Animal & Vegan Advocacy (AVA) International is a global nonprofit hosting a highly modern, diverse, progressive, and impactful conference series for the animal and vegan advocacy movement worldwide. We connect people working on a wide range of tactics, strategies, and approaches, committed to inspiring our participants to be as impactful as possible. We want to nurture the animal and vegan advocacy community worldwide.

Expectations

At any event organized by Animal & Vegan Advocacy (AVA) International, we do not engage in harassment of any kind, including but not limited to:

• Harassment based on race, color, ethnicity, national origin, gender, gender identity or expression, sexual orientation, age, disability, appearance, religion, immigration status, pregnancy, marital or familial status, military or veteran status, or apparel.

Harassment includes but is not limited to:

• Hostile or denigrating written, verbal, or physical conduct; stalking; verbal or physical intimidation; physical assault and/or battery; harassing or non-consensual photography or recording; disruption of talks or other events; shaming or ridicule; bathroom policing; inappropriate physical contact; and unwelcome physical attention.

No policy can fully describe all forms of harassment.

AVA International strongly encourages people who believe they or others are being subjected to such conduct to promptly advise the offender that their behavior is unwelcome and request that it be discontinued.

If a participant is reported or found to have engaged in harassing, threatening, inappropriate, or unsafe behavior, AVA International retains the right to take any actions reasonable or necessary to keep the event a safe and welcoming environment for all participants. This includes but is not limited to, the expulsion of participant(s) without a refund.

AVA International recognizes that some topics and issues covered at this event may, by their nature, include exposure to controversial, provocative, and challenging ideas. Harassment generally does not include respectful disagreement or good-faith criticism. However, to the extent that discourse distracts from the content or rises to the level of harassment described in the paragraphs above, it will not be tolerated.

This policy extends to all event participants, including sponsors, vendors, independent contractors, attendees, presenters, speakers, volunteers, and workshop participants.

AVA International’s events often include volunteers, staff, funders, and organization leaders. Leaders and funders should be particularly aware of the power dynamics that may exist between themselves and other participants and should take special care to be mindful of this so everyone is treated respectfully. Leaders and funders are encouraged to maintain their interactions in the spirit of mentorship if a volunteer or staff member approaches or agrees to socialize with them.

AVA International reserves the right to revoke, without refund, registration of any attendee or participant not in compliance with this policy; the right to remove from an event, seminar, or workshop anyone not in compliance with this policy; the right to revoke a speaker invitation; the right to cancel a contract with a sponsor, vendor or contractor that is not in compliance with this policy; as well as the right to ban participation in any future AVA International event.

Any sponsor, vendor, independent contractor, speaker, attendee, or anyone affiliated with an event hosted by AVA International who believes they have witnessed or been subjected to harassment or discrimination should report it immediately to AVA’s Executive Director in person or by email at julia@AVASummit.com or by submitting this anonymous form. Reporting harassment or discrimination anonymously can empower individuals to share their experiences without fear of retaliation, fostering a safer environment and encouraging more disclosures. However, anonymity may make it challenging for the AVA team to thoroughly investigate and address the issue, potentially hindering the resolution process.

If the complaint relates to the Executive Director, please contact Flavia (Board Treasurer) at flavia@AVASummit.com and/or Michael Webermann (Board Secretary) at michael@AVASummit.

Legal

Please view the AVA Summit Harassment Investigation Policy & Procedure.

This policy should not be construed as creating any duty, obligation, or liability on the part of AVA International. Instead, it is solely intended to inform all participants and attendees of our expectations that their behavior complies with this policy.

Photos & videos

By registering to attend an event organized by AVA International, you agree that AVA International has the right to use any photographs and videos taken at the event. They may use these in publications or other produced media materials, including but not limited to social media, brochures, websites, promotion of future events, etc.

If you do not consent to have your image recorded for distribution, please inform event organizers at least 72 hours before the event at info@AVASummit.com. Any person or organization using AVA International’s photographs, graphics, videography, or other similar reproductions or recordings for commercial use requires advance written permission from AVA International.

en at the event. They may use these in publications or other produced media materials, including but not limited to social media, brochures, websites, promotion of future events, etc.

If you do not consent to have your image recorded for distribution, please inform event organizers at least 72 hours before the event at info@AVASummit.com. Any person or organization using AVA International’s photographs, graphics, videography, or other similar reproductions or recordings for commercial use requires advance written permission from AVA International.

