Event Terms & Conditions

Part A: Terms for All Events

1. Definitions

1.1 Event. “Event” means (a) any conference, programming, activation, satellite event, or other gathering produced by AI on the Lot, wherever held; and (b) any event, session, meeting, or gathering held at premises operated by AI on the Lot, including HQ, whether produced by us or by a Host.

1.2 Host. “Host” means an HQ member, sponsor, partner, or other third party that organizes an Event at HQ.

2. Hosted Events

Some Events at HQ are organized by a Host rather than by us. For those Events, the Host is responsible for its programming, content, speakers, registration, and communications, and we act as the venue operator. These Terms govern your access to and conduct at HQ in all cases. A Host may have its own terms, which govern your relationship with that Host. Where a Host’s terms conflict with these Terms on your conduct at HQ, these Terms control.

3. Conduct and Security

3.1 Code of Conduct. You agree to follow the AI on the Lot Code of Conduct, available at aionthelot.com/code-of-conduct, and all instructions from our staff, security, or venue personnel.

3.2 Removal. We may deny entry to, or remove from any Event or from HQ, anyone whose conduct is unsafe, unlawful, harassing, or disruptive, or who does not comply with these Terms. Removal does not entitle you to a refund.

3.3 Identification and Screening. We may require you to present a valid government-issued photo ID matching your registration, and may screen persons and belongings at entry.

3.4 Alcohol. Where alcohol is served, it is served only to guests aged 21 or over with valid ID. We or the Host may refuse service at any time.

3.5 Minors. Anyone under 18 may attend an Event only with our prior approval, and a parent or legal guardian must accept these Terms on the minor’s behalf. References to “you” include the parent or guardian who accepts these Terms for a minor.

4. HQ Rules

4.1 Access. The event space at HQ is on the second floor and is reached by stairs only. No elevator or other step-free access is available. If you need an accommodation, please contact the Host or us at team@aionthelot.com before the Event so we can discuss available options.

4.2 Lounge and Shared Areas. The HQ lounge and shared areas are a discreet space for members and their guests. Without our prior written permission, you may not photograph, film, or make any audio or video recording in the lounge or shared areas, or disclose to anyone the identity of any member, guest, or visitor you see there.

4.3 House Rules. You must follow the HQ house rules posted on site, all posted capacity and safety requirements, and the rules of the building in which HQ is located. Restricted areas are off limits.

4.4 Property. We are not responsible for loss of or damage to personal property brought to HQ or any Event.

5. Your Data

We handle your personal information in accordance with the AI on the Lot Privacy Policy at aionthelot.com/privacy. Accepting these Terms does not by itself sign you up for marketing communications. Marketing is sent only where you have chosen to receive it.

6. Recordings, Photography and Media

6.1 Events We Produce. Events we produce may be recorded, livestreamed, filmed, and photographed. By attending, you grant us, our affiliates, contractors, media partners, and assigns an irrevocable, non-exclusive, perpetual, worldwide, royalty-free license to capture, use, reproduce, edit, distribute, and display your name, voice, image, likeness, and statements in any media, for purposes related to our operations and the promotion of current and future Events. Designated no-photo zones, if any, will be marked on site.

6.2 Hosted Events. A Host may record its own Event, subject to Section 4.2. The Host is responsible for any consent or release that its recording requires.

6.3 Event Content. All Event branding, content, and materials remain the property of AI on the Lot or the respective rights holder. You may not record or distribute Event content except as permitted by us or the Host.

7. Forward-Looking Statements

Presentations, demos, and other programming may describe product roadmaps, prototypes, or prospective features of AI on the Lot, Hosts, speakers, or sponsors. This information is for informational purposes only and is not a commitment to deliver any product, service, or feature.

8. Assumption of Risk

Your attendance is voluntary. You understand that Events may involve crowds, indoor and outdoor environments, stairs, live demonstrations, interactive installations, and food and beverage service. To the maximum extent permitted by law, you assume the risks associated with your attendance, your travel to and from the Event, and your participation in Event activities.

