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Event Terms & Policies

This page details the terms and policies for GALA's events and programs. Jump to a section:

For any questions related to events, please contact events@gala-global.org.

All GALA Events

Privacy & Contact Lists

  1. At GALA, we prioritize your privacy and data security above all else. GALA will NEVER sell or share your personal information with any third parties.

  2. If you encounter anyone claiming to possess your information, please be cautious, as they are spreading false information and should not be trusted. Please refer to the GALA Privacy Policy for more information.

Photo & Video Policy

  1. GALA may take photos and videos during an event. Unless we receive a written request from you prior to the event to not use your voice or likeness, we will assume that your presence is consent for use of photography, audio recording, video recording and its/their release, publication, exhibition, or reproduction to be used for news, promotional purposes, inclusion on websites, or any other purpose by GALA. Potential publicity use of the photos and/or videos includes LinkedIn, Facebook, Instagram, Flickr, YouTube, the website, email marketing, etc. GALA will not sell or accept compensation for photographs or videos of the event.

  2. You may take photos or videos during the event for your personal use only.  Attendees are not permitted to audio or video stream, broadcast, or otherwise transmit, re-transmit, or copy in any form any GALA event for longer than 45 continuous seconds. No filming or photography may impede the ingress or egress of a room or disrupt the speaker(s).

AI Policy for Virtual Events 

GALA does not allow outside or third-party AI notetakers in any virtual events. By attending a GALA online event, you agree not to use tools that automatically record, transcribe, summarize, or send event content to external systems unless they are provided or approved by GALA. 

What is not allowed 

This policy applies to any AI tool that: 

  • Joins the event as a separate participant or bot 
  • Records audio or video 
  • Creates automatic transcripts, summaries, or notes 
  • Sends event content to third-party services 

This applies to both free and paid tools, whether used by individuals or organizations. 

Why this policy exists

GALA events are built on trust and open exchange. This policy helps us: 

  • Protect privacy of speakers and participants 
  • Respect consent, since not everyone agrees to third-party recording 
  • Safeguard confidential or member-only information 
  • Maintain a fair and open environment where everyone knows who is present 
  • Meet global data protection requirements for our international community 

What is allowed 

  • Taking your own personal notes 
  • Using built-in accessibility features of the event platform, when permitted (e.g. live subtitling) 
  • Accessing official GALA recordings or summaries, if provided 

If the policy is not followed 

GALA may remove unauthorized tools or participants and may limit access to future events. 

Accessibility and questions 

If you have accessibility needs or questions about a specific tool, please contact GALA before the event so we can review options. 

In short … 

  • No outside AI notetakers at GALA virtual events 
  • Personal notetaking is fine 
  • GALA will share official materials when available 

Thank you for helping us keep GALA events respectful and secure for our global community. 

GALA Academy

Cancellation requests should be emailed to content@gala-global.org. Cancellations received before the first day of the session will receive a full refund. No refunds will be issued after the first day of the session, nor for no-shows. Substitutions are welcome prior to the first day of the session.

GALA Roadshow

Registration Policy

  1. Payment is due in full at the time of registration.
  2. Registration will not be confirmed until payment is received and may be subject to cancellation if left unpaid.
  3. All GALA member discounts require that registrants have an active GALA membership at the time of registration.
  4. Discount offers cannot be combined.

Cancellation Policy

  1. You may substitute delegates by providing written notice to GALA as soon as possible and before the start of the event.
  2. Cancellations must be received in writing by GALA and may be emailed to events@gala-global.org.
    • Refunds will not be given for cancellations made within two weeks of the event. Prior to that, GALA reserves the right to charge an administrative cancellation fee to cover sunk costs related to the registration.  

GALA Special Interest Group Meetings

Special Interest Group Meetings are free for GALA members to attend. Nonmembers are unable to attend without an invitation from GALA. When applicable, recordings of the presentation will be available in GALA’s Resource Center for members; the discussion segment of SIG meetings will not be recorded. 

GALA Webinars

Webinars

Webinars are free for GALA members to attend. Nonmembers are unable to attend without an invitation from GALA. Webinar recordings will be available in GALA’s Resource Center for members.

Sponsored Webinars

Sponsored webinars are free for members and nonmembers to attend. Webinar recordings will be publicly available at no cost.

GALA's WorldReady Conference

Payment and Discounts Policy

  1. Payment is due in full at the time of registration.

  2. All "early bird" discounts require payment in full before the early bird cut-off date. Regular rates will be applied to any unpaid invoices after the early-bird cut-off date.

  3. All GALA member discounts require that registrants have an active GALA membership at the time of registration.

  4. Registration will not be confirmed until payment is received and may be subject to cancellation if left unpaid.

  5. Discount offers cannot be combined.

Cancellation and Substitution Policy

  1. You may substitute delegates by providing written notice to GALA as soon as possible and before the start of the event.

  2. Cancellations must be received in writing by GALA and may be emailed to events@gala-global.org.

  3. The date upon which the notice of cancellation is electronically postmarked shall apply as the official date of cancellation.

  4. GALA uses Pacific time to establish date and time.

  5. GALA will promptly acknowledge all notices of cancellation by email.

  6. In consideration of expenses incurred by GALA, GALA will adhere to the following refund schedule:

    • For cancellations received four weeks or more before the event, refunds will be processed in full, less a US$ 50 processing fee.

    • For cancellations received between two and four weeks before the event, a 50% refund will be given, less a US$ 50 processing fee.

    • For cancellations received one week or less before the event, none of the registration fee will be refunded, but a credit will be given that may be used for future GALA events or GALA membership.

    • No refunds or credits will be granted for no-shows. No exceptions.

Code of Conduct

The WorldReady Conference is a gathering built on respect, curiosity, and collaboration. We expect all participants—attendees, speakers, sponsors, exhibitors, and staff—to contribute to a welcoming and inclusive environment, both in person and online.

Respect and Inclusion

GALA celebrates diversity in all its forms. Discrimination, harassment, or disrespectful behavior based on gender, sexual orientation, gender identity, disability, physical appearance, ethnicity, nationality, culture, religion, or belief will not be tolerated. This includes verbal, physical, or written abuse, whether at conference sessions, social activities, or through digital channels such as the event app or social media.

Professional Conduct

Please communicate thoughtfully and courteously. Avoid disruptive or offensive language, imagery, or behavior. Be mindful of how your words and actions may affect others. Respect personal boundaries and the professional nature of this event and remember that cultural norms vary.

Participation and Access

Badges must be worn at all times in conference areas. Attendees may participate only in sessions and events for which they have registered. Unauthorized entry into ticketed sessions or private events is not permitted.

Reporting and Response

If you experience or witness behavior that violates this Code of Conduct, please notify a member of GALA staff immediately—either in person at the registration desk or through the contact information in the event app. All reports will be treated seriously and confidentially. GALA will investigate promptly and reserves the right to take any necessary action, including removal from the event without refund.

Our goal is for every participant to feel respected, safe, and empowered to contribute. Thank you for helping us make WorldReady a positive and inclusive experience for all.