Terms and Conditions

These Terms & Conditions (“Terms”) form a contract between Indiana Farm Bureau, Inc. and the travelers identified within the registration form titled “2025 AFBF National Convention – INFB Registration & Payment” (the “Travelers”) governing Travelers’ registration to attend the 2025 American Farm Bureau Convention in San Antonio, Texas (“Trip”). Please read these Terms carefully.

  • Reservations. After Travelers submit payment and their online registration, their reservation for group nights* will be confirmed. If you requested additional nights, Summit Planners will follow up with you via email with pricing (subject to availability) for the additional nights.
  • Acknowledgement of Risk, Assumption of Risk, and Release of Liability. The Travelers understand and acknowledge that the Trip has some inherent risks, dangers, and hazards, including (i) risks of travel interruption, delays, crashes, and/or airborne or foodborne illnesses; (ii) luggage being lost, misdirected, or stolen during travel; (iii) inherent risk of injury, illness, death, and/or other bodily harm; (iv) risks related to bus transportation and other trip-related services performed by certain third party suppliers; (v) damaged, lost, or stolen property; and (vi) hospital facilities, qualified medical care, and emergency medical evacuation being limited or unavailable during the Trip and, where available, may be expensive. This list of risks is not an exclusive or exhaustive list of all the risks and hazards associated with the Trip. By participating in the Trip the Travelers voluntarily and irrevocably accept and assume all risks, dangers, and hazards, such as the risks identified above, whether known or unknown, whether foreseeable or unforeseeable, and all responsibility for any and all losses and/or damages, whether caused in whole or in part by the negligence or other conduct of Indiana Farm Bureau, Inc. or its employees, agents, or contractors/third-party suppliers (collectively, the “Trip Releasees”) . The Travelers agree to release and absolve the Trip Releasees from any and all liability for personal injury and property damage during the Trip. The Travelers understand that this release means that Travelers, along with their family, guardians, estate, heirs, executors, administrators, assigns, and personal representatives, give up their right to bring any claims, lawsuits, or causes of action, including claims for personal injuries, death, disease, or property losses, or any other loss, and also including, but not limited to, claims of negligence and breach of contract.
  • Indemnification. The Travelers, along with their family, guardians, estate, heirs, executors, administrators, assigns, and personal representatives, agree to indemnify, defend, and hold harmless the Trip Releasees from and against any and all costs, expenses, damages, claims, lawsuits, judgments, losses, and/or liabilities (including but not limited to attorney fees) arising either directly or indirectly from or related to any and all claims made by or against any of the Trip Releasees due to injury, illness, death, other bodily harm, loss of use, monetary loss, or any other injury from or relating to my participation in the Trip, whether or not caused by the negligence or other conduct of any Trip Releasees.
  • Loss, Theft, or Damage. Without limitation of any other provision of this Agreement, the Travelers understand and agree that the Trip Releasees will not be liable for any loss or theft of or theft or damage to the Travelers’ respective property, regardless of the cause.
  • No Reimbursements. The Travelers understand that all required credentials, visas, permits, insurance, and other travel, medical, and identifying documentation are the sole responsibility and at the sole expense of the Travelers.

*Group nights are at the San Antonio River Walk hotel check-in beginning 1/24 and check-out ending 1/29/2025.

Reservations – Changes and Cancellations

Convention Reservations registered through Summit Planners 
If Travelers need to make changes or cancel trip arrangements confirmed with Summit Planners, please contact Summit Planners by emailing IFB_NatConvention@spmeetings.com or calling 574-968-4301. If you have questions, email  IFB_NatConvention@spmeetings.com or reach out to Allie, Emma or Nick at Summit Planners at 574-968-4301.

Each Attendee was emailed a Registration Confirmation sent by Summit Planners and the most recent version of that email outlines the Convention Reservations and associated costs the Travelers are responsible for.  Once payment is received, reservations are refundable according to the “Convention Reservation Deadlines” listed below. Summit Planners is not responsible for refunding Travelers for any ancillary expenses incurred by the Travelers, and which are not included within the event’s registration page at https://www.spmeetings.com/25-afbf-natcon-infb-registration_xcwk/

  • Convention Reservation Deadlines
    • 11/15/2024 – If canceled 60 days or less before date of convention (1/19/2024), a $25 per person fee will be assessed plus any non-refundable hotel, event and tour fees.
    • 12/10/2024 – The cut-off date for reservations is December 10th, 2025. After December 10th, hotel rooms are on a request basis and are subject to availability. To avoid a one-night cancelation penalty (plus tax and fees) rooms must be canceled at least 48 hours before the start of the Convention.
    • 12/13/2024 – The cancelation deadline for all ticketed events is December 13, 2024 at 5:00 PM. No refunds will be given after 5:00 PM starting December 13, 2024. Ticketed events include all tours, the Flapjack Fundraiser and Leadership Luncheon.