9. Release of Claims

To the maximum extent permitted by applicable law, you, on behalf of yourself, your heirs, personal representatives, and assigns, release AI on the Lot LLC, its affiliates, and their respective members, officers, employees, contractors, volunteers, and agents, and any Host, sponsor, or venue operator of the applicable Event, from any and all claims, losses, and liabilities arising out of or in connection with your attendance at the Event, the venue, or any recording described in Section 6. This release does not apply to claims arising from gross negligence, willful misconduct, or any other liability that cannot be released under applicable law.

10. Limitation of Liability

To the maximum extent permitted by applicable law, AI on the Lot and its affiliates, members, officers, employees, contractors, volunteers, and agents are not liable for any indirect, incidental, special, consequential, or exemplary damages, or for lost profits, revenues, data, or goodwill, arising out of these Terms or any Event. Our total liability to you will not exceed the greater of the registration fee you paid for the applicable Event or one hundred U.S. dollars (US$100).

11. Trade Compliance

By registering, you represent that you are not (a) located in, organized under the laws of, or ordinarily resident in a country or region subject to comprehensive U.S. sanctions; (b) listed on any restricted-party list maintained by the United States, United Kingdom, European Union, or United Nations; or (c) owned 50% or more or controlled by any person described in (a) or (b).

12. General Provisions

12.1 Force Majeure. We are not liable for any failure or delay caused by circumstances beyond our reasonable control.

12.2 Changes to Events. We or the Host may change programming, speakers, timing, or location of an Event. We may close or limit access to HQ at any time.

12.3 Waiver and Severability. Our failure to enforce a provision is not a waiver. If any provision is held unenforceable, it will be modified to the minimum extent necessary and the rest of these Terms will remain in effect.

12.4 Assignment. You may not assign these Terms without our prior written consent. We may assign these Terms to an affiliate or successor.

12.5 Third-Party Beneficiaries. Hosts, sponsors, and venue operators may rely on and enforce Sections 8 and 9. There are no other third-party beneficiaries.

12.6 Governing Law. These Terms are governed by the laws of the State of California, without regard to conflict-of-laws principles. Disputes are subject to the exclusive jurisdiction of the state and federal courts in Los Angeles County, California.

12.7 Changes to These Terms. We may update these Terms by posting a revised version at aionthelot.com/terms. Changes apply to registrations completed, and to Events attended, after posting.

12.8 Entire Agreement. These Terms, together with the Privacy Policy, the Code of Conduct, and the HQ house rules, form the entire agreement between you and us about the Events.

12.9 Survival. Sections 5 through 12 continue to apply after an Event ends or your registration is cancelled.

Part B: Additional Terms for the AI on the Lot Conference

B1. Tickets and Badges. Conference attendance requires completed registration and payment of applicable fees. Ticket sales are final, non-refundable except as stated in B3, and may not be transferred or resold without our prior written consent. Badge types (for example General Admission, VIP, Speaker, Press, Student, Affiliate) grant different access levels, and we may change programming and access zones at any time.

B2. Badge Scanning. Your badge will be scanned for entry and exit and may be scanned for entry to specific sessions. Scans at sponsor booths or activations are optional.

B3. Cancellations and Refunds. If you cancel more than 7 days before the conference, we will refund your registration fee less a US$100 administrative fee on written request. Within 7 days of the conference, all sales are final. If we cancel the conference entirely, we will refund your registration fee in full. If we postpone, relocate, or change the conference without cancelling it, your registration carries over and refunds are at our discretion.

B4. Fees and Taxes. Registration fees exclude applicable taxes, which you are responsible for paying.

B5. AI-Powered Features. The conference app offers AI-powered networking, recap, and personalization features, provided with our AI services partner Emergentic, Inc. as described in our Privacy Policy. AI-generated outputs may be incomplete or inaccurate. You may opt out at any time by emailing team@aionthelot.com.

B6. Referral Rebate Program. Participation in the Referral Rebate Program is governed by the Referral Rebate Program Terms & Conditions at aionthelot.com/terms/referral, which are incorporated into these Terms.

Questions?

Contact AI on the Lot LLC at team@aionthelot.com. Send legal notices about these Terms to legal@aionthelot.com.