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TERMS & CONDITIONS

Last updated: September 3, 2025

Welcome to camprvwest.com (the “Website”), the official site for Western Ideas Forum & AccomEx 2025 (the “Event”). Please read these Terms carefully. By accessing the Website or purchasing an Event registration, sponsorship, or exhibitor booth (collectively, the “Services”), you agree to be bound by these Terms.

1) Who we are & how these Terms apply

Organizer. The Event is organized by the Canadian Camping & RV Association (CCRVA), a federal not-for-profit corporation (mailing address: 1100 Burloak Drive, #300, Burlington, Ontario L7L 6B2). CCRVA collaborates with provincial partners, including the British Columbia Lodging & Campgrounds Association (BCLCA).

Governing Law & Venue. These Terms are governed by the laws of British Columbia and the federal laws of Canada applicable therein. You irrevocably submit to the exclusive jurisdiction of the Supreme Court of British Columbia (Vancouver Registry).

Privacy. Your use of the Website and participation in the Event are also subject to our Privacy Policy available at camprvwest.com/privacy-policy/.

Age. You must be 18+ to purchase or enter into contracts with us.

Exhibitor Kit Incorporated. The Western Ideas Forum & AccomEx Exhibitor Kit (including rules, deadlines, specifications, and forms) is incorporated by reference and is binding on all exhibitors and sponsors. In case of conflict, the Exhibitor Kit controls for exhibitor operations, logistics, and deadlines.

2) Key definitions

  • Attendee / Delegate: An individual registered to attend the Event.

  • Sponsor / Exhibitor: An organization purchasing Event sponsorship or exhibit space/booth.

  • Registration: A paid pass or ticket (in-person or digital).

  • Sponsorship / Exhibitor Booth: Paid marketing or exhibition packages described on the Website or in the Exhibitor Kit.

  • Event Dates: As published on the Website.

  • Exhibitor Kit: Event rules, deadlines, and specifications for exhibitors available HERE.

3) Account, access & acceptable use

You agree to provide accurate information, safeguard credentials, and use the Website only for lawful purposes. We may suspend or terminate access for violations (e.g., abuse, harassment, fraud, malware).

4) Pricing, taxes & payments

All prices are listed in Canadian dollars (CAD), exclusive of applicable taxes/fees. We may use third-party processors (e.g., Stripe). You authorize charges to your selected payment method. Invoices are due upon receipt unless stated otherwise.

5) Promotions & discount codes

Promotions may include additional rules (eligibility, capacity limits, expiry). Unless stated, promotions cannot be combined, are non-transferable, and may be withdrawn or corrected without notice.

6) Cancellations, refunds & substitutions

6.1 Attendee registrations

  • Cancellation/Refund Policy:

    • All tickets are non-refundable after October 1, 2025.

    • Cancellations processed before October 1, 2025 are subject to a CAD $50 processing fee per registration.

    • Registration closes on October 31, 2025.

  • No-shows: No refunds.

  • Substitutions: Allowed until the day before the Event; email [email protected] with the new delegate’s full details.

  • Format changes: If the Event format changes (e.g., hybrid/virtual), registrations remain valid under the policy above.

6.2 Sponsors & exhibitors

  • Bookings are binding upon confirmation. Because benefits begin immediately (branding, listings), refunds follow the Exhibitor Kit policy: booth fees are non-refundable after October 20, 2025.

  • Cancellations on or before October 20, 2025 may be eligible for a partial refund or credit at our discretion.

  • Space assignments may change for operational reasons. Failure to meet kit deadlines (e.g., artwork, insurance) may result in loss of benefits without refund.

6.3 Administrative notes

Refunds (when applicable) are issued to the original payment method. Processing times may vary by provider.

7) Force majeure (wildfire, smoke, strikes, emergencies)

We may modify, postpone, relocate, or cancel the Event due to causes beyond our reasonable control (including but not limited to wildfires/smoke, public health events, power/internet failures, government orders, labour actions, extreme weather, or venue damage).

  • If postponed or relocated, registrations, sponsorships, and booths transfer to the new dates/location.

  • If canceled without reschedule, we will provide credits or refunds proportionate to undelivered benefits, excluding costs already incurred or non-recoverable. This is your sole remedy.

8) Code of conduct

We are committed to a harassment-free, professional environment. Prohibited conduct includes harassment, discrimination, intimidation, and disruption of sessions or exhibits. We may deny or revoke access (without refund) and may involve venue security or authorities. Comply with all venue rules and applicable laws.

9) Photography, recordings & media release

By attending, you consent to being photographed, filmed, or recorded; we may use resulting materials for editorial, educational, and promotional purposes across media without compensation. If you prefer not to be photographed, please inform on-site staff; we will make reasonable efforts (e.g., a “no-photo” indicator) but cannot guarantee exclusion from all imagery.

