HFV-Events Terms and Conditions

2026 Edition | Revised Draft

Effective Date: June 13, 2026
Website: HerFaithVillage.com | Contact: events@herfaithvillage.com

HerFaithVillage.com Ministries ("HFV Ministries," "we," "us," or "our") is a Christ-centered women's ministry committed to creating safe, Spirit-led environments where women and youth can grow in faith, community, and purpose. HFV Ministries operates a range of events including conferences, workshops, camps, retreats, and youth programs (collectively referred to herein as "HFV Events"). We are delighted to welcome each participant into our community.

Registration for, attendance at, or participation in any HFV Event constitutes acceptance of these Terms and Conditions. These Terms apply to all attendees, participants, parents and guardians of minors, volunteers, vendors, and guests associated with any HFV Event. Please read these Terms carefully before completing your registration.

 

TABLE OF CONTENTS

• Section 1 Registration and Payment
• Section 2 Refund and Cancellation Policy
• Section 3 Code of Conduct and Behavioral Standards
• Section 4 Do Not Bring List
• Section 5 Personal Belongings and Valuables
• Section 6 Shared Lodging Disclaimer
• Section 7 Health, Safety, and Medical Information
• Section 8 Medication Responsibility Clause (Youth Events)
• Section 9 Parental Consent and Youth Participant Requirements
• Section 10 Photography, Videography, and Media Release
• Section 11 Intellectual Property
• Section 12 Transportation and Travel
• Section 13 Venue Rules and Facility Compliance
• Section 14 Special Needs and Accessibility
• Section 15 Liability Waiver and Release
• Section 16 Privacy and Data Use
• Section 17 Faith Community Standards
• Section 18 Amendments and Updates
• Section 19 Governing Law and Dispute Resolution
• Section 20 Entire Agreement and Severability

 

SECTION 1 — REGISTRATION AND PAYMENT

1.1 Eligibility. All registrations are subject to review and approval by HFV Ministries. HFV Ministries may decline, cancel, revoke, or restrict any registration or attendance for reasons including, but not limited to, safety, capacity, eligibility, payment status, failure to complete required forms, violation of these Terms, disruptive or threatening conduct, ministry-mission consistency, venue requirements, or legal compliance, subject to applicable law.

1.2 Registration Confirmation. A registration is not considered confirmed until full payment — or an approved payment plan — has been received and a written confirmation email has been issued to the registrant's email address on file. Submission of a registration form alone does not constitute a confirmed registration.

1.3 Payment Plans. Where payment plans are offered for a specific event, all installments must be completed by the stated deadline as communicated in the event registration materials. Failure to complete all required installments by the stated deadline may result in cancellation of the registration. Amounts previously paid may be retained to cover disclosed non-refundable costs, administrative costs, reserved lodging or venue costs, and other event-related losses or damages, to the fullest extent permitted by law.

1.4 Pricing. All event prices are subject to change without prior notice. Participants who have received a written registration confirmation are locked into the pricing confirmed at the time of that confirmation and will not be subject to subsequent price increases for that event.

1.5 Early Bird and Promotional Rates. Promotional and early bird pricing is strictly time-limited and applies only to the specific event for which it is advertised. Promotional rates are non-transferable to other events, dates, or registrations.

1.6 Free or Donation-Based Events. HFV-Events occasionally offers free, sponsored, or donation-based events. By registering for a free, sponsored, or donation-based event, participants acknowledge that all attendee responsibilities still apply; HFV-Events may limit attendance based on capacity or safety; donations may be requested but are not required; and free events may still require waivers or additional forms.

 

SECTION 2 — REFUND AND CANCELLATION POLICY

2.1 Participant-Initiated Cancellations. Refund eligibility is determined by the date on which the cancellation request is received relative to the event date, as published in the event-specific registration materials. The following general refund schedule applies unless otherwise specified per event:

Cancellation Timing	Refund Amount
30 or more days before the event	Full refund, minus a non-refundable processing fee specified per event
15–29 days before the event	50% refund of the amount paid
14 days or fewer before the event	No refund issued

 

2.2 Non-Transferability. Registrations are non-transferable. They may not be transferred, reassigned, or applied to another individual under any circumstances. If a registered participant is unable to attend, the applicable cancellation and refund policy outlined in Section 2.1 will govern.

2.3 HFV-Initiated Cancellations. If HFV Ministries cancels an event and does not reschedule it, registered participants may choose either a refund of registration amounts paid or a credit toward a future HFV Event of equal or lesser value. If HFV Ministries reschedules an event, registered participants may attend the rescheduled event or request a refund or credit under the event-specific instructions provided by HFV Ministries. Refunds may exclude clearly disclosed non-refundable third-party costs, payment-processing fees, or other non-recoverable costs where permitted by law. HFV Ministries is not responsible for participant travel, lodging, missed work, childcare, or other incidental expenses unless expressly agreed in writing.

2.4 No-Shows. Participants who fail to attend a registered event without submitting a prior cancellation request are not entitled to a refund, credit, or transfer of any kind, except where required by law or expressly stated in event-specific materials.

