Departure Conference + Festival 2026
Fairmont Royal York
(Avenue Level, directly below Main Floor)
100 Front Street West
Toronto, ON M5J 1E3
Monday, May 4th - Pre-Reg - 4:30 PM - 8:00 PM
Tuesday, May 5th - 8:00 AM - 8:00 PM
Wednesday, May 6th - 8:00 AM - 6:00 PM
Thursday, May 7th - 8:00 AM - 6:00 PM
Friday, May 8th - CLOSED
Mon May 4, 2026 to Sun May 10, 2026
Departure Conference & Festival – Personal Information Protection and Privacy
Departure Conference & Festival (“Departure,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in connection with our events, mobile app, website, and related services. Our privacy practices align with the Personal Information Protection and Electronic Documents Act (PIPEDA) and follow principles observed by leading Canadian cultural events.
What This Policy Covers
This Privacy Policy applies to personal information collected through:
What We Collect
When you engage with Departure - whether through our app, website, or live events - we may collect the following types of personal information:
We also collect personal information through various platforms and technologies that support the delivery, administration, and analysis of our events and services. These may include:
Please note that some of these platforms may operate under their own privacy policies. We encourage users to review those policies before submitting personal information through third-party services.
How We Use Personal Information
We use the information we collect to:
Artist Submissions
Artists submitting materials are asked to provide biographies, music samples, media kits, and professional information. This information is used solely for programming, curation, and internal evaluation purposes. Departure retains submitted content securely and does not share or repurpose materials without consent, except as required to evaluate or feature approved participants.
Award Nominations
Departure collects personal information in connection with nominations for Departure Honours, the Canadian Sync Awards, and the Canadian Live Music Industry Awards. This may include a nominee’s name, contact information, biography, professional accomplishments, and supporting materials submitted by third parties.
This information is used solely for evaluation, curation, and communication related to the awards process. It is reviewed by authorized staff and jury members and is retained securely for administrative purposes.
Nominees are contacted directly only if they are shortlisted or selected, at which point they will have the opportunity to verify, update, or withdraw their information. Departure does not publish or disclose nominee information without first providing notice or obtaining consent.
Mobile App
Our mobile app may collect limited user information, including login credentials, usage behavior, and networking preferences, to deliver personalized schedules, updates, and delegate interactions. You may control certain permissions (e.g. notifications or location services) via your device settings.
Applications for Staff, Contractor, or Volunteer Positions
Personal information you provide to us when applying for a staff, contractor, or volunteer position with Departure is used solely for recruitment, scheduling, and internal administrative purposes. Once identified as part of an application, this information is stored in a secure environment and is not shared or used for any other purpose.
Delegate Directories
If you hold a Priority Pass or participate in curated networking programs, your name, role, and contact details may be included in the delegate directory, viewable by other approved participants. You may opt out of this directory by contacting us.
Photography and Event Recordings
Photographs, video, and recordings may be taken of you in public areas at Departure events, including during performances, panels, and networking sessions. These may be used by Departure for promotional or archival purposes.
Your Consent
By choosing to provide us with your personal information - whether through our website, mobile app, ticketing system, artist submission platform, or by attending our events in person - you are consenting to its collection, use, and disclosure in accordance with this Privacy Policy and applicable laws.
If you are under the age of 18, please do not provide personal information without the consent of a parent or legal guardian, unless otherwise permitted by law.
We encourage you to review this Privacy Policy periodically. Your continued use of Departure platforms or attendance at our events following any updates constitutes your agreement to the updated terms. If you do not wish to have your personal information collected, used, or disclosed as described, please contact us at the time the information is requested or reach out using the contact information below.
Withdrawing Consent
We collect, use, or disclose your personal information only with your consent (implied or explicit). You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting us at hello@departureto.com.
Disclosure to Third Parties
Departure does not sell or trade your personal information. We may share your information with trusted service providers (e.g. event platforms, payment processors, cloud storage providers) who are bound by confidentiality and data protection terms.
Some data may be processed or stored on servers located outside of Canada, including in the United States, Europe, or other jurisdictions where our service providers or their affiliates operate. In such cases, your data may be subject to the laws of those jurisdictions, which may differ from those in Canada.