Animal & Vegan Advocacy (AVA) International encourages prompt and full reporting of all perceived incidents of discrimination or harassment at any AVA events to the AVA International Executive Director in person, by email at julia@AVASummit.com, or by submitting this anonymous form.

This applies if you believe that you have been harassed or if you witness harassment of another person. If the complaint relates to the Executive Director, please contact Flavia (Board Treasurer) at flavia@AVASummit.com and/or Michael Webermann (Board Secretary) at michael@AVASummit.com.

It is our policy to promptly and thoroughly investigate such reports. Confidentiality will be maintained throughout the investigatory process to the extent consistent with adequate investigation and appropriate corrective action. View our Code of Conduct and Anti-Harassment Policy. No policy can fully describe all forms of harassment.

All persons at any AVA events are encouraged to report any occasion where they feel harassed, whether or not the specific conduct is captured by this policy.

Complaint and Investigation Process

AVA International strongly encourages people who believe they or others are being subjected to such conduct to promptly advise the offender that their behavior is unwelcome and request that it be discontinued. We recognize that a person may not always feel comfortable addressing the behavior directly with the offender and may prefer to pursue the matter through official complaint procedures.

While timely reporting (ideally within 48 business hours) is preferred, we encourage you to report any complaints or incidents at any time. However, a late report may impair the AVA team’s ability to thoroughly investigate and resolve the complaint.

Any reported allegations of harassment, discrimination, or retaliation will be promptly investigated. The investigation may include individual interviews with the parties involved and, where necessary, with persons who may have observed the alleged conduct or may have other relevant knowledge. At the conclusion of a thorough investigation, both the person who submitted the complaint and any individual accused of harassment or discrimination will be notified of the conclusion of the investigation, including any findings of harassment and any disciplinary or other administrative actions that will be taken.

Submitting false or unjustified complaints against an individual may itself constitute a form of harassment. Anyone who makes false or malicious complaints of harassment, discrimination, or retaliation shall be subject to disciplinary action up to and including expulsion from this and any AVA event.

It is AVA International’s intention to consider all claims as soon as possible. Upon receiving a complaint of harassment, the Executive Director or the individual appointed to run the investigation will take the following initial steps, usually within 48 hours whenever possible:

1. Record all the information received from the complainant, including the dates, times, and locations of the incidents, as well as the names of individuals who may have observed the incidents

2. Provide the complainant with an overview of the investigation process and ensure that the complainant understands the timing and scope of the investigation, though with the understanding that no two complaints are the same, and the process and timing will vary depending on the allegations

3. Identify the complainant’s preferred resolution in order to facilitate our understanding of the issue

4. Ensure that records of all discussions remain confidential to the fullest extent possible

5. Take immediate action to limit interactions between the complainant and the alleged harasser while the investigation remains pending, if necessary

Usually, within 10 business days after the completion of these initial steps, the Executive Director or the individual appointed to run the investigation will take the following secondary steps:

1. Interview the complainant and, in the case of complaints made by third parties who observed concerning conduct, the individual to whom the conduct was directed

2. Interview witnesses or other knowledgeable persons who may have information relating to the alleged incident(s)

3. Interview the person complained about

4. Confer as necessary with management to determine the appropriate course of action, including, as appropriate, any disciplinary action to be taken

5. Prepare a final incident report detailing the investigation, any findings, disciplinary actions taken, and recommendations to prevent future incidents

6. Inform the parties involved of any recommendations or disciplinary actions

Confidentiality will be maintained throughout the investigatory process to the extent consistent with adequate investigation and appropriate corrective action. Information regarding complaints will be disclosed only as necessary for the investigation and resolution of the complaint.

Retaliation against a person for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action. It is crucial to recognize that power imbalances, such as differences in age or positions within organizations or within the movement, may influence the dynamics of reporting and potential retaliation. Acts of retaliation, including those influenced by power differentials, should immediately be reported to any member of the Board and will be promptly investigated and addressed. Misconduct constituting harassment, discrimination, or retaliation shall be subject to disciplinary action up to and including expulsion from this and any AVA event.

If the complainant disagrees with the resolution of a complaint, they may consult with the AVA Executive Director and/or the Board to explain why the complainant views the resolution as unsatisfactory and propose an alternative remedy. We'll take these further considerations seriously and aim to create spaces that are safe for all.