2.5 Non-Refundable Items. Event merchandise, special add-on experiences, separately purchased items, and any items explicitly designated as non-refundable at the time of purchase are not eligible for refund except where required by law, where HFV Ministries cancels the item or service, or where the item or service is unavailable and no reasonable substitute is provided.

 

SECTION 3 — CODE OF CONDUCT AND BEHAVIORAL STANDARDS

3.1 Christ-Centered Environment. HFV Ministries is committed to fostering a community marked by love, honor, and mutual respect. All participants are expected to conduct themselves in a manner consistent with Christian values — treating every person present, including fellow attendees, speakers, staff, volunteers, and venue personnel — with dignity, kindness, and grace.

3.2 The Authority of Scripture and the Nature of Biblical Teaching. HerFaithVillage.com Ministries is unapologetically rooted in the authority, sufficiency, and truth of the Holy Bible. We affirm that God's Word is truth (John 17:17) and that all Scripture is God-breathed and profitable for doctrine, reproof, correction, and instruction in righteousness (2 Timothy 3:16–17). HFV Ministries is fully committed to proclaiming, teaching, and promoting the written Word of God at all HFV Events — without compromise, apology, or dilution. Participants acknowledge that biblical teaching presented at HFV Events may be spiritually convicting, culturally counter-narrative, and at odds with prevailing social or political viewpoints. Attendance at HFV Events constitutes acknowledgment and acceptance of this ministry's commitment to Scripture as its doctrinal authority. However, HFV Ministries does not permit biblical truth to be used as a vehicle for personal attack, public shaming, ridicule, or harassment of any individual. All teaching at HFV Events is delivered in a spirit of love, grace, and truth. Participants who engage in disruptive conduct, hostile challenges to HFV leadership or event speakers, or behavior intended to undermine the integrity of HFV programming will be subject to the enforcement provisions outlined in Section 3.4.

3.3 Zero Tolerance. HFV Ministries maintains a strict zero-tolerance policy for the following behaviors at any HFV Event:

• Physical, verbal, sexual, or emotional abuse or harassment of any person
• Bullying, intimidation, coercion, or threatening behavior of any kind
• Discrimination based on race, color, national origin, age, disability, or any other protected characteristic
• Use, possession, or distribution of alcohol, illegal drugs, or controlled substances
• Theft or intentional destruction of property belonging to any person or venue
• Unauthorized recording, photography, or videography of other attendees, particularly minors
• Disruptive conduct that interferes with event programming or the experience of other participants

3.4 Enforcement. Violations of the Code of Conduct may result in immediate removal from the event without refund, subject to any rights that cannot be waived under applicable law. In cases involving minor participants, parents or legal guardians will be notified and required to retrieve the participant promptly. HFV Ministries reserves the right to involve local law enforcement authorities whenever it deems such action appropriate or necessary for the safety of participants, staff, volunteers, speakers, vendors, or the public.

3.5 Social Media Conduct. Participants agree not to post, publish, transmit, or distribute content that is false, defamatory, harassing, threatening, obscene, unlawfully discriminatory, or intentionally misleading concerning HFV Ministries, its leadership, staff, volunteers, speakers, vendors, or fellow participants. Participants may not post private contact information, confidential information, internal event security details, or images or videos depicting minor participants without verified written parental consent. Nothing in this section is intended to prohibit truthful, lawful, non-harassing personal opinions or good-faith feedback; however, participants remain responsible for content that violates law, infringes privacy rights, creates a safety risk, or misrepresents personal content as official HFV Ministries communications.

 

SECTION 4 — DO NOT BRING LIST

To protect the safety, security, and sanctity of our events, the following items are strictly prohibited at all HFV Events. Violations may result in denial of entry, removal of the item, confiscation or surrender of the item, immediate removal of the offending participant from the event without refund, law enforcement involvement, or other action reasonably necessary to protect participants and staff.

Illegal, dangerous, or unlawful items may be surrendered to law enforcement and may not be returned. Lawful personal items that are prohibited by HFV Ministries or the host venue may be held for pickup by the participant, a parent or legal guardian, or another authorized adult, where reasonably practical. HFV Ministries is not responsible for loss, damage, or theft of prohibited items that participants choose to bring. Unclaimed lawful items may be disposed of after a reasonable holding period stated by HFV Ministries or the venue, subject to applicable law.

The following items must NOT be brought to any HFV Event:

1. Illegal drugs, narcotics, or controlled substances of any kind
2. Alcoholic beverages of any type or quantity
3. Tobacco products, vaping devices, e-cigarettes, hookah equipment, or related paraphernalia — all HFV Events are strictly tobacco-free and smoke-free environments
4. Firearms, weapons, knives, or any item that could be used to threaten or cause bodily harm, unless expressly permitted for authorized and credentialed law enforcement officers in accordance with applicable law and only where such status and intent has been pre-disclosed in writing to HFV Ministries leadership when legally permissible
5. Fireworks, explosives, flammable materials, or any incendiary devices
6. Pornographic, obscene, or otherwise sexually explicit materials
7. Items bearing offensive, vulgar, profane, threatening, or anti-Christian messaging or imagery
8. Pets or animals of any kind. Service animals are permitted as required by applicable law. Advance notice to HFV Ministries is appreciated for planning purposes but is not required where prohibited by law. HFV Ministries may ask only questions permitted by applicable law and may exclude a service animal only where legally permitted, including where the animal is out of control and the handler does not take effective action, the animal is not housebroken, or the animal poses a direct threat that cannot be reasonably mitigated.
9. Drones or unmanned aerial vehicles of any type, without prior written authorization from HFV Ministries leadership and the host venue
10. Large amounts of cash or unnecessary high-value items (refer to Section 5 regarding personal valuables)
11. Any item expressly prohibited by the host venue or facility
12. Any item determined by HFV Ministries staff, in their reasonable discretion, to be inappropriate, unsafe, disruptive, or inconsistent with the mission and values of HFV Ministries, subject to applicable law

