Student Ambassador Conference Registration Terms and Conditions

As a guest of Smile Train, you are required to abide by a professional code of conduct. During your stay for the Smile Train Student Ambassador Conference, the following conditions apply:

Supervision and Conduct: While Smile Train will host you for the weekend, the staff will not supervise you at all times. Student Ambassadors are expected to behave appropriately, with respect for all individuals and property, and to exercise good judgment throughout the trip.

Legal Compliance: Student Ambassadors must comply with all applicable laws, including the prohibition on alcohol consumption for individuals under 21 and the use of illegal drugs or controlled substances.

Identification: Student Ambassadors are required to carry a government-issued photo ID (e.g., driver’s license, passport, or ID card) at all times. Students without proper identification will not be allowed to enter Smile Train Headquarters.

Hotel Room Policies: Each Student Ambassador will have their own hotel room, or share rooms with another Student Ambassador, and must adhere to the hotel’s policies and procedures. Students should not misuse hotel amenities (e.g., phone, TV, room service). Smile Train is not responsible for any additional hotel charges, including room service, movies, or damages.

Hotel Room Curfew: At the end of each day’s program, Student Ambassadors must return to and remain in their hotel rooms. Smile Train is not responsible for students who leave their rooms after hours without permission. Leaving the hotel room without authorization may result in dismissal from the conference and their position as a Student Ambassador.

Behavioral Expectations: Any Student Ambassador who engages in inappropriate or illegal behavior during the conference will be immediately dismissed from the event and their position as a Student Ambassador.

Travel Responsibility: Student Ambassadors and their parents/guardians are responsible for booking and managing all travel arrangements to and from the New York metropolitan area. Any airfare or ground transportation booked by the Student Ambassador must be shared with the program lead at Smile Train by February 1, 2025. While Smile Train will track students’ arrival in New York, we are not responsible for monitoring or checking the status of outgoing flights or trains, though the Student Ambassador should communicate any changes to the Smile Train program lead. Student Ambassadors are responsible for ensuring they make their scheduled departures. Smile Train will not reimburse any costs related to missed flights or transportation.

Acknowledgements

I have read this policy and I understand and accept the conditions associated with my trip to and attendance at the Smile Train Student Ambassador Conference.

I understand that Smile Train will rely on this release and that I may not withdraw my permission or release at any time.

I am participating in the Smile Train Student Ambassador Conference of Smile Train, Inc. I acknowledge that Smile Train, Inc. has the right to cancel or make changes to the Smile Train Student Ambassador Conference at any time for any reason.

I understand there are risks involved in participating in the Smile Train Student Ambassador Conference. In consideration for being permitted to participate in the Smile Train Student Ambassador Conference:

I hereby knowingly and willingly assume all risks (whether or not foreseeable) of participating in the Smile Train Student Ambassador Conference. I (on behalf of myself and expressly intending to bind my heirs, executors, representatives and administrators) hereby irrevocably: (A) release, hold harmless, and indemnify Smile Train, Inc. and its officers, directors, employees, agents, representatives and contractors whether in their professional or personal capacity (collectively, “Smile Train”) from all damages, liabilities, costs and expenses of any kind (including reasonable legal fees and court costs) resulting from any injuries or death to myself (including from any actions Smile Train takes regarding my health and safety) and any damage to or destruction or loss of my property arising from my participation in the Smile Train Student Ambassador Conference; and (B) agree not to bring any claim of any nature against Smile Train for any cause of action that may arise in connection with my participation in the Smile Train Student Ambassador Conference, including but not limited to traveling to and from any location and participating in supervised and unsupervised activities. I expressly acknowledge that to the fullest extent allowable under law, the foregoing assumption of risk, release, waiver, and indemnity is intended to and will apply whether or not Smile Train is wholly or partially negligent or otherwise at fault.

It is my responsibility to obtain and keep in force adequate health insurance during the Smile Train Student Ambassador Conference. I represent that I have no health-related issues that would restrict my participation in the Smile Train Student Ambassador Conference and promise to disclose any condition that may arise. If I have any illness or injury during the Smile Train Student Ambassador Conference, I acknowledge that Smile Train is not obligated to take any actions, but I hereby authorize Smile Train to obtain emergency or other medical treatment for me and to contact my parent or guardian with any relevant information as Smile Train may determine is appropriate under the circumstances. I acknowledge that I will be solely responsible for the cost of any emergency or other medical treatment obtained for me.

I will comply with Smile Train’s policies, rules, standards and instructions at all times during the Smile Train Student Ambassador Conference.

I acknowledge that I have been given an opportunity to review this Release, I have sought and obtained any information I feel necessary and appropriate, and I enter into this Release knowingly and voluntarily. This Release: (A) represents my complete understanding with Smile Train concerning its responsibility and liability for my participation in the Smile Train Student Ambassador Conference and supersedes any other understandings (whether oral or written) I may have had with Smile Train regarding its subject matter, (B) is governed by the laws of the State of New York, and (C) may be amended only if agreed in writing by Smile Train. Upon any finding by a court (or other tribunal) of competent jurisdiction that this Release, in whole or in part, is unenforceable, upon Smile Train’s request, I agree to execute a new general release that would be enforceable. If for any reason a new general release is not permitted by any court or law, if the unenforceable provision would be enforceable by limiting it, then the provision shall be deemed to be written, construed and enforced as so limited.

I have read this policy and I understand and accept the conditions associated with my trip to and attendance at the Smile Train Student Ambassador Conference.