Congratulations on speaking during the Animal & Vegan Advocacy (AVA) Summit! Please review the information below to understand how we have planned to accommodate your stay.

Hotel Accommodations and Speakers Requirements

We highly recommend staying at the venue hotel to benefit from short distances and networking opportunities. Due to needing to fulfill our contractual obligations for our hotel block, only accommodations at the venue are reimbursable via the travel award system.

Please book your hotel room ASAP and before April 20th because the hotel will sell out! After you’ve booked, send your confirmation number along to Taylor@avasummit.com. Please ensure you book inside our block and NOT on 3rd party sites (ex. Expedia, Priceline, Hotels.com) as it ensures you get the lowest rate possible.

Speaker Accommodation Limitations

This year we are unable to provide hotel accommodations for all speakers. No speakers will have automatic hotel nights covered by AVA, but do please reach out to us if you are in need of financial assistance.

Please understand that if you bring family members, we have not factored them into our food & beverage budget. We need to ask that you help us plan ahead by ensuring you, your friends, and your family are all officially registered for the Summit. We want to make sure everyone on-site is well-fed and happy!

**Check out our Family Ticket Registration here by clicking the blue “Register Now” button at the top of the event page to view our registration tiers.

**Check out our Food & Beverage Policy here.

The AVA Summit is highly dependent on generous donors who provide us with funding for travel awards, and we need to provide proof of their spending, collect receipts, and respect our fiscal sponsor’s banking procedures.

Please read the details below to ensure an adequate understanding of how to use this award, reimbursement details, and award limitations and guidelines.

For Domestic and International Awardees

The travel award covers travel (airplane, train, bus, uber, lyft, public transportation) and venue hotel accommodation. for international and domestic awardees for the dates of the Summit of May 16 through May 19, 2024. Please use the banking form sent to you to tell us how to wire the award to you. The award will be split up into two equal transfers.

Receipts, such as flight and hotel, that equal or surpass the scholarship amount are required for our records.

If your flight and accommodation exceed your Travel Award, we will cover the amount you’ve been granted for your Travel Award. If your flight and accommodation expenses do not meet the entirety of your Travel Award, the AVA Summit will honor the amount of total expenses that were used for travel and accommodations.

All reimbursements will be sent directly to the receipt holder of the travel awardee without any exceptions.

If you have made the decision to share your hotel room (or any expenses) with one or a group of individuals, it is your responsibility to navigate how you will disburse the reimbursement amongst yourselves.

The Travel Award Scholarship does not cover additional meals and snacks throughout the duration of the AVA Summit, as most meals are included in your ticket.

For International Awardees

The travel award covers travel (airplane, train, bus, uber, lyft, public transportation) and venue accommodation for international awardees for the dates of the Summit of May 16 through May 19, 2024.

All travel awardees must have a valid passport and visa to accept the travel award. If a visa invitation letter is required, please email taylor@avasumit.com.

The AVA Summit recognizes that many international awardees will fly across the globe to speak or attend the Summit. Therefore, we anticipate that you may arrive a bit earlier due to unforeseen circumstances, such as delayed visas, delayed/canceled flights, or even one night early to synchronize with a new timezone. For this reason, we are allowing a 1-2 day window to the international AVA Summit travel awardees. This will be reviewed and approved on a case-by-case basis.

Awardees will be given an attendee registration code that allows them to register at the lowest possible rate during the window in which your application was submitted. (For example, all applications submitted on/by January 10th at 11:59 pm ET will receive the Early Bird Discounted rate of $250. Applications submitted after this window will receive a discounted Standard registration code for $350.)

For Domestic Awardees

The travel award covers travel (airplane, train, bus, uber, lyft, public transportation) and venue accommodation for awardees through the dates of the Summit of May 16 through May 19, 2024.

The AVA Summit does not cover travel or accommodation costs outside of the AVA Summit dates, from May 16 through May 19, 2024.

Awardees will be given an attendee registration code that allows them to register at the lowest possible rate during the window in which your application was submitted. (For example, all applications submitted on/by January 10th at 11:59 pm ET will receive the Early Bird Discounted rate of $250. Applications submitted after this window will receive a discounted Standard registration code for $350.)

We understand that sometimes things happen outside of the parameters listed above. All such cases will be reviewed by the AVA Summit team, and you will be notified of the verdict as soon as one is made. Please allow up to 7 days for the review process.