 

SECTION 5 — PERSONAL BELONGINGS AND VALUABLES

5.1 Personal Responsibility. Each participant is solely and entirely responsible for the security and safekeeping of their personal belongings at all HFV Events. HFV Ministries, its directors, staff, volunteers, and partner venues shall not be held responsible for any lost, stolen, damaged, or misplaced personal items, except to the extent liability cannot be waived under applicable law.

5.2 Valuables Disclaimer. Participants are strongly discouraged from bringing irreplaceable, high-value, or sentimental items to any HFV Event. This includes, but is not limited to, fine jewelry, expensive electronics, large sums of cash, designer handbags or accessories, or luxury items of any kind. HFV Ministries cannot guarantee the security of personal property at any event or venue.

5.3 Secure Storage. Where available, participants may inquire with event staff regarding secured storage options on-site. The provision of any such storage option does not constitute an assumption of liability by HFV Ministries for items stored therein, except where required by law.

5.4 Reporting Theft or Loss. Any theft or loss of personal property must be reported immediately to HFV Ministries event staff and, where applicable, to local law enforcement authorities. HFV Ministries will cooperate fully with any resulting investigation but accepts no financial liability for losses incurred except where required by law.

5.5 Shared Lodging. At events where shared accommodations are provided — including retreat centers, camp cabins, dormitory-style lodging, or hotel room-sharing arrangements — participants acknowledge and accept that personal belongings will be stored in shared spaces accessible to other registered participants. HFV Ministries strongly encourages participants to use personal locks on luggage, refrain from leaving valuables unattended, and exercise appropriate personal discretion regarding the items they bring. HFV Ministries assumes no liability for theft, loss, or damage occurring in shared lodging spaces except where liability cannot be waived under applicable law.

5.6 Room Damage. Participants are financially responsible for any damage they cause to assigned lodging accommodations or venue property. HFV Ministries reserves the right to recover the full cost of such damages directly from the responsible party or their parent/guardian.

 

SECTION 6 — SHARED LODGING DISCLAIMER

6.1 Room Assignments. HFV Ministries makes reasonable efforts to accommodate lodging preferences and special requests submitted at the time of registration; however, all room and cabin assignments are made at the discretion of HFV Ministries and are subject to availability, event capacity, and logistical constraints. Room assignment preferences are not guaranteed.

6.2 Shared Accommodations. Participants attending multi-night HFV Events may be assigned to share rooms, cabins, or lodging spaces with other registered participants of the same gender. By registering for any multi-night HFV Event, participants explicitly acknowledge and consent to shared lodging arrangements as described herein.

6.3 Privacy and Respect. All participants in shared lodging spaces are expected to demonstrate mutual respect for one another's privacy, personal space, sleep schedules, and personal boundaries. Any harassment, misconduct, or inappropriate behavior occurring within lodging areas shall be treated as a violation of the Code of Conduct under Section 3 of these Terms and is subject to all enforcement provisions contained therein.

6.4 Special Accommodations. Participants who require a private room or lodging-related accommodation due to disability, medical need, safety concern, or another qualifying need should submit a written accommodation request to events@herfaithvillage.com no fewer than thirty (30) days prior to the event start date when reasonably possible. HFV Ministries will consider later requests when reasonably possible. HFV Ministries may request information necessary to evaluate the accommodation request but does not require disclosure of an unnecessary diagnosis or unrelated medical details. HFV Ministries will make reasonable and good-faith efforts to accommodate approved requests based on available resources, venue limitations, and event logistics; however, private room availability is not guaranteed, and additional fees may apply where private accommodations are available.

6.5 Liability Limitation. HFV Ministries is not liable for personal conflicts, interpersonal disputes, property loss, emotional distress, or any incident arising from shared lodging arrangements, except to the extent required by applicable law.

 

SECTION 7 — HEALTH, SAFETY, AND MEDICAL INFORMATION

7.1 Health Declaration. All participants are expected to be in sufficient physical and mental health to engage in event activities. Participants with known health conditions, chronic illnesses, physical limitations, or mental health concerns are strongly encouraged to consult a licensed physician prior to attending any HFV Event.

7.2 Medical Emergency Protocol. In the event of a medical emergency at an HFV Event, HFV Ministries staff are authorized to contact emergency medical services (911) and to take immediate action they reasonably deem necessary for the safety and wellbeing of the affected participant. All costs associated with emergency medical treatment, including transport and hospitalization, are the sole financial responsibility of the participant or their parent/guardian.

