Participant Agreement

Participants under 18 need a parent or legal guardian to sign with them.

Part 1Release of Liability, Assumption of Risk, and Indemnity

1.1 Parties and Covered Activities

This Agreement is between the Council of Young Filipino Americans in Medicine, doing business as the Council of Young Filipinx Americans in Medicine (“CYFAM”), and the person signing it (“I” or “Participant”).

“Activities” means any CYFAM program or event I take part in, in person or virtually, during the term of this Agreement, including:

• CYFAM’s 7th Annual National Conference, held February 12–14, 2027, at the University of California San Diego School of Medicine, together with the Gala, socials, and related events
• CYFAM national programs, including the CYFAMilya Mentorship Program, Research Symposium, Professional Development Series, and SI-LAB
• Workshops, meetings, webinars, mentorship sessions, and any activity CYFAM asks me to take part in, along with any related use of premises, facilities, equipment, transportation, and services

Term. This Agreement applies from the date I sign through June 30, 2027, unless I withdraw earlier by written notice to CYFAM. Withdrawal does not affect claims arising from Activities that occurred before CYFAM received my notice.

Mentorship at CYFAM. CYFAM offers mentorship in two ways:

• CYFAMilya Mentorship Program. CYFAM’s national, formally matched mentorship program, described in Addendum 4B.
• Mentorship sessions. Ad hoc mentorship activities CYFAM hosts outside the Program, such as conference mentorship sessions, speed mentoring, panels, and office hours. These are Activities covered by this Agreement but are not part of the Program. CYFAM does not screen, interview, or match the mentors who take part, and guidance they share reflects their own views (see Section 1.6).

Independent Mentorship is not a CYFAM Activity. Mentoring, advising, shadowing, or networking that takes place outside the Program and outside CYFAM-hosted mentorship sessions (“Independent Mentorship”) is not an Activity. This includes follow-up contact after a mentorship session, relationships I form on my own through CYFAM events, social media, or member networks, and mentorship offered by local groups, partner organizations, or individual members. CYFAM does not organize, screen, supervise, or control Independent Mentorship and is not responsible for it. If any claim relating to Independent Mentorship is made against the Released Parties, the release in Section 1.2 and the indemnity in Section 1.7 apply to it.

1.2 Release and Waiver

In exchange for being allowed to participate in the Activities, I, for myself and my heirs, personal representatives, administrators, executors, and assigns, release, waive, discharge, and promise not to sue CYFAM and its current, former, and future directors, officers, committee members, volunteers, employees, agents, and affiliates, and host institutions and venues (together, the “Released Parties”) from any and all claims for personal injury (including death), illness, accident, or property loss or damage arising out of or relating to my participation in the Activities, including claims caused by the ordinary negligence of the Released Parties. This release does not apply to gross negligence, willful misconduct, or any claim that cannot be waived under applicable law.

1.3 Assumption of Risk

I understand that participation carries inherent risks that cannot be eliminated, regardless of the care taken. These risks vary by activity and range from:

• minor injuries, such as scratches, bruises, and sprains;
• food- and waterborne illness, and exposure to communicable diseases (including COVID-19, influenza, and other respiratory illnesses) in group settings;
• major injuries, such as eye, joint, or bone injuries, heart attack, and concussion;
• catastrophic injuries, such as paralysis and death; and
• risks related to travel to and from Activities.

I knowingly and voluntarily assume all of these risks, known and unknown. I agree to follow the health and safety rules of CYFAM, the host institution, and the venue.

1.4 Communicable Illness, Attendance, and Refunds

• If I am sick, I will not attend. If I have symptoms of a communicable illness (such as fever, cough, sore throat, vomiting, or diarrhea), have recently tested positive for one, or have been advised by a health provider to isolate, I agree not to attend in-person Activities.
• Attending while sick is at my own risk. If I choose to attend while ill, I accept full responsibility for that decision and its consequences. CYFAM is not liable for any illness I contract from, or transmit to, other participants, and CYFAM does not screen participants for illness or guarantee an exposure-free environment.
• No refunds for illness. Registration fees and other payments are not refunded when I miss all or part of an Activity because I am sick.

1.5 Medical Care Consent

I authorize CYFAM to provide first aid and to arrange medical assistance, transportation, and emergency medical services for me if I am injured or become ill during an Activity. CYFAM is not obligated to provide this care. I am solely responsible for the cost of any medical treatment and transport, and I understand that CYFAM does not provide health, medical, disability, or other insurance for me.