Cancellations for Convention Reservations must be emailed to IFB_NatConvention@spmeetings.com and received by 5:00 pm EST on the last day of the applicable cancellation time period.

Convention Reservations – Tour Disclaimers:
1. Full ticket price applied to children age 2 and above.
2. As certain tours will take place on working farms and ranches or in historic buildings, participants with mobility limitations are encouraged to let American Farm Bureau Federation staff know of specific accommodations that may be needed. Accommodations may include selecting a tour suited to the participant’s specific need.
3. Lunch and/or snacks will be provided on some tours. Participants with food allergies are encouraged to let American Farm Bureau Federation staff know upon registration.
4. Certain tours may require significant travel time.
5. Certain tours involving alcohol may be limited to attendees aged 21+.
6. American Farm Bureau Federation reserves the right to cancel any tour due to unsafe travel conditions, including conditions caused by inclement weather, acts of God, fire, flood, riot, national emergency, or similar cause beyond the control of American Farm Bureau Federation. In the event of such cancellation, reservation fees will not be refunded.
7. Due to the ongoing COVID-19 pandemic, all tour stops offered are subject to change and availability based on local government laws, regulations or guidelines. All tours will be held consistent with applicable COVID restrictions and participants agree to follow all COVID safety measures established by AFBF and/or any requirements established by any facility visited. Participant agrees not to attend the tour-and will receive a full refund- if at the time of the tour: participant has been diagnosed with COVID and are in their isolation period, participant has symptoms associated with COVID (such as fever, cough, loss of smell or taste, etc.), or within the 14 days participant was in close contact with someone who had COVID, unless participant is fully vaccinated or had COVID in the 90 days prior to exposure.
8. Cancellation Deadline for Tours is Friday, Dec. 13th. at 5:00 PM. Refunds will not be given after this deadline.
9. San Antonio tours may be added, edited or cancelled after registration. In event of cancellation (other than a Force Majeure situation), full refunds will be provided.

Reservations – Changes and Cancellations

Airfare Reservations booked through Signal Travel & Tours
If you need to make changes or cancel Airline reservations confirmed with Signal Travel and Tours, please contact Signal directly at 269-684-2880 and ask for Traci Rutledge (tracin@signaltravel.com). Please copy IFB_NatConvention@spmeetings.com on emails to Signal so Summit Planners can assist if necessary.

  • According to airline policy, issued airline tickets are non-refundable and any changes or cancellations will incur a fee/and or additional airline charges plus any fare difference. In some cases, changes to the itinerary or passenger name invalidate the airline ticket and require you to purchase another replacement ticket. No shows will result in forfeit of ticket value.
    • Your tickets will be issued once payment is provided. You must contact Signal Travel and Tours at 269-684-2880 within 24 hours of providing payment with any necessary corrections to avoid fees/charges above.
    • Flight schedules are subject to schedule changes from the airline. You will be emailed a final itinerary 30 days prior to departure day by Summit Planners.
  • A $35 fee per ticket will be included in your total airfare paid to Signal Travel at the time of booking and confirming your issued tickets. After ticketing, any requested changes to the flight by the Traveler(s) will incur an additional $15.00 fee per ticket in addition to any service fees or fare difference charged by the airline.

Travel Agency Disclaimer:
Summit Planners, Inc. and Signal Travel and Tours, Inc. (identified on the accompanying documents) in selling travel related services, or in accepting reservations or booking for services that are not directly supplied by the travel agency, such as air and ground transportation, hotel accommodations, meals, tours, cruises, etc. This agency, therefore, shall not be responsible for breach of contract or any intentional or careless actions or omissions on part of such suppliers, which result in any loss, damage, delay or injury to you or your companions or group members. Unless the term “guaranteed” is specifically stated in writing on your tickets, invoice or reservation itinerary, we do not guarantee any of such suppliers’ rates, booking, reservations, connections, scheduling, or handling of personal effects. Travel agency shall not be responsible for any injuries, damages or losses caused to any traveler in connection with terrorist activities, social or labor unrest, mechanical or construction failures or difficulties, disease, local laws, climate conditions, abnormal conditions or developments, or any other actions, omissions, or conditions outside the travel agency’s control. Traveler assumes complete and full responsibility for, and hereby releases the agent from any duty of checking and verifying any and all identification required to board the flight or check-in at the hotel, passport, visa, vaccination, or other entry requirements of each destination, and all safety and security conditions of such destinations, during the length of the proposed travel. By embarking upon his/her travel, the traveler voluntarily assumes all risks involved in such travel, whether expected or unexpected. Traveler’s retention of tickets, reservations, or bookings after issuance shall constitute consent to the above and an agreement on his/her part to convey the contents hereto his/her travel companions or group members. All rates shown for this tour are in USA currency and are subject to adjustment in the event of changes therein, although none is expected.