7.3 Medical Insurance. All participants are solely responsible for maintaining their own adequate medical insurance coverage. HFV Ministries does not provide, procure, or subsidize medical insurance for any participant.

7.4 Illness Policy. Out of care and respect for all attendees, participants who are symptomatic with a communicable illness — including but not limited to fever, vomiting, diarrhea, or active respiratory illness — are asked to refrain from attending in-person HFV Events. Illness alone does not constitute grounds for a refund; however, affected participants may apply for a registration credit or transfer in accordance with Section 2 of these Terms when permitted by event-specific materials.

7.5 First Aid. Basic first aid supplies and certified first aid personnel may be made available at many HFV Events, depending on the event type, venue, and staffing. Participants with complex, specialized, or high-acuity medical needs are encouraged to disclose those needs in advance and to make independent arrangements for specialized care as appropriate.

7.6 Allergy and Dietary Disclosures. HFV Ministries may provide food and/or beverages at HFV Events, either directly or through contracted food service providers, including but not limited to Auntie Shells Kitchen LLC, a sister organization of HFV Ministries. HFV Ministries may request allergy or dietary information for planning purposes, but such disclosure does not create a guarantee that food or beverages will be allergen-free, free from cross-contact, or suitable for any participant's dietary needs. HFV Ministries makes no representation or warranty that any food or beverage served at an HFV Event is free from allergens, cross-contact, specific ingredients, or preparation methods that may affect participants with allergies, intolerances, religious dietary restrictions, or other dietary needs.

Participants with food allergies, intolerances, or dietary restrictions are solely responsible for managing their own dietary needs and are strongly advised to bring their own food, snacks, or meals as needed; carry required allergy-related medications, including epinephrine auto-injectors, antihistamines, or other prescribed treatments; and independently verify the suitability of any food or beverage before consumption. HFV Ministries may, when reasonably practical, provide available ingredient information supplied by contracted food providers or vendors, but HFV Ministries cannot independently verify all ingredient, preparation, or cross-contact information.

No accommodation, modification, substitution, or special meal is guaranteed unless expressly agreed to in writing by an authorized representative of HFV Ministries. Participants with life-threatening allergies should consult their physician before attending any HFV Event where food will be served. To the fullest extent permitted by law, participants assume the risks associated with their food allergies, intolerances, dietary restrictions, and consumption of food or beverages at HFV Events. Nothing in this Section limits any rights, duties, or liabilities that cannot be waived under applicable law, including liability for gross negligence, reckless conduct, intentional misconduct, or other non-waivable claims.

 

SECTION 8 — MEDICATION RESPONSIBILITY CLAUSE (YOUTH EVENTS)

8.1 Applicability. This Section applies exclusively to all youth programs, camps, and retreats operated by HFV Ministries where any participant is under the age of eighteen (18) years ("Youth Events").

8.2 Parental and Guardian Responsibility. The parent or legal guardian of each youth participant is solely responsible for ensuring that their child arrives at a Youth Event with all necessary medications for the full duration of the event, in appropriate quantities, properly and clearly labeled, and in original manufacturer or pharmacy-issued containers.

8.3 Medication Authorization Form. A completed and signed Medication Authorization Form, provided by HFV Ministries, is required for all prescription and over-the-counter medications to be administered during any Youth Event. HFV Ministries staff and volunteers will not administer any medication to a youth participant in the absence of a properly completed and signed Medication Authorization Form on file.

8.4 Self-Administration. Youth participants who are expressly authorized in writing by a parent or legal guardian, and who are assessed as capable of self-administration by event staff, may self-administer certain medications including inhalers, epinephrine auto-injectors, and insulin. All medications approved for self-administration must be disclosed and documented on the Medication Authorization Form prior to the event.

8.5 Storage and Handling. Upon arrival at a Youth Event, all medications — except those approved for self-administration — must be surrendered to designated HFV Ministries event staff or on-site medical personnel. HFV Ministries will store medications securely and will administer them in good faith according to the instructions documented on the Medication Authorization Form.

8.6 HFV Ministries Is Not a Medical Provider. HFV Ministries staff and volunteers are not licensed medical or healthcare professionals unless specifically identified in writing for a particular event. Parents and guardians expressly acknowledge that HFV Ministries does not provide medical diagnosis, treatment, or professional healthcare services. In any medical emergency involving a youth participant, emergency services (911) will be contacted without delay. To the fullest extent permitted by law, HFV Ministries accepts no liability for adverse medical reactions or outcomes arising from medications administered in good-faith reliance on a properly completed Medication Authorization Form. Nothing in this Section limits liability that cannot be waived under applicable law, including liability for gross negligence, reckless conduct, intentional misconduct, administering medication contrary to the Medication Authorization Form, or administering medication to the wrong participant.

8.7 Controlled Substances. Any controlled substance brought to a Youth Event must be accompanied by a valid, current prescription and must be disclosed in advance to HFV Ministries leadership in writing. Failure to disclose the presence of a controlled substance prior to the event may result in the participant's immediate removal from the event.

8.8 Forgotten or Insufficient Medications. HFV Ministries staff and volunteers will not independently procure, purchase, or obtain medications on behalf of any participant under any circumstance. If a youth participant arrives without necessary medications or runs out of medication during the event, the parent or legal guardian is fully responsible for promptly arranging delivery of required medications or, if necessary, early retrieval of the participant from the event.