Security and Retention
We use industry-standard safeguards (encryption, firewalls, access restrictions) to protect your personal information. Information is retained only as long as necessary for the purposes outlined above, after which it is securely destroyed or anonymized.
The internet is, by its nature, an open network and subject to the potential interception of information. While we use safeguards to protect your personal information, we cannot guarantee that data you transmit to us online or through other electronic means will not be intercepted while in transit by parties outside of our control.
Cookies and Tracking Technologies
Our website may use cookies or similar technologies to:
You may manage or disable cookies at any time through your browser settings. Please note that some features of the Services may not function properly if cookies are disabled.
Verifying and Amending Your Personal Information
We make every effort to ensure that the personal information we hold is accurate, complete, and up to date. To help us maintain accuracy, please notify us of any changes to your contact or profile information.
You may request access to, or correction of, your personal information held by Departure. We will respond in a timely manner and advise you of any costs in advance, if applicable. In certain cases, we may be unable to provide access - for example, if doing so would violate another person’s privacy or if the information cannot be disclosed for legal reasons. If access is denied, we will provide an explanation.
Changes to This Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. When we do, we will post the updated version on our website and, where appropriate, notify you via email, app notification, or in connection with event registration. Your continued use of Departure platforms or attendance at our events after changes are made will constitute acceptance of the revised policy.
Contact Us
If you have any questions or concerns about this policy or our privacy practices, please contact:
Privacy Officer
Departure Conference & Festival
hello@departureto.com
Further information about your rights under Canadian privacy law is available at https://www.priv.gc.ca/en/
Terms of Use
Acceptance of Terms
By accessing or using Departure’s website, mobile application, registration platforms, artist submission portals, or attending any Departure Conference & Festival event (collectively, the "Services"), you agree to be bound by these Terms of Use (the "Terms").
Definitions
“Departure" refers to the Departure Conference & Festival and its organizing body.
"User" includes attendees, volunteers, delegates, artists, vendors, contractors, and any person accessing the Services.
"Services" include all online and offline components operated or facilitated by Departure, including the website, mobile app, artist submission platforms, registration and ticketing systems, on-site event programming, and digital communications.
Code of Conduct and Community Standards
Departure is committed to fostering a safe, inclusive, and respectful environment. Users agree not to:
Departure reserves the right to remove, restrict, or deny access to anyone who violates these standards.
Privacy
Your privacy is important to us. Please review our Privacy Policy [insert link] to understand how we collect, use, and protect your personal information. By using the Services, you consent to our collection and use of your data in accordance with that policy.
Users participating in the Priority Pass Delegates Directory acknowledge that their name, email, and job title may be shared with other Priority Pass members for networking purposes. You may opt out by contacting us directly.
Intellectual Property Rights
All content and materials provided by Departure, including but not limited to text, graphics, logos, videos, event footage, and branding, are the property of Departure or its licensors and are protected by copyright, trademark, and other laws.
Users are granted a limited, non-exclusive, non-transferable license to access and use the Services and their content for personal, non-commercial use only. Any other use requires prior written consent.
Submissions and Artist Materials
If you submit content through our artist submission platform, you retain ownership of your materials but grant Departure a limited, royalty-free license to review, evaluate, and showcase such content for curation and programming purposes.
You represent that you have all necessary rights to submit such content and that it does not infringe on third-party rights.
This also applies to nominations submitted for programs such as the Departure Honours, the Canadian Sync Awards, and the Canadian Live Music Industry Awards. By submitting a nomination, you confirm that the information and materials provided are accurate to the best of your knowledge and that you have the right to provide them. Nomination information may be reviewed by Departure staff and award juries and may be used internally for curation, communication, or promotional purposes related to the awards, subject to appropriate consent where applicable. Nominees may be contacted directly if selected or shortlisted. No nomination details will be disclosed publicly without prior notice.
Ticketing and Attendance Terms
Full Cancellation (Organizer-Initiated):
If the entire event is cancelled by Departure, ticketholders will receive a voucher or credit equal to the original purchase amount, applicable toward any future Departure event. No cash refunds will be issued. Validity, transferability, and notice period for such credits are governed by Departure’s credit policy.
