Summit Terms & Conditions

The Summit will be recorded and photographed. By attending, you acknowledge that you may appear in photos, video, and audio recordings. You grant VNWC and VHWDA permission to use these recordings and images, without compensation, in reports, websites, social media, presentations, and other communications. There is no option to opt out of being recorded or photographed.

VNWC is committed to a respectful, professional, and inclusive environment. Harassment, discrimination, disruptive behavior, or unprofessional conduct of any kind will not be tolerated. VNWC may remove anyone who violates this standard from the Summit without a refund.

VNWC may change speakers, session content, schedules, rooms, or breakout session assignments as needed. Such changes do not constitute grounds for a refund.

All registration and sponsorship fees are non-refundable. If VNWC cancels or postpones the Summit, or moves it to a virtual format, fees will be applied to the rescheduled, virtual, or next VNWC Summit. VNWC is not responsible for travel, lodging, or other expenses incurred by attendees, poster presenters, or breakout session presenters, including in the event of cancellation or postponement.

VNWC is not liable for failure to hold the Summit as planned because of circumstances outside its reasonable control, including severe weather, public health emergencies, natural disasters, government action, or venue closure.

Information you provide at registration is used to manage the Summit, issue continuing education certificates, and understand Virginia's nursing workforce. VNWC does not sell your information. Your name, title, and organization are shared in the attendee directory only if you choose to be included.

Participants are responsible for their own belongings. VNWC, VHWDA, and The Westin Richmond are not responsible for lost, stolen, or damaged property, or for injury, except where required by law.

Submitting the registration form does not reserve a seat. Your registration is confirmed when your payment is received and you receive a confirmation email.

All registration fees are paid by credit or debit card through our secure payment provider, Stripe, immediately after you complete the registration form. Registration fees include Summit sessions, lunch, and continuing education for those who meet the requirements.

Employers, schools, and other organizations may register and pay for multiple attendees in a single transaction. The person completing the registration form lists the name and email address of each attendee on the form, then pays for all attendees with one card at checkout. After payment, each attendee listed receives an email to complete their individual registration. Every attendee must be individually registered to receive continuing education, Summit meals, and a breakout session assignment. To register a group, please reach out to the Virginia Nursing Workforce Center at vanursingworkforce@vhwda.org.

Codes are issued by VNWC, are assigned to a specific person, and may not be shared, sold, or transferred.

All registration fees are non-refundable. If you can't attend, please see Substitutions below.

If you can't attend, a colleague may attend in your place at no charge. Send the substitute's name, title, organization, and email to VNWC by May 5, 2027. Substitutes must accept these terms, and continuing education certificates are issued only to the person who attends.

Breakout session assignments are made by VNWC after registration and payment, and are included in your confirmation email and on your name badge. Requests to change assignments cannot be guaranteed.

To receive a continuing education certificate, you must check in at the Summit, attend each session in full, and complete an evaluation for each breakout session and the overall Summit evaluation by the stated deadline. Continuing education is not awarded for partial attendance. Certificates are emailed to the address used at registration.

Breakout session presenters and poster presenters, including co-presenters, receive a discounted registration rate. With their presentation confirmation, each presenter and co-presenter will receive a breakout presenter code or poster presenter code to enter at checkout. Each presenter and co-presenter must register individually through the standard registration form to receive continuing education, Summit meals, and a breakout session assignment.

Presenters agree to submit the following to VNWC by the dates in their confirmation letter: session title and description, learning outcome, presenter biography and CV or resume, a completed disclosure form, and final presentation slides. Late materials may affect the session's eligibility for continuing education or its place on the program.

Because the Summit awards nursing continuing education, presenters agree to:

• Disclose all relevant financial relationships with ineligible companies (companies that produce, market, sell, or distribute health care products) on the disclosure form.
• Present content that is evidence-based, balanced, and free of commercial bias.

Breakout sessions follow a round-robin format in which groups of attendees rotate through each session. Breakout presenters will deliver the same session several times, back to back, to a different group of attendees each time. VNWC assigns each presenter's room, the number of rotations, and the length of each rotation. Presenters agree to begin and end each rotation on time so groups can move to their next session as scheduled.

Presenters consent to having their session recorded and photographed. Presenters grant VNWC permission to share their slides and handouts with Summit attendees and to keep them in VNWC's continuing education records. Presenters confirm they have the right to use all content in their presentation, including images, data, and materials created by others.

VNWC provides a projector, screen, and microphone in each breakout room. Additional equipment must be requested by the materials deadline.

Travel, lodging, and other expenses are the presenter's responsibility unless VNWC agrees otherwise in writing.

Presenters who can no longer present must notify VNWC in writing as soon as possible. Substitute presenters must be approved by VNWC and must complete all required materials before the Summit.

A sponsorship or exhibit space is confirmed when VNWC receives a signed sponsor agreement and full payment. Payment is due within 30 days of the agreement and no later than April 12, 2027. Organizations that need to pay by invoice must request an invoice in writing; invoicing is available only with VHWDA approval, and the same payment deadlines apply. After payment is received, sponsors and exhibitors will receive a confirmation email that includes a registration code for their staff. Each staff member must register individually using this code to receive continuing education, Summit meals, and a breakout session assignment.

All sponsorship, exhibitor, and vendor fees are non-refundable.

Recognition already printed or published at the time of cancellation will not be withdrawn.

Sponsorship and exhibiting do not imply endorsement by VNWC or VHWDA of any product, service, or organization. Sponsors may not describe their participation as an endorsement.

Sponsors, exhibitors, and vendors have no role in planning, selecting, or delivering educational content, speakers, or evaluations. Product promotion, sales, and marketing materials are limited to the exhibit area and are not permitted in breakout or general session rooms or within educational content.

Exhibitors agree to:

• Set up and take down only during the times VNWC provides, and staff their table during scheduled exhibit hours.
• Stay within their assigned space and keep aisles and exits clear.
• Follow all Westin Richmond rules, including those on electrical use, signage, and food and beverage.
• Collect attendee contact information only from attendees who choose to share it, such as by stopping at the table or scanning a code. VNWC does not provide attendee lists to sponsors or exhibitors.
• Run any giveaway, raffle, or drawing only with VNWC's prior approval and in compliance with Virginia law.

Sponsors and exhibitors are responsible for their own materials, equipment, and staff, and for any damage they cause to the venue. VNWC, VHWDA, and The Westin Richmond are not responsible for loss or damage to exhibitor property.

Sponsor, exhibitor, and vendor staff must follow the Summit code of conduct. VNWC may remove anyone who violates it, without a refund.

Questions, cancellations, substitutions, and presenter or sponsor requests should be sent to the Virginia Nursing Workforce Center at vanursingworkforce@vhwda.org. Please include your name, organization, and registration confirmation if you have one.

VNWC may update these terms before the Summit. The version posted on this page at the time of your registration or signed agreement applies, unless a change is required by law or by circumstances beyond VNWC's control.