 

SECTION 9 — PARENTAL CONSENT AND YOUTH PARTICIPANT REQUIREMENTS

9.1 Age Requirements. Each HFV Youth Event program designates specific age ranges for eligibility. By submitting a registration for a youth participant, the parent or legal guardian certifies and represents that the registered individual meets all stated age requirements for the applicable program.

9.2 Parental Consent Form. A completed and signed Parental Consent Form is required for all participants under the age of 18. No minor participant will be permitted to attend, check in to, or participate in any HFV Event without a fully completed Parental Consent Form on file with HFV Ministries prior to the event start date.

9.3 Emergency Contact. The registering parent or legal guardian must provide a minimum of two (2) valid and working emergency contact phone numbers at the time of registration. Emergency contacts must remain reachable and responsive by telephone throughout the entire duration of the Youth Event.

9.4 Pickup Authorization. For the safety of all minor participants, only individuals who are expressly listed as authorized for pickup on the signed Parental Consent Form will be permitted to retrieve a minor from any HFV Youth Event. All individuals retrieving a minor participant will be required to present a valid, government-issued photo identification document at the time of pickup. HFV Ministries will not release a minor to any unauthorized individual under any circumstance.

9.5 Behavioral Expectations for Youth. Youth participants are held to the same Code of Conduct standards as adult participants, as outlined in Section 3 of these Terms. Persistent, repeated, or severe behavioral issues on the part of a youth participant may result in a parent or legal guardian being contacted and required to retrieve the participant from the event.

 

SECTION 10 — PHOTOGRAPHY, VIDEOGRAPHY, AND MEDIA RELEASE

10.1 Media Capture at Events. HFV Ministries and its authorized photographers, videographers, audio technicians, livestream teams, and media personnel may capture photographs, audio, video footage, livestreams, and other media during HFV Events. Such media may be used in ministry publications, social media content, promotional and marketing materials, websites, newsletters, educational materials, informational materials, archives, and other HFV Ministries communications.

10.2 Participant Media Release. By attending any HFV Event, each adult participant grants HerFaithVillage.com Ministries a non-exclusive, royalty-free, fully paid, perpetual, worldwide license to use, reproduce, publish, display, distribute, edit, crop, adapt, and otherwise use their name, likeness, voice, image, photograph, audio recording, video recording, and appearance as captured at or in connection with the event for the purposes described in Section 10.1, without additional notice, compensation, or further consent.

10.3 Minor Media Release. The parent or legal guardian of a minor participant grants the same media release described in Section 10.2 on behalf of the minor by signing and submitting the Parental Consent Form and any required HFV-Events Media & Photography Notice or acknowledgment.

10.4 Media and Photography Consent Is a Condition of Attendance. Photography, audio recording, video recording, livestreaming, and other media capture are a standard and ongoing part of HFV Events, including but not limited to general sessions, worship, breakout activities, meals, shared event spaces, and group activities. By choosing to attend any HFV Event in person, participants, and parents/legal guardians on behalf of their minor children, knowingly and voluntarily consent to being photographed, recorded, livestreamed, and/or filmed. This media consent is mandatory and is a condition of attendance. HFV Ministries does not offer a general media opt-out process. Participants or parents/legal guardians who do not wish for themselves or their minor child to be photographed, recorded, livestreamed, or filmed should not attend HFV Events. HFV Ministries cannot guarantee the exclusion of any individual from incidental crowd photography, livestream footage, wide-angle video footage, background audio, or large-group media.

10.5 No Compensation and No Revocation for Past Recordings. Participants and parents/legal guardians understand and agree that media captured at HFV Events may be used without compensation, royalty, payment, inspection, or approval. This consent cannot be revoked for past recordings, photographs, printed materials, published materials, archived materials, livestreams, social media posts, promotional materials, or other media already created, posted, distributed, printed, or contractually committed before HFV Ministries receives and approves any written request relating to future media use. HFV Ministries may consider written safety-sensitive media concerns in its discretion, but no general opt-out is available and no exclusion from event media is guaranteed.

10.6 Required Media Acknowledgment. As part of registration, HFV Ministries may require participants, and parents/legal guardians of minors, to acknowledge the following statement:

Media & Photography Consent (Mandatory): HFV Events may record audio, video, and photographs during events. By attending, you grant HFV Events full permission to capture your image, voice, and likeness; the right to use this media for ministry, marketing, promotional, educational, and informational purposes; and permission to use media without compensation, limitation, or time restriction as described in these Terms. This consent is a condition of attendance and cannot be revoked for past recordings. ☐ I acknowledge, understand, and agree to the HFV-Events Media & Photography Notice. (Required)

10.7 Prohibited Recording by Participants. Participants may not photograph, record, livestream, or distribute recordings of other participants, event sessions, worship services, minors, or guest speakers for commercial purposes or public distribution without obtaining prior written approval from HFV Ministries and, where applicable, from the speaker, artist, parent, or legal guardian involved.