Important: Links have not yet been added below to access the AVA Summit Expense Report nor the AVA Summit Reimbursement Form. We will update this with links once Travel Award Scholarship applications close. In the meantime, please familiarize yourself with the process and steps below, and feel free to prepare your receipts as described in Step 2 below.

Please read and follow the below instructions to ensure your Travel Awards can be disbursed as soon as possible. Please allow up to 30 days from the date you submit the expense report for reimbursement.

Upload the below items into the AVA Summit Reimbursement Form. Please do not email them directly to the AVA team, use the form. Thank you!

Step 1: Open the AVA Summit Expense Report, make a copy of it so you’re able to make edits (in the menu, go to “File” and click “Make a Copy”) Please make sure to:

Fill out all of your requested information.

Add the description and amount for each line item (ex. Flight Reimbursement - $365.48, Hotel Reservation Reimbursement - $533.23)

Save this as a PDF and upload it into the form provided above in the following format:

YourName_ExpenseReport_AVASummit

Step 2: Include all relevant receipts (PDF format) showing the flight/hotel reservations purchased and the price. Please save your receipts in the following format prior to submitting them into the form:

YourName_FlightReceipt_AVASummit

YourName_HotelReceipt_AVASummit

***Please ensure that you are uploading a verifiable receipt. A screenshot of your hotel booking or of your flight reservation is not a receipt.

***If your flight and accommodation exceed your Travel Award, we will cover the amount that you’ve received as a Travel Award. If your flight and accommodation expenses do not meet the entirety of your Travel Award, the AVA Summit will honor the amount of total expenses that were used for travel and accommodations.

Badge For Meal Functions

The Animal & Vegan Advocacy (AVA) Summit is pleased to provide delicious daily meals!

We plan far in advance to ensure everyone is well fed, taken care of, and provided with adequate vegan fuel to stay energized during the entirety of the Summit. The name badge that is generated via your ticket registration is your ticket to meal function. Those without badges won't be able to attend meal functions.

What Your Ticket Includes at the AVA Summit US:

-All Day Snacks & Refreshments [Thursday]

-Vegan Continental Breakfast [Friday, Saturday]

-Vegan Lunch [Friday, Saturday]

-Vegan Brunch [Sunday]

Dinners are not provided by the AVA Summit.

Friends, Family, Partners, Colleagues

Though we would like to offer meals to everyone, we need to ask that you help us plan ahead by ensuring you, your friends, colleagues, and your family are all officially registered before the Summit! Hotel meals are expensive and we need to factor their attendance into our Food and Beverage logistics. There are kid’s tickets, too!

By taking this step, the organizers of the AVA Summit will be able to account for and accommodate everyone who shows up. Thank you for your understanding!

*Click here to view the available registration tiers and register at the level that best suits your needs.

Please review our GDPR compliant Privacy Policy here.

We work closely with our partners and host venues to implement safety measures so that everyone can enjoy the valuable networking that is a vital part of a live event experience.

The Animal & Vegan Advocacy (AVA) Summit is an in-person event. We will comply with all local, regional, and national requirements for in-person events per the CDC and WHO. Attendees are highly encouraged to get vaccinated (and boosted) and to test themselves before travel and in highly populated areas.

Please:

Stay home if you feel unwell: Do not attend if you are displaying symptoms, test positive, or are required to self-isolate.

Be mindful of others: Everyone has their own personal comfort level regarding proximity and contact, so please give each other space.

Practice hand hygiene: Sanitizers and washrooms will be available throughout the venue.

Reduce touch points: Fewer business cards and promotional materials are being shared at live events. Please consider using QR codes or alternative materials.

Please check your local WHO and CDC recommendations and guidelines, as well as the travel requirements of your home location. The Animal & Vegan Advocacy (AVA) Summit is not responsible for any expenses or delays incurred due to Covid-19.

This page will be updated with any new guidance to comply with the Department of Health recommendations, so please continue to check back as we approach the Summit.

Last updated January 4, 2023

Though the Animal & Vegan Advocacy (AVA) Summit loves all animals of all sizes and types, we are unable to allow companion animals on site during our sessions, workshops, meals, etc., with the exception of verified service animals. In that case, please get in touch with us beforehand.

If you need to travel with your companion animal(s), you may correspond with the hotel venue on your own behalf, and arrange for the needs of you and your companion. Should your companion accompany you during your stay, please respect our policy and refrain from bringing your companion to our scheduled sessions, workshops, meals, etc. In addition, please know that animals can not be left unattended in your room.

