotel accommodation at the JW Marriott Desert Ridge, Phoenix, AZ (standard single-occupancy room, for 3 nights); a value of $1,235
Access to hosted meals, receptions, and networking events as designated in the Event program; a value of $2,192

In addition, Hosted Attendees who complete all meeting obligations under Section 4 are eligible to receive reimbursement of pre-approved travel costs of up to $550 (see Section 6). Travel reimbursement is a conditional benefit and is not included in the Hosted Attendee Package value above.

All benefits under these Terms are non-transferable and may not be exchanged for cash or credit.

Qualification for the Program is contingent on your continued employment. If you are no longer employed by, or become aware prior to the Event that you will no longer be employed by, the organization upon which your application was approved, you must notify Workweek immediately at [email protected]. In such cases, you will no longer be eligible to participate in the Program or receive any Hosted Attendee benefits.

4. Meeting Obligations

The obligations set forth in this Section 4 will apply if you are accepted to the Program.

4.1 Minimum Meeting Requirement

Each Hosted Attendee must earn a minimum of 6 credits during the Event (“Credits”). Credits are earned as follows through the meetings listed below (“Hosted Meetings”):

1:1 Sponsor Meetings — 1 credit per meeting. A minimum of 3 credits must come from one-on-one meetings with Event sponsors.
Roundtables — 1 credit per roundtable. A minimum of 2 credits must come from a Roundtable session. Roundtable assignments are made by the Organizer.
Hosted Dinners — 1 credit per dinner attended.

The remaining credit(s) may be earned through any combination of the above. Failure to meet the minimum credit requirement is subject to the penalties outlined in Section 4.4.

4.2 Scheduling

Hosted Attendees must confirm or select their meeting preferences and availability through the Event’s official scheduling platform no later than 25 days prior to the Event start date (by Wednesday, October 7, 2026). Failure to submit preferences by the deadline may result in automatic scheduling at Workweek’s discretion.

4.3 Meeting Selection & Attendance

You are expected to:

Confirm or select meetings, roundtables, and dinners prior to the deadline;
Attend all scheduled one-on-one meetings on time;
Attend all scheduled roundtables and dinners;
Remain for the full duration of each meeting; and
Notify Workweek as soon as practicable, and no later than 24 hours prior to the scheduled meeting time, if attendance is not possible.

Pre-Event Process & Timelines. Workweek will provide clear guidelines and deadlines for all required inputs preceding the Event as part of the Program. Failure to provide inputs on time may result in a sub-optimal experience or inability to participate in the Program or the Event.

Meetings, Roundtables & Dinners. All meetings scheduled by Workweek are double opt-in and subject to Program participants’ onsite availability, interest levels, and other scheduling factors. Workweek does not guarantee that Program participants will receive meetings and hosted dinners.

4.4 Failure to Meet Obligations

If you fail to complete the required minimum number of Credits without prior written approval from Workweek, all travel and hotel reimbursements will be forfeited, and the financial penalties outlined in Section 5.2 will apply.

5. Cancellation & No-Show Policy

5.1 Cancellation Deadlines

The deadlines for you to provide Workweek with notice of any cancellation of your participation in the Program are set forth below. In the event of any cancellation, all Hosted Attendee benefits (including complimentary registration, hotel accommodation, and travel reimbursement) will be automatically forfeited.

Notice Period	Cancellation Fee
Cancellation by Sunday, August 2, 2026	No fee.
Cancellation August 3 – September 1, 2026	Cancellation fee of 50% of the Package Value, charged to the card on file.
Cancellation September 2 – October 7, 2026	Cancellation fee of 100% of the Package Value, charged to the card on file. Cancelling within this window may bar you from participation in future Workweek programs.

5.2 Failure to Complete Onsite Obligations

If you do not complete your required Credits or fail to attend a scheduled Hosted Dinner as outlined in Section 4:

You will not receive travel or hotel reimbursement; and
Your credit card will be charged the full Package Value, per the authorization you provided at registration.

Workweek reserves the right, at its sole discretion, to prorate this amount based on the number of Credits completed.

5.3 Good Faith Assistance

If you need to cancel your participation in the Program due to a personal emergency, unforeseen circumstance, or other good-faith reason, you may notify Workweek at [email protected] with an explanation of the reason for your cancellation.

Upon receiving your notice, Workweek will, if it determines in its sole discretion that such reason is in good faith, work with you in good faith to identify a qualified replacement, with the goal of reducing or eliminating applicable cancellation fees. You understand that a replacement cannot always be guaranteed and that fees may still apply as set forth in Section 5.1.

5.4 Substitution Requests

If you are unable to attend the Event, you may submit a qualified replacement prior to cancelling by emailing [email protected] with the proposed substitute’s full name, title, company, and a brief description of their budget authority and decision-making role.