 

SECTION 11 — INTELLECTUAL PROPERTY

11.1 Event Content. All teaching content, curriculum, handouts, presentations, audio and video recordings, music, artwork, ministry branding, logos, and materials created by or on behalf of HFV Ministries are and shall remain the exclusive intellectual property of HerFaithVillage.com Ministries and are protected under applicable United States copyright and intellectual property law.

11.2 Restricted Use. Participants may not reproduce, duplicate, distribute, sell, sublicense, publicly display, or create derivative works from any HFV event content without obtaining express prior written permission from HFV Ministries. The taking of personal handwritten notes during event sessions for private, non-commercial use is permitted.

11.3 Speaker Content. Guest speakers and invited ministers who present at HFV Events retain full ownership of their original content, teachings, and materials. Recording of any speaker session — by audio, video, photograph, or any other means — is strictly prohibited without the speaker's express written consent, in addition to any required approval from HFV Ministries.

 

SECTION 12 — TRANSPORTATION AND TRAVEL

12.1 Participant Responsibility. HFV Ministries is not responsible for participants' transportation to or from any HFV Event unless a specific shuttle, charter bus, or organized transport service is expressly advertised and included as part of a specific event package.

12.2 Carpool and Rideshare Arrangements. HFV Ministries does not organize, coordinate, endorse, or assume any liability for informal carpool, rideshare, or personal vehicle transport arrangements made between event participants. Any such arrangements are entered into by participants at their own risk and sole discretion.

12.3 Provided Transportation. In circumstances where HFV Ministries provides organized transportation — such as chartered buses for camp or retreat programs — all passengers must adhere to all applicable safety rules and regulations for that mode of transportation, including seat belt use where available and all instructions issued by the driver or HFV Ministries escort personnel. HFV Ministries assumes no liability for delays, injuries, or incidents caused by third-party transportation providers, except where required by law.

 

SECTION 13 — VENUE RULES AND FACILITY COMPLIANCE

13.1 Host Venue Policies. HFV Events are held at a variety of external venues and facilities. All participants must comply with the rules, policies, regulations, and instructions of the host venue and its staff, in addition to and alongside these Terms and Conditions. Where venue rules and HFV Ministries' Terms differ, the more restrictive standard shall apply, subject to applicable law.

13.2 Property Respect. Participants are expected to treat all venue property, furnishings, equipment, and grounds with appropriate care and respect. Any damage caused — directly or indirectly — by a participant is that participant's sole financial responsibility. HFV Ministries may seek reimbursement for any amounts charged to the ministry by a venue for damage attributable to a participant's conduct.

13.3 Capacity and Access. HFV Ministries reserves the right to restrict access to certain areas, rooms, or spaces within any event venue for reasons of safety, programming, logistical management, or capacity compliance. Restricted areas will be clearly designated, and participants must honor all posted and communicated access restrictions.

 

SECTION 14 — SPECIAL NEEDS AND ACCESSIBILITY

14.1 Accommodation Requests. HFV Ministries is genuinely committed to making its events as accessible and inclusive as possible for all participants. Participants with disabilities, physical limitations, sensory needs, or other special requirements are encouraged to contact HFV Ministries at events@herfaithvillage.com no fewer than thirty (30) days prior to the event when reasonably possible to discuss available accommodations. Later requests will be considered when reasonably possible.

14.2 Limitation. While HFV Ministries will make all reasonable and good-faith efforts to accommodate disclosed accessibility needs, it cannot guarantee the full accessibility of all third-party event venue facilities, as these are beyond HFV Ministries' direct control. Participants with specific accessibility requirements are strongly encouraged to independently verify the accessibility features of event venues prior to registering.

 

SECTION 15 — LIABILITY WAIVER AND RELEASE

15.1 Assumption of Risk. Participation in HFV Events involves inherent and foreseeable risks, including but not limited to physical activity and exercise, travel to and from event venues, outdoor and wilderness environments, lodging, shared spaces, food and beverage consumption, participation in group activities, and interaction with other event participants. Each participant knowingly, voluntarily, and freely assumes all inherent risks associated with participation in any HFV Event.

IMPORTANT RELEASE OF LIABILITY, INCLUDING ORDINARY NEGLIGENCE

15.2 Release of Liability. To the fullest extent permitted by applicable law, each adult participant, and each parent or legal guardian signing for a minor participant, releases, waives, discharges, and agrees not to sue HerFaithVillage.com Ministries, its directors, officers, employees, volunteers, partner organizations, speakers, contractors, vendors, venues, and agents (collectively, the "Released Parties") from claims, demands, actions, damages, losses, costs, or expenses arising out of or related to participation in any HFV Event, including claims alleged to arise from the ordinary negligence or fault of the Released Parties. This includes, without limitation, claims involving ordinary negligence in supervision, warnings, premises conditions, event activities, first aid, transportation coordination, lodging arrangements, food service coordination, or enforcement of event rules. This release does not apply to claims that cannot be waived under applicable law, including claims arising from gross negligence, reckless conduct, willful or intentional misconduct, sexual abuse, criminal conduct, or non-waivable statutory rights. For minor participants, the signing parent or legal guardian releases the parent/guardian's own claims and agrees to indemnify the Released Parties as set forth in Section 15.3, to the fullest extent permitted by law.

