Terms & Conditions
Last Updated: January 2025
👋 Hey There!
We believe in keeping things simple and transparent. These terms explain how our gathering works, what to expect, and how we handle the practical stuff. We've written this in plain English because legal jargon doesn't reflect our values of radical belonging and authentic community.
Registration & Payment
When You Register
- • Your registration is confirmed when payment is completed through Humanitix
- • You'll receive a confirmation email with your ticket details
- • All ticket sales are final except for our refund policy below
- • You must be 18+ to register (or have parent/guardian permission)
Ticket Types
General Admission ($199 + processing):
All main programming included
Refund Policy
The Simple Version
Refunds minus processing fees are available up to 60 days before the event.
The Details
- • Before December 28, 2025: Full refund minus Humanitix processing fees
- • After December 28, 2025: No refunds available
- • If we move the date: Full refunds available regardless of timing
- • Medical emergencies: Contact us at [email protected] - we'll work something out
- • Financial hardship: Reach out - we prioritize community over profit
How to Request a Refund
- 1. Email [email protected] with your name and registration details
- 2. We'll process it within 5-7 business days
- 3. Refunds go back to your original payment method
Event Date & Changes
February vs. October 2026
- • We're aiming for February 27 - March 1, 2026
- • If we don't reach our community size goal by October 31, 2025, we'll move to October 2026
- • Everyone gets notified immediately if dates change
- • Full refunds available if the new dates don't work for you
Other Event Changes
- • Sometimes we need to adjust guides, venues, or programming
- • We'll communicate any significant changes as soon as possible
- • Major changes that substantially alter the gathering may qualify for refunds (our call, but we're reasonable humans)
What's Included & What's Not
Your Ticket Includes
- ✓ All main programming (guides, worship, breakout sessions)
- ✓ Access to both venues
- ✓ Community voting on gathering elements
Your Ticket Doesn't Include
- ✗ Transportation to Oakland
- ✗ Accommodation
- ✗ Food and beverages (various options available nearby)
- ✗ Personal items or activities outside official programming
Community Guidelines & Behavior
Our Expectations
- • Follow our Code of Conduct (available on our website)
- • Respect the consent and boundaries of others
- • No discrimination, harassment, or harmful behavior
- • Photography/recording requires permission from people being captured
- • Respect the confidential nature of personal stories shared
If Problems Arise
- • Report issues to any staff member or email [email protected]
- • We handle conflicts with accountability and grace
- • Serious violations may result in removal without refund
- • We prioritize safety and belonging for all attendees
Liability & Safety
Your Responsibility
- • You attend at your own risk
- • We're not responsible for personal injury, illness, or lost/stolen items
- • You're responsible for your own medical needs and medications
- • Follow venue safety rules and local laws
Our Responsibility
- • Provide reasonably safe venues and programming
- • Respond appropriately to reported safety concerns
- • Maintain first aid supplies and emergency contacts
- • Create as trauma-informed and inclusive environment as possible
Medical Emergencies
- • Call 911 for serious emergencies
- • Basic first aid available at registration desk
- • We'll assist in connecting you with local medical resources if needed
Force Majeure (Stuff Beyond Our Control)
If we can't hold the gathering due to:
- • Natural disasters, pandemics, or government restrictions
- • Venue emergencies or closures
- • Other circumstances beyond our reasonable control
We'll either:
- • Reschedule and honor all tickets for new dates
- • Offer full refunds if rescheduling isn't possible
- • Create alternative programming (like virtual components) if appropriate
Intellectual Property & Recording
Your Content
- • Stories and ideas you share remain yours
- • We won't record or share your personal content without permission
- • Community voting and feedback may be used anonymously for planning
Event Content
- • Guide presentations and official programming belong to us and the guides
- • You can't record or distribute official content without permission
- • Social media sharing is encouraged with #ember26, but respect others' privacy
Contact & Questions
For registration issues:
Contact Humanitix support
For everything else:
[email protected]
For urgent matters during the event:
Look for staff with Ember badges
The Ember Gathering is hosted by Nu Foundation
A nonprofit committed to building inclusive, anti-racist, Jesus-loving, social justice-oriented communities.