Postponement or Rescheduling:
If an event is postponed or rescheduled, tickets will automatically transfer to the new dates. Attendees may request a credit within 14 days of notification. No cash refunds will be issued.
Partial Cancellations and Talent Changes:
Departure reserves the right to modify the lineup, programming schedule, or event components. Lineup and schedule are subject to change; no refunds will be issued due to changes.
Force Majeure and Weather Impacts:
In the event of force majeure or weather-related disruptions, programming may proceed in modified form. No refunds will be issued unless a full day of programming is cancelled, in which case a credit may be offered.
Attendee-Initiated Cancellations:
All sales are final. No refunds will be issued for attendee cancellations.
Transfers and Name Changes:
Ticket transfers are allowed up to 7 days before the event, at no additional cost. Transfer requests must be submitted in writing by the original ticketholder.
No-Shows and Partial Use:
No refunds or credits will be provided for no-shows or partial use of any ticket, badge, or credential.
Code of Conduct Violations:
Departure reserves the right to deny access or revoke credentials for violations of our Code of Conduct. No refunds or credits will be provided in such cases.
Age Restrictions:
Some venues or programs may be restricted to attendees 19 years of age or older. Government-issued ID may be required. Admission is subject to venue-specific rules, regardless of pass type.
Chargebacks:
Attendees are responsible for any bank or processor fees resulting from unwarranted chargebacks.
Currency and Tax:
All prices are in Canadian Dollars (CAD). Applicable taxes are added at checkout and will appear on receipts and confirmations.
Badges and On-Site Pickup:
Lost or damaged badges may be reissued on-site for a flat fee of $100, limited to one reprint per attendee. Government-issued photo ID is required. Third-party badge pickup is allowed only with advance written authorization. Badges are not shipped and must be collected in person at check-in.
Availability and Service Changes
While we strive to offer a smooth and high-quality experience, Departure does not guarantee that Services will always be available, error-free, or uninterrupted.
We reserve the right to modify, suspend, or discontinue any portion of the Services without notice.
Disclaimer and Limitation of Liability
The Services are provided "as is" and "as available" without warranties of any kind, express or implied.
To the maximum extent permitted by law, Departure shall not be liable for any indirect, incidental, special, or consequential damages, including loss of data, business interruption, or reputational harm, arising from your use of the Services or attendance at Departure events.
Internet Communication Disclaimer
The internet is, by its nature, an open network and subject to the potential interception of information. While we use safeguards to protect your personal information, we cannot guarantee that data you transmit to us online or through other electronic means will not be intercepted while in transit by parties outside of our control.
Trade-marks
All names, logos, designs, and slogans used by Departure Conference & Festival are the trademarks or registered trademarks of Departure or its partners. Unauthorized use is strictly prohibited. All other trademarks are the property of their respective owners.
Copyright and Fair Dealing
All content on this site, including text, images, logos, and media, is protected by Canadian copyright law and owned or licensed by Departure. Except as permitted under “fair dealing” for personal, educational, or non-commercial purposes, no content may be copied, modified, distributed, or republished without prior written consent.
Users who download, print, or otherwise use content from the Services agree not to violate Departure’s or any third party’s proprietary rights. Users must cite the author and source of the content, including copyright information and the URL of the Departure website.
Third-Party Links
Our website or app may include links to third-party websites or platforms. These are provided for convenience only. Departure does not control and is not responsible for the content, practices, or privacy policies of third-party sites.
Governing Law and Jurisdiction
These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any disputes arising out of or related to these Terms shall be subject to the exclusive jurisdiction of the courts of Ontario.
Modifications to Terms
We may revise these Terms from time to time. The most current version will be posted on our website. Your continued use of the Services or attendance at events following any changes constitutes acceptance of the updated Terms.
Entire Agreement and Severability
These Terms, along with our Privacy Policy and any additional guidelines or rules posted through our Services, constitute the entire agreement between you and Departure regarding use of the Services.
If any provision of these Terms is found to be invalid or unenforceable, that provision shall be deemed severed from the Terms and shall not affect the validity and enforceability of the remaining provisions.
Contact
For questions or concerns about these Terms, please contact:
Privacy Officer
Departure Conference & Festival
hello@departureto.com
Departure Conference & Festival
Email: hello@departureto.com