Terms of service

Last updated October 6, 2026

These terms govern the use of Rostrum, the conference program software at https://gorostrum.com, by the organization that signs up for it (“you”, the “customer”) and by the people you give access to. They are written to be understood without a lawyer; where a term has a specific meaning, it is given one here. By creating an account or using the service you agree to them.

1. The agreement

The agreement between you and Rostrum LLC (“we”, “us”) is made of these terms, the privacy policy, and any order form or written quote that sets your modules, limits and fees. If an order form conflicts with these terms, the order form wins for that customer.

2. Accounts and users

You decide who in your organization has an account and what each person may do; Rostrum enforces the roles you assign. Each account is for one named person, and the person is responsible for what is done with it. Keep passwords private, and tell us at once if you believe an account has been compromised. You are responsible for your users’ use of the service as if it were your own.

People you invite into an event — authors, reviewers, speakers, attendees, on-site technicians — use Rostrum under your account and on your instructions. You are responsible for having the right to add them and for telling them what the service will do with their information; our privacy policy is written so that you can point them to it.

3. The service

Rostrum is made of modules — call for abstracts, peer review, scheduling, speaker files, room signage, the attendee app, on-site delivery and others — and you use the ones your order form includes. We may add, improve or retire features; we will give at least ninety days’ notice before retiring a module you are using, and we will not remove a capability in the middle of an event you have scheduled in it.

We provide the service, documentation and support by email. We do not run your event, and the decisions the service helps you make — which abstracts to accept, how to schedule the program, whom to text — remain yours.

4. Your data

Everything you and your participants put into Rostrum — abstracts, reviews, files, schedules, names, numbers — is your data. You own it. You give us the license we need to store, process, back up and display it in order to provide the service to you, and nothing more. We do not use your data to train AI models, we do not sell it, and we do not use it for our own marketing.

You are responsible for your data: for having the right to use it, for its accuracy, and for the lawfulness of the instructions you give us about it. In particular, where you collect personal data from participants, you are responsible for the notice and consent that your law requires, including the consent of any technician you add to the text message program.

We process your data as your processor under the privacy policy. For customers that need one, we sign a data processing agreement; write to support@gorostrum.com.

You can export your data at any time in standard formats. Within thirty days after the agreement ends we delete it, except as the law or our retention schedule requires, and we confirm the deletion if you ask.

5. Acceptable use

You agree not to use the service to:

• break the law, infringe anyone’s rights, or send anything unlawful, defamatory or harassing;
• send email or text messages to people who have not agreed to receive them, or for any purpose other than the event the message is about;
• probe, scan or test the security of the service without our written agreement, or interfere with its operation;
• upload malware or files you have no right to distribute;
• copy, resell or sublicense the service, or build a competing product from it;
• use it on behalf of a third party without telling us.

We may suspend an account that puts the service or other customers at risk; we will tell you why and restore it as soon as the risk is addressed.

6. Fees

Fees, billing periods and payment terms are on your order form. Unless it says otherwise, fees are payable annually in advance in US dollars, exclusive of taxes, and are not refundable except as these terms provide. Fees for a renewal term may change with at least sixty days’ notice before the term starts. If an invoice is thirty days overdue we may suspend the service after a written reminder; we do not delete data for non-payment while the agreement is in force.

7. Availability, support and backups

We aim to keep the service available at all times and to schedule maintenance outside the hours when conferences run. We take encrypted backups nightly, keep them in a separate location, and rehearse restores. Support is by email at support@gorostrum.com; during an event you have scheduled we treat a report that stops a session from running as urgent.

Rostrum depends on third-party services (hosting, email, text messaging, file storage); we choose them carefully but cannot guarantee them, and a failure of a carrier or network is outside our control.

8. Confidentiality

Each of us will keep the other’s confidential information confidential and use it only for the agreement. Your data is your confidential information. Our pricing, documentation marked confidential and the non-public workings of the service are ours. The obligation does not cover information that is public, already known, independently developed, or required to be disclosed by law, in which case the disclosing party will give notice where it can.

9. Intellectual property

The service, its software, documentation and design are ours and our licensors’, and remain so. You get a non-exclusive, non-transferable right to use them for the term. If you give us feedback or suggestions, we may use them without obligation. Your data and your event’s branding remain yours.

10. Term and termination

The agreement runs for the term on your order form and renews for the same period unless either of us gives notice at least thirty days before it ends. Either of us may end it on written notice if the other breaks a material term and does not fix it within thirty days of being told, or becomes insolvent. When it ends, your right to use the service ends, you may export your data for thirty days, and section 4 governs what happens to it after that. Sections that by their nature should survive (confidentiality, ownership, liability, governing law) do.

11. Warranties and disclaimers

We warrant that the service will perform materially as described in its documentation and that we will provide it with reasonable skill and care. If it does not, your remedy is for us to fix the problem, and if we cannot within a reasonable time, to end the agreement and receive a refund of fees paid for the period after termination.

Except for that warranty, the service is provided as is. We do not promise that it will be uninterrupted or error-free, that every file will open on every projector, or that any message will be delivered by a carrier. To the fullest extent the law allows, all other warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement, are excluded.

12. Limitation of liability

Neither of us is liable to the other for indirect, consequential, special or punitive damages, or for lost profits, revenue or data, however arising, even if told they were possible. Each party’s total liability under the agreement is limited to the fees you paid us in the twelve months before the event giving rise to the claim. These limits do not apply to a party’s breach of confidentiality, to the indemnities in section 13, to misuse of the other party’s intellectual property, or to anything the law does not allow to be limited.

13. Indemnities

We will defend you against a claim that the service, used as permitted, infringes a third party’s intellectual property, and pay the damages and costs finally awarded; we may instead modify the service, obtain a license, or end the agreement and refund prepaid fees for the remaining term. You will defend us against a claim arising from your data, your participants’ content, or your use of the service in breach of these terms, and pay the damages and costs finally awarded. The indemnified party must give prompt notice, control of the defense, and reasonable help.

14. General

These terms are governed by the laws of the State of Tennessee, without regard to its conflict-of-laws rules, and the courts there have jurisdiction, except that either party may seek an injunction anywhere to protect its intellectual property or confidential information. Neither party may assign the agreement without the other’s consent, except to a successor to its business, with notice. Neither party is liable for delay caused by events beyond its reasonable control. Notices are given by email: to you at the address on your account, to us at support@gorostrum.com. If a term is unenforceable the rest stand. This agreement is the whole agreement between us about the service and replaces any earlier discussion.

15. Changes to these terms

We may update these terms. The date at the top shows the current version. For a material change we give account holders at least thirty days’ notice by email; continuing to use the service after that date accepts the change, and if you do not accept it you may end the agreement and receive a refund of prepaid fees for the remaining term.

16. Contact

Rostrum LLC — support@gorostrum.com — 1946 Brights View Ln., Morristown, TN 37814, USA.