15.3 Indemnification. Each participant agrees to indemnify, defend, and hold harmless HFV Ministries and all Released Parties from and against third-party claims, demands, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from or attributable to the participant's conduct, actions, or omissions at or in connection with any HFV Event, except to the extent such indemnity is prohibited by applicable law.

15.4 Limitation of Damages. To the fullest extent permitted by applicable law, the aggregate liability of HFV Ministries to any individual participant for claims arising from a specific HFV Event shall not exceed the total registration amount actually paid by that participant for that specific HFV Event. This limitation does not apply to claims that cannot be limited by law, including claims arising from gross negligence, reckless conduct, willful or intentional misconduct, sexual abuse, criminal conduct, bodily injury claims where limitation is prohibited, or non-waivable statutory rights.

 

SECTION 16 — PRIVACY AND DATA USE

16.1 Data Collection. During the registration and event participation process, HFV Ministries may collect personal information including, but not limited to, participant name, mailing address, email address, telephone number, date of birth or age eligibility information, emergency contact information, health and dietary disclosures, accessibility requests, medication information for youth events, pickup authorizations, payment information, media acknowledgments, and event participation records.

16.2 Purpose of Collection. HFV Ministries collects and uses participant information for event registration, payment processing, safety planning, emergency response, communication with participants and parents/guardians, administration of Youth Events, accessibility planning, venue coordination, legal compliance, internal recordkeeping, and ministry operations related to HFV Events.

16.3 Data Sharing. HFV Ministries does not sell, rent, or trade personal information. Participant data may be shared with event host venues, contracted service providers, payment processors, transportation providers, lodging providers, food service providers, medical or emergency personnel, co-sponsoring organizations, insurers, legal advisors, law enforcement, child protection authorities, or other appropriate persons or entities only to the extent reasonably necessary for event administration, safety, legal compliance, emergency response, or protection of participants and staff.

16.4 Payment Processing. Payment information may be processed by third-party payment processors. HFV Ministries does not intend to store full payment card numbers on its own systems unless expressly stated through an approved payment platform. Participants should review the applicable payment processor's terms and privacy practices.

16.5 Minor Data and Online Registration. HFV Ministries handles personal information relating to minor participants with heightened care. Where online registration collects personal information from or about children under age thirteen (13), HFV Ministries will seek verifiable parental or legal guardian consent where required by applicable law. Parents and legal guardians may contact HFV Ministries to request access to, correction of, or deletion of minor participant information, subject to legal, safety, insurance, recordkeeping, and event-administration requirements.

16.6 Medical and Sensitive Information. Health information, medication information, allergy disclosures, dietary restrictions, and emergency contact information will be used and shared only as reasonably necessary for event planning, participant safety, emergency response, medication administration, accommodation review, legal compliance, or as otherwise authorized by the participant or parent/legal guardian.

16.7 Communications Consent. By completing an event registration, participants consent to receive event-related communications from HFV Ministries by email, telephone, text message, or mail, including registration confirmations, schedule updates, safety notices, required forms, emergency communications, cancellation or rescheduling notices, and other transactional or relationship messages connected to HFV Events. Marketing or promotional emails will include a clear opt-out method where required by law. Marketing or promotional text messages will be sent only where HFV Ministries has obtained appropriate consent, and recipients may opt out of promotional texts by following the instructions provided, such as replying STOP when available. Opting out of marketing communications does not prevent HFV Ministries from sending necessary event-related or emergency communications.

16.8 Data Retention and Security. HFV Ministries will retain participant information only for as long as reasonably necessary for event administration, legal compliance, insurance, accounting, ministry recordkeeping, dispute resolution, safety, or other legitimate purposes. HFV Ministries will use reasonable administrative, technical, and physical safeguards designed to protect personal information, but no method of transmission or storage can be guaranteed to be completely secure.

16.9 Privacy Questions and Requests. Participants, parents, and legal guardians may contact events@herfaithvillage.com with privacy questions or requests concerning personal information. HFV Ministries may need to verify identity or legal authority before responding to certain requests.

 

SECTION 17 — FAITH COMMUNITY STANDARDS

17.1 Ministry Identity. HerFaithVillage.com Ministries is an explicitly Christian ministry. All HFV Events are conceived, planned, and conducted within a biblical framework of values, and are designed with the primary purpose of fostering spiritual growth, authentic community, and deepened faith among women and youth who desire to grow in their relationship with Jesus Christ.

17.2 Religious Expression. HFV Events regularly and intentionally include expressions of Christian faith — including corporate prayer, worship through music, Scripture reading and teaching, ministry time, and other Spirit-led activities. All participants are expected to be respectful of the ministry's faith expression and of fellow participants who are engaged in worship and spiritual activity. Active and intentional disruption of any faith-based programming at an HFV Event constitutes a violation of the Code of Conduct under Section 3.

17.3 Inclusivity Within Faith. While HFV Ministries is a distinctly Christian organization, we warmly welcome women and youth of all racial, ethnic, and cultural backgrounds who are sincerely open to engaging with a Christ-centered community. HFV Ministries is unconditionally committed to treating every person who participates in our events with dignity, grace, and the love of Christ.