Thank you for your understanding!

If you have any questions or concerns, please email our Event Manager, Amanda Cramer, at Amanda@AVASummit.com

Exhibitor registration and load-in will begin at 2pm on Thursday, May 16th. Please make every effort to finish setting up by 6pm.

Exhibitor tear-down will begin at 2PM on the 19th.

While we encourage you to table any time from 8 - 5 PM on the 17-18th, and 8 - 2 PM on the 19th, peak exhibit hours will be during breaks and lunches. We ask that a staffer be at your table for those peak exhibit hours, with the others being optional.

Please follow the exact details below to ship your exhibit supplies. If you are sending swag, please make sure it is shipped and labeled separately per the instructions.

Registered exhibitors have access to all AVA Summit provided meals.

Please note nothing can be affixed to the hotel walls. If you have signage, please come prepared with pipes or easels.

Preferred Printer

Save time, shipping costs, and carbon emissions by using our preferred printer! The AVA Summit has teamed up with a local print shop, Digi Quick Print, to offer you a 10% discount on printing services, free delivery to the hotel, and a go-to plan for any last-minute needs.

To qualify for this deal please contact both brian@digiqp.com and matt@digiqp.com and mention the AVA Summit.

Note: For simple jobs please give 2-5 business days notice. For larger and more complicated jobs please allow 7-10 business days. *If your project is for the Swag Bags please take special note of the instructions listed below.

Shipping to the hotel

Please keep note of your tracking number - if the hotel is looking for your package that is how they will find it

Attn: Sales/Convention Services

Guest Name - AVA Summit Hilton Alexandria Mark Center 5000 Seminary Rd Alexandria, VA 22311, United States

Due to the limited storage space, packages may be delivered to the Hotel three working days prior to the date of the function. Please note the below charges will reflect on your guest room or invoice. Please follow the below instructions to ensure your packages arrive in the correct place!

Incoming Packages are handled as follows: Express Envelopes are complementary and are held at the front desk. Packages/Boxes are charged at $6.00 each. Pallets are charged at $150.00 each. Cases/Crates are charged at $75.00 each.

Outgoing packages are handled as follows: Express Envelopes are complementary and can be sent from the front desk. Packages/Boxes are charged at $6.00 each. Pallets are charged at $150.00 each. Cases/Crates are charged at $75.00 each. Handling charges cannot be collected by the shipper’s account number, therefore please pay handling charges with one of the following methods: cash, check, or credit card.

There is a printer if you need to print off labels, but there is no shipping office at the hotel. We recommend bringing pre-paid labels if possible and scheduling a pick-up with your shipping provider.

Swag Shipping - The first 500 attendees will receive a swag bag at registration. If you are a Silver Sponsor or above or have otherwise arranged to include an item in our attendee Swag Bag, please make sure your swag items arrive by Tuesday, May 14th. We will build the bags on the 15th. Items received after the 14th are not guaranteed to be included in the bags.

Please keep note of your tracking number - if the hotel is looking for your package that is how they will find it

Attn: Sales/Convention Services

AVA SWAG - Your Org

Hilton Alexandria Mark Center

5000 Seminary Rd

Alexandria, VA 22311, United States

Exhibit Needs

If you purchased a WiFi/Power Upgrade, or are a Sponsor at any level, your A/V needs should be taken care of already! Additional requests may result in charges from the hotel.

→ Please contact Amanda@AVASummit.com for further hotel related questions

Attendee Registration Refunds

We honor refund requests received by April 25th, 2024, which is 3 weeks prior to the event start time. For help with processing refunds, please email Amie Albright (Communications Lead) directly at Amie@AVASummit.com

All other requests are reviewed case-by-case - email Amie Albright (Communications Lead) directly at Amie@AVASummit.com

The Eventbrite processing fee is non-refundable. Learn more here.

Exhibitor Registration Refunds

We honor refund requests received by April 25th, 2024, which is 3 weeks prior to the event start time. For help with processing refunds, please email Taylor Waters (Program and Partnerships Lead) directly at Taylor@AVASummit.com

All other requests are reviewed case-by-case - email Taylor Waters (Program and Partnerships Lead) directly at Taylor@AVASummit.com

The Eventbrite processing fee for additional exhibit booth staffers is non-refundable. Learn more here.