Workweek will review the request and respond within 3 business days. A proposed substitute must meet the eligibility criteria outlined in Section 2.

If the substitute is accepted, cancellation fees will be waived, and the incoming substitute will assume all obligations under these Terms, including meeting attendance requirements and credit card authorization.
If the substitute is denied, the original cancellation schedule in Section 5.1 will apply, based on the date that Workweek received the substitution request.

Workweek reserves the right to approve or decline any proposed substitute at its sole discretion.

5.5 How to Cancel

All cancellations must be submitted in writing to [email protected] and are effective only upon receipt of written confirmation from Workweek. Verbal or informal notice does not constitute a valid cancellation.

5.6 Charge Disputes

If you believe that a cancellation fee or no-show charge has been applied in error, you may submit a written dispute to [email protected] within 5 business days of receiving notice of the charge. The dispute must include:

Your full name, company, and registration email;
A description of the basis for the dispute; and
Any supporting documentation (e.g., written cancellation confirmation or email correspondence).

Workweek will review the dispute and respond within 5 business days of receipt. No charge will be processed to your card during the active dispute window.

If the dispute is resolved in your favor, the charge will not be applied. If the dispute is denied, the applicable fee will be charged to the card on file within 3 business days of Workweek’s decision. Workweek’s determination shall be final.

6. Travel & Accommodation

6.1 What Is Covered

Workweek will reimburse or directly arrange the following for you if you are accepted to the Program:

Economy class airfare or equivalent ground transportation, up to a maximum reimbursement amount communicated at time of acceptance;
Standard single-occupancy accommodation at JW Marriott Desert Ridge, Phoenix, AZ for the approved nights of the Event; and
Ground transfers between the JW Marriott Desert Ridge and the Event venue.

6.2 Conditions for Reimbursement

Travel reimbursements are subject to the following conditions:

Travel must be directly related to attendance at the Event;
Reimbursements may not exceed the travel stipend provided to you;
Original receipts must be submitted within 14 days of the Event’s conclusion via Workweek’s reimbursement platform;
Reimbursements will be paid out within 45 days of the Event’s conclusion and are dependent upon the submitting of all reimbursable expenses to Workweek.

Reimbursement Process:

As the final step to receiving your travel and hotel reimbursement of up to $550 in flight and travel expenses incurred, Workweek requires that you complete a short feedback form providing specific evaluations of each Hosted Meeting.
Workweek will not reimburse for any mileage, points, or rewards used for travel.
Reimbursement is conditioned upon completing all of your scheduled meetings and submitting the feedback survey and flight and travel receipts following the Event within Workweek’s stated deadlines.

6.3 Hotel Responsibilities

You are solely responsible for complying with the JW Marriott Desert Ridge’s policies. Any property damage or additional charges beyond the covered room rate are your responsibility.

6.4 Early Departure

If you depart the Event before its conclusion without prior written approval from Workweek, Workweek reserves the right to recover accommodation costs for any unused nights.

6.5 Verification & Authorization

By submitting your Hosted Attendee application and accepting Workweek’s invitation to participate in the Program, you agree to provide valid credit card information and authorize Workweek to process the following charges:

$1.00 verification charge at the time of registration, to confirm a valid payment method. This charge is a real transaction and will appear on your statement. It is reimbursable and may be applied toward your travel stipend.
A pre-authorization of the Package Value. You hereby expressly authorize Workweek to charge this amount (or lesser amounts, as applicable, as specified in these Terms) to your card on file if you: (a) fail to attend the Event without submitting a written cancellation in advance (i.e., a no-show) and having cancellation fees waived in accordance with these Terms, or (b) attend the Event but fail to complete your required meeting obligations as outlined in Section 4.

Workweek reserves the right, at its sole discretion, to prorate the $5,827.00 charge based on the number of Credits completed.

7. Code of Conduct

You are expected to conduct yourself professionally and respectfully throughout the Event and in all interactions with fellow attendees, sponsors, and Workweek staff. Workweek reserves the right to remove you from the Event, without refund or reimbursement, for behavior that is harassing, discriminatory, disruptive, or otherwise in violation of Workweek’s Code of Conduct. Following such removal, you may be invoiced for the full retail value of all benefits received.

8. Liability & Indemnification

8.1 Limitation of Liability

To the fullest extent permitted by applicable law, Workweek, its affiliates, and each of its and their officers, directors, shareholders, employees, and agents shall not be liable to you for any indirect, incidental, special, consequential, exemplary, or punitive damages arising out of or related to participation in the Event or the Program (including lost business opportunities, travel disruptions, personal injury, or loss of data), regardless of whether you or Workweek has been advised of the possibility of such damages.

Workweek’s total aggregate liability under or in connection with these Terms shall not exceed the total value of benefits provided to you under the Program, regardless of the form of the action or the theory of recovery.