 

SECTION 18 — AMENDMENTS AND UPDATES

18.1 Right to Amend. HFV Ministries reserves the right to update, revise, or amend these Terms and Conditions from time to time. Any amended version will be published on HerFaithVillage.com and/or https://herfaithvillage.com/hfv-events/ and will apply prospectively as of the stated effective date. Amendments will not retroactively deprive registered participants of material rights for an event for which they have already paid, except where required for safety, legal compliance, venue compliance, or circumstances beyond HFV Ministries' reasonable control.

18.2 Notice of Material Changes. In the event of material changes to these Terms after a participant has registered for an event, HFV Ministries will use reasonable efforts to notify registered participants via the email address provided at the time of registration. If a material change substantially affects the participant's rights or obligations for the registered event, HFV Ministries will provide reasonable instructions regarding available options, which may include continued participation, cancellation, refund, or credit depending on the nature of the change and applicable law.

18.3 Continued Participation. A participant's continued registration for or active participation in any HFV Event following notification of changes to these Terms constitutes that participant's acceptance of the amended Terms and Conditions as posted, subject to applicable law.

 

SECTION 19 — GOVERNING LAW AND DISPUTE RESOLUTION

19.1 Governing Law. These Terms and Conditions shall be governed by, construed, and enforced in accordance with the laws of the State of Missouri, United States of America, without regard to Missouri's conflict of laws principles.

19.2 Informal Resolution. Before initiating any formal legal proceeding, participants agree to first attempt to resolve any dispute, claim, or concern with HFV Ministries informally and in good faith by contacting the ministry directly at events@herfaithvillage.com. HFV Ministries is committed to addressing concerns with fairness, transparency, and a spirit of Christian reconciliation.

19.3 Binding Arbitration. If informal resolution does not resolve the dispute, any dispute, claim, or controversy arising out of or relating to these Terms, registration for an HFV Event, participation in an HFV Event, or the relationship between the participant and HFV Ministries shall be resolved by final and binding arbitration conducted in the State of Missouri before a single neutral arbitrator under the applicable rules of the American Arbitration Association (AAA), unless the parties agree in writing to another arbitration provider. The arbitrator shall have authority to decide disputes concerning the interpretation, scope, validity, enforceability, and arbitrability of this arbitration agreement, except where applicable law requires a court to decide a particular issue. Judgment on the arbitration award may be entered in any court of competent jurisdiction. Each party shall bear its own attorneys' fees and costs unless an applicable law, written agreement, or arbitration award provides otherwise. HFV Ministries will pay any arbitration fees that it is required to pay for this arbitration agreement to be enforceable. Nothing in this Section prevents either party from bringing an individual claim in small claims court where permitted, seeking temporary or emergency injunctive relief in court to protect safety, confidential information, intellectual property, or ministry operations, reporting suspected abuse or criminal activity, cooperating with law enforcement or child protection authorities, or pursuing claims that cannot legally be required to arbitrate.

19.4 Class Action Waiver. Each participant expressly and irrevocably waives any right to bring, join, or participate in any class action lawsuit, class-wide arbitration proceeding, or representative action of any kind against HFV Ministries, its directors, officers, employees, volunteers, contractors, vendors, or agents, to the fullest extent permitted by law. All claims must be brought only in an individual capacity, except where this waiver is prohibited by applicable law.

 

SECTION 20 — ENTIRE AGREEMENT AND SEVERABILITY

20.1 Entire Agreement. These Terms and Conditions, together with any event-specific addenda, supplemental forms, waivers, media releases, medication forms, parental consent forms, transportation releases, volunteer agreements, vendor agreements, or written agreements incorporated by reference herein, constitute the complete and entire agreement between the participant and HerFaithVillage.com Ministries with respect to participation in HFV Events. These Terms supersede all prior understandings, representations, negotiations, and agreements — whether oral or written — relating to the subject matter hereof.

20.2 Severability. If any provision of these Terms is found by a court of competent jurisdiction or arbitrator to be invalid, illegal, or unenforceable in any respect, such invalidity or unenforceability shall not affect any other provision of these Terms, and the remaining provisions shall continue in full force and effect as if the invalid provision had never been included. Where permitted by law, the invalid, illegal, or unenforceable provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving its intended purpose as closely as possible.

20.3 No Waiver. The failure by HFV Ministries to enforce any right, provision, or obligation under these Terms on any particular occasion shall not constitute a waiver of HFV Ministries' right to enforce that same right, provision, or obligation on any future occasion.

 

Thank you, with hearts full of gratitude, for choosing to be part of the HerFaithVillage community. Every woman and young person who walks through the doors of an HFV Event carries a story that God is still writing, and we count it a sacred privilege to walk alongside you. It is our deepest commitment to ensure that every HFV Event is a safe, Spirit-led, and transformative space — where you are seen, valued, and encouraged to step further into the fullness of who God created you to be.

If you have any questions about these Terms and Conditions, need assistance with your registration, or require any accommodations, please reach out to our team at events@herfaithvillage.com. We are honored to serve you.

"Let us consider how to provoke one another to love and good works, not forsaking our own assembling together, as the custom of some is, but encouraging one another; and so much the more as you see the Day approaching."
— Hebrews 10:24–25 (World English Bible)

With grace and faith,
HerFaithVillage.com Ministries — HFV-Events