1.6 Educational Content Disclaimer

Spoken, written, and multimedia content presented at the Activities (“Content”) reflects the views of its creators and does not necessarily reflect the views of CYFAM. The appearance of Content at an Activity is not an endorsement by CYFAM. Content is provided for informational and educational purposes only, and CYFAM makes no warranty as to its accuracy, completeness, or fitness for any purpose, including any linked sites. Content is not a substitute for professional medical advice, diagnosis, or treatment. I will seek the advice of a qualified health provider with any questions about a medical condition.

1.7 Indemnification

I agree to indemnify and hold harmless the Released Parties from any claims, actions, suits, costs, expenses, damages, and liabilities, including reasonable attorneys’ fees, arising out of my actions or inaction at the Activities or any breach of my representations in this Agreement, and to reimburse them for any such expenses incurred.

1.8 No-Refund Terms

Registration fees and other payments are not refunded if:

• I miss all or part of an Activity because I am sick or showing symptoms of a communicable illness (see Section 1.4); or
• I am removed from an Activity or from the conference for violating the Code of Conduct and Anti-Harassment Policy (see Section 2.4).

These terms apply in addition to any other refund terms CYFAM publishes at registration.

1.9 General Terms

• Severability. This Agreement is intended to be as broad and inclusive as permitted by law. If any part is held invalid, the rest remains in full force and is interpreted to reflect the original intent as closely as possible.
• Governing law. This Agreement is governed by the laws of the State of Nevada, and disputes fall under the exclusive jurisdiction of its courts.
• Entire agreement. This Agreement, including Parts 1 to 5 and any addenda I accept, replaces all prior CYFAM waivers, releases, and media consents for the Activities covered here.
• Electronic signature. My typed name when signing is the legal equivalent of my handwritten signature.

Part 2Code of Conduct and Anti-Harassment Policy

CYFAM is committed to providing a safe, welcoming, and equitable space for professional participation for every volunteer, partner, and attendee. Our strength as an organization is our people, and we cherish their diversity. Everyone has the right to professional interaction without fear, intimidation, or belittlement, and to fair and equal treatment.

2.1 Scope

This policy applies to all participants in all Activities, in person and virtual, including sessions, networking events, socials, the Gala, and online channels. Exhibitors, sponsors, and booth staff (including volunteers) are both protected by and subject to this policy.

2.2 Expected Conduct

CYFAM has zero tolerance for harassment in any form, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, ethnicity, national origin, age, or religion. Harassment includes:

• offensive verbal comments related to any of the characteristics above;
• sexual language or imagery in any Activity space, including sexualized booth materials, clothing, uniforms, or costumes;
• deliberate intimidation, stalking, or following;
• harassing photography or recording;
• sustained disruption of talks or other events; and
• inappropriate physical contact or unwelcome sexual attention.

Participants asked to stop any harassing behavior are expected to comply immediately.

2.3 Reporting

If you experience or witness harassment, please contact any member of the conference leadership team or email:

Reports will be handled as confidentially as possible, and retaliation against anyone who reports in good faith is prohibited.

2.4 Consequences

CYFAM leadership may take any action it deems appropriate, including a warning, removal from an Activity or from the conference without a refund, and removal from CYFAM board, committee, or program roles.

Part 3Media Release

CYFAM may photograph, film, or record Activities. Unless I opt out when signing, I consent to CYFAM’s use of my image, likeness, voice, name, and story (together, “Media”) in CYFAM’s digital and print communications, including promotional, fundraising, educational, website, and social media materials, now or in the future.

• CYFAM may use Media without my approval of the final product and without payment to me.
• I grant CYFAM all rights, title, and interest in the Media, and I waive claims relating to CYFAM’s use of the Media, including claims based on copyright, rights of publicity or privacy, or ordinary editing such as cropping, blurring, or color adjustment.
• I also waive claims of defamation arising from CYFAM’s good-faith use of the Media. CYFAM, in turn, will not knowingly use Media to present me in a false or misleading way, and will consider in good faith any request I make to remove a specific image.
• Opting out. If I opt out, CYFAM will make reasonable efforts to exclude me from Media it publishes, and I will wear the opt-out identifier CYFAM provides at in-person events. I understand that CYFAM cannot control images taken by other attendees or guarantee exclusion from wide crowd shots or livestreams.

Part 4Program Addenda

Each addendum applies only to the roles named, in addition to Parts 1 to 3.

Part 5Signing

You sign this Agreement once, electronically, as part of registration. When you sign, you confirm the following:

Participants under 18. A parent or legal guardian signs on the minor’s behalf and on their own behalf, and agrees to these terms for both.

Please save a copy of this Agreement for your records before signing.