8.2 Indemnification

You agree to indemnify, defend, and hold harmless Workweek, its affiliates, and each of its and their officers, directors, shareholders, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys’ fees) arising out of or in connection with: (a) your participation in the Event; (b) any breach of these Terms; or (c) any violation of applicable law or third-party rights.

8.3 Event Cancellation, Postponement, or Modification

Workweek reserves the right to cancel, postpone, or modify the Event at any time for any reason. In the event of a cancellation initiated by Workweek, Workweek’s total liability shall be limited to reimbursement of reasonable, pre-approved travel expenses directly attributable to the Event. Workweek shall not be liable for any other losses, expenses, damages, or liabilities of any kind arising from or in connection with such cancellation.

8.4 Force Majeure

Workweek shall not be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from circumstances beyond Workweek’s reasonable control, including: acts of God, natural disasters, fire, flood, earthquake, epidemic, pandemic, governmental orders or restrictions, war, terrorism, civil unrest, labor disputes, or failure of third-party infrastructure or services (each, a “Force Majeure Event”).

In the event of a Force Majeure Event, Workweek will notify you as soon as reasonably practicable and will use commercially reasonable efforts to reschedule or otherwise mitigate the impact of the Event cancellation or modification. In such circumstances:

Workweek’s liability shall be limited to reimbursement of reasonable, pre-approved travel expenses already incurred and directly attributable to the Event;
No cancellation fees shall be assessed against you as a result of the Force Majeure Event;
Workweek shall not be liable for any additional losses, expenses, damages, or liabilities of any kind arising from such cancellation or modification.

For the avoidance of doubt, a Force Majeure Event does not excuse your obligations under these Terms where you are otherwise able to perform.

9. Privacy & Data

By participating in the Program, you hereby consent to Workweek collecting, storing, and processing your personal and professional information for Event management purposes. The foregoing includes sharing relevant profile information (name, title, company, meeting preferences) with Event sponsors and exhibitors as part of the meeting-matching process.

Workweek will process all personal data in accordance with its Privacy Policy, available at workweek.com/privacy. You may contact [email protected] with any data-related questions or requests.

9.1 Consent to Official Photography and / or Recording at Events

Photos and videos may be recorded at this event. By attending, you may be included in these recordings, and you hereby grant to Workweek your permission for Workweek to use your likeness in photos and videos for marketing, archival, or promotional purposes.

10. Miscellaneous

10.1 Governing Law & Disputes

These Terms shall be governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of law provisions.

10.2 Informal Resolution

Before initiating any formal proceedings, Workweek and you agree to attempt to resolve any dispute through good-faith negotiation for a minimum of 30 days following written notice of the dispute from the disputing party to the other party.

10.3 Binding Arbitration

If a dispute cannot be resolved through informal negotiation, it shall be submitted to final and binding arbitration administered by the American Arbitration Association (AAA) in accordance with its Commercial Arbitration Rules. Arbitration shall be conducted by a single arbitrator, and proceedings shall take place in Austin, Texas. The arbitrator’s decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

10.4 Class Action Waiver

All disputes submitted to arbitration under Section 10.2 must be brought in each party’s individual capacity and not as a plaintiff or class member in any purported class, collective, or representative proceeding. The arbitrator may not consolidate more than one person’s claims or preside over any form of representative proceeding.

10.5 Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable under applicable law by a court of competent jurisdiction, that provision shall be interpreted to be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.

10.6 Entire Agreement

These Terms and the TOS constitute the entire agreement between Workweek and you with respect to the subject matter of these Terms and the TOS and supersede any prior or contemporaneous agreement or understanding, whether written or oral, between Workweek and you with respect to such subject matter.

10.7 Assignment

You may not assign, delegate, or otherwise convey these Terms, or any of your rights or obligations under them, without our prior written consent, and any attempt to do so will be void ab initio. Subject to the foregoing, these Terms will be binding upon and inure to the benefit of each party’s permitted successors and assigns.

10.8 Relationship of the Parties

Nothing in these Terms or your participation in the Program is intended or will be construed to create or establish any agency, partnership, or joint venture between Workweek and you.

10.9 Interpretation and Electronic Form

The words “include”, “includes”, and “including” will be deemed to be followed by “without limitation”, and the word “or” is not exclusive. These Terms will not be construed for or against either party by virtue of who drafted them. You hereby waive any and all defenses that you may have based on the electronic form of these Terms and the lack of signing by the parties to execute these Terms.

11. Acceptance

By submitting a Hosted Attendee application and/or accepting Workweek’s invitation to participate in the Program, you understand and hereby confirm that you have read, understood, and agree to be bound by these Terms in full. Any person who does not agree with all of these Terms is expressly prohibited from applying to and/or participating in the Program.

For questions about these Terms, please contact: [email protected].