10) Activity & tour waiver; personal property

Participation in off-site tours, site visits, or social events is voluntary and may involve inherent risks. You assume all risks and agree that CCRVA, BCLCA, our partners, and the venue are not liable for injury, loss, or damage except as prohibited by law. You are responsible for your personal belongings; unattended items may be removed for security.

11) Exhibitor & sponsor responsibilities

Compliance. Follow the Exhibitor Kit and venue rules, including safety, fire, and accessibility standards.

Insurance. Exhibitors must carry Commercial General Liability insurance of not less than CAD $2,000,000 per occurrence and submit proof of insurance by October 20, 2025. Failure to provide proof by the deadline may result in loss of exhibit privileges without refund.

A/V. Booth A/V equipment must be self-supplied; in-house A/V is reserved for conference programming unless expressly authorized.

Shipping & storage. Shipments must arrive no earlier than November 1, 2025 to the venue’s shipping/receiving, labeled as instructed in the Exhibitor Kit. On-site storage (including empties) may be available at the venue at CAD $25/day. The venue may not sign for exhibitor deliveries; exhibitors are responsible for carrier coordination, delivery acceptance, and all shipping, customs, drayage, and handling costs.

Move-in/out & abandoned property. Exhibitors must comply with the published move-in/move-out schedule in the Exhibitor Kit (including move-in: November 3, 2025, 12:00–18:00 PT; show: November 4, 2025, 09:00–16:00 PT; move-out: November 4, 2025, 16:30–18:00 PT). Teardown may not begin before the official show close. Exhibitors must vacate by 18:00 PT on November 4, 2025. Materials left behind may be removed or discarded at the exhibitor’s expense; the organizers and venue are not liable for any resulting loss or damage.

Intellectual property. You warrant that your displays and materials do not infringe third-party rights.

Damage. You are responsible for any damage caused by you, your staff, or contractors.

12) Intellectual property & website content

The Website and Event materials (branding, content, schedules) are owned by CCRVA or its licensors and protected by intellectual-property laws. You may not copy, modify, distribute, or exploit materials except as expressly permitted. If you upload or submit content (e.g., listings, logos), you grant us a non-exclusive, worldwide, royalty-free license to use it for Event operations and promotion.

Copyright concerns. If you believe content on the Website infringes your rights, email [email protected] with: (a) identification of the work; (b) the location/URL of the allegedly infringing material; (c) your contact information; and (d) a statement of good-faith belief. We may remove or disable access while we review.

13) Website use, third-party links & availability

We may update, correct, or remove information without notice. Third-party sites and services are not under our control; use them at your own risk. The Website is provided on an “as is” and “as available” basis.

14) Limitation of liability

To the maximum extent permitted by law:

  • Indirect damages excluded. CCRVA (and its directors, officers, employees, agents, partners, and suppliers) will not be liable for indirect, incidental, special, consequential, punitive, or exemplary damages, or for lost profits, data, or goodwill.

  • Cap. Our total aggregate liability arising out of or related to the Services is limited to the amounts you paid to us for the specific registration, sponsorship, or exhibitor purchase giving rise to the claim, or CAD $100, whichever is greater. These limits apply regardless of the form of action and even if a remedy fails of its essential purpose. Where such exclusions are prohibited, they apply to the fullest extent permitted by law.

15) Indemnity

You agree to indemnify and hold harmless CCRVA, BCLCA, our partners, and the venue from claims arising from: (a) your breach of these Terms; (b) your content, materials, or exhibits; (c) your negligence or willful misconduct; or (d) your violation of law or third-party rights.

16) Changes to the Event or these Terms

We may update Event details and these Terms at any time. The “Last updated” date will change when we do. Material changes will be highlighted on the Website. Continued use or participation after changes means you accept the updated Terms.

17) Severability & waiver

If any provision is unenforceable, it will be modified to the minimum extent necessary, and the remainder will remain in effect. Our failure to enforce a provision is not a waiver of our rights.

18) Contact

  • General & attendee inquiries: [email protected]

  • Exhibitor & sponsor inquiries: [email protected] (BCLCA) and [email protected] (CCRVA)

  • Phone: +1 (778) 383-1037 (BCLCA) / +1 (403) 690-5642 (CCRVA)

  • Mail: Canadian Camping & RV Association (CCRVA), 1100 Burloak Drive, #300, Burlington, ON L7L 6B2, Canada

19) Section-specific addenda

Certain offerings may include additional terms (e.g., Exhibitor Kit, Sponsorship Prospectus) which form part of these Terms. In case of conflict, those specific terms govern for that offering.