Terms and Conditions

Last Updated (February 17th, 2026)

Focus Group Terms and Conditions

1. Definitions

1.1 “Organizer” means the company or organization conducting the focus group.
1.2 “Participant” means any person who registers for, attends, or participates in the focus group.
1.3 “Focus Group” means the research session, whether held in-person at a physical venue or virtually via an online platform.

2. Purpose of the Focus Group

2.1 The Focus Group is conducted for research purposes, including but not limited to gathering opinions, feedback, and insights about products, services, concepts, or marketing materials.

2.2 Participation is voluntary. By agreeing to these Terms and Conditions, the Participant confirms that they understand the research purpose and agree to take part.

3. Eligibility and Registration

3.1 Participants must meet the eligibility criteria communicated by the Organizer (e.g., age, location, professional background).

3.2 By registering, the Participant warrants that the information they provide is accurate and complete.

3.3 The Organizer reserves the right to refuse or withdraw participation at any time, at its sole discretion (e.g., if eligibility criteria are not met or rules are breached).

4. Confidentiality and Non‑Disclosure

4.1 Confidentiality of Information Shared by Organizer
Participants may be exposed to confidential or proprietary information, including but not limited to product concepts, business strategies, pricing, visuals, or marketing materials (“Confidential Information”).

4.2 Participants agree that they will not, without the Organizer’s prior written consent:

  • Disclose, share, or publish any Confidential Information in any form (including online posts or social media); or
  • Use Confidential Information for any purpose other than participating in the Focus Group.

4.3 This obligation of confidentiality survives the end of the Focus Group and continues for [X] years (or indefinitely, if you prefer) from the date of the session.

4.4 Confidentiality of Other Participants
Participants agree not to share personal information, opinions, or stories expressed by other participants outside the Focus Group.

5. Use of Data, Recording, and Intellectual Property

5.1 Recording and Observation
The Focus Group may be recorded (audio and/or video) and may be observed live by members of the Organizer’s team or its clients.

  • The Participant consents to such recording and observation.
  • If the Participant does not consent, they must not participate in the Focus Group.

5.2 Use of Recordings and Feedback
The Organizer may use recordings, transcripts, notes, and any feedback, suggestions, or ideas shared by the Participant (“Contribution”) for research, analysis, internal reporting, product development, and marketing research purposes.

5.3 Ownership and Intellectual Property
All Confidential Information remains the property of the Organizer.
To the extent permitted by law, the Participant assigns to the Organizer all rights, title, and interest in and to any Contribution made during the Focus Group, including any intellectual property rights, without expectation of additional compensation beyond any agreed incentive.

5.4 Anonymity
Where reasonably possible, the Organizer will anonymize the Participant’s identity in reports and analysis. However, complete anonymity cannot be guaranteed, especially in small or specialized groups.

6. Privacy and Personal Data

6.1 The Organizer will process personal data in accordance with applicable data protection laws and its Privacy Policy.

6.2 Personal data may include name, contact details, demographic information, and recordings of the Participant. This data may be:

  • Used to administer the Focus Group (e.g., invitations, reminders, incentives);
  • Combined with other responses for analysis and reporting;
  • Retained for as long as reasonably necessary for the purposes described.

6.3 Participants may have rights to access, correct, or delete their personal data, subject to legal limitations. Information on exercising these rights will be described in the Organizer’s Privacy Policy.

7. Participant Conduct

7.1 Participants agree to:

  • Behave in a respectful and non‑discriminatory manner;
  • Allow others to speak and not dominate the discussion;
  • Refrain from using abusive, harassing, hateful, or otherwise inappropriate language or behavior;
  • Follow all reasonable instructions given by the Moderator or Organizer.

7.2 The Organizer may remove any Participant from the Focus Group immediately if they engage in disruptive, offensive, or unsafe behavior, without any obligation to provide compensation or incentives.

8. Incentives and Compensation

8.1 Where offered, the type and amount of incentive (e.g., gift card, cash, voucher) will be communicated in advance.

8.2 Incentives are typically conditional upon:

  • Completing the full duration of the Focus Group;
  • Providing honest and good‑faith participation; and
  • Complying with these Terms and Conditions.

8.3 The Organizer reserves the right to withhold incentives in cases of late arrival, early departure, non‑participation, or breach of these Terms.

8.4 Incentives may constitute taxable income; the Participant is responsible for any tax obligations that arise.

9. Cancellation, Rescheduling, and Changes

9.1 The Organizer may cancel, reschedule, or modify the Focus Group at any time, including changing the date, time, duration, platform, or venue.

9.2 The Organizer will make reasonable efforts to notify Participants of any changes.

9.3 The Organizer is not responsible for any costs incurred by Participants (e.g., travel expenses, childcare, missed work) in connection with attending the Focus Group.

10. Virtual Focus Groups – Additional Terms

The following clauses apply specifically when the Focus Group is conducted virtually (e.g., via Zoom, Teams, Google Meet, or other online platforms).

10.1 Technical Requirements
Participants are responsible for:

  • Having a stable internet connection;
  • Providing their own compatible device (computer, tablet, or smartphone) with functioning microphone and, where requested, camera;
  • Installing and updating any necessary software or apps.

10.2 Access Links and Security

  • Access links, meeting IDs, and passwords are personal and must not be shared with anyone else.
  • Participants must not record, screenshot, or otherwise capture the session, unless explicitly authorized in writing by the Organizer.

10.3 Environment and Privacy
Participants should:

  • Join from a quiet, private location to maintain confidentiality;
  • Ensure that others who are not part of the Focus Group cannot see or hear the discussion;
  • Use headphones where possible to reduce background noise and protect confidentiality.

10.4 Technical Issues and Interruptions

  • The Organizer is not responsible for any technical issues on the Participant’s side, including but not limited to internet outages, software malfunctions, or hardware failures.
  • If severe technical issues prevent participation, the Organizer may, at its discretion, reschedule or offer partial or no incentive, depending on the circumstances and duration of participation.

10.5 Virtual Backgrounds and On‑Screen Content

  • Participants agree not to display offensive or inappropriate images, text, or backgrounds during the session.
  • Participants must not display confidential or sensitive information on screen that could be captured by the recording.

11. In‑Person Focus Groups – Additional Terms

The following clauses apply specifically when the Focus Group is conducted in-person at a physical location.

11.1 Venue Rules and Safety
Participants agree to:

  • Comply with all venue rules, safety instructions, and signage;
  • Follow any health and safety protocols (e.g., fire safety, emergency exits);
  • Comply with any health guidelines applicable at the time (e.g., public health or Organizer‑specific measures).

11.2 Travel and Arrival

  • Participants are responsible for their own travel arrangements and costs, unless the Organizer explicitly states otherwise.
  • Participants should arrive by the specified time. Late arrival may result in partial or no participation and may affect eligibility for incentives.

11.3 Personal Belongings

  • Participants are responsible for their own personal belongings.
  • The Organizer accepts no liability for loss, damage, or theft of personal items at the venue.

11.4 Health, Illness, and Fitness to Attend

  • Participants must not attend if they are unwell, contagious, or advised by a medical professional not to participate.
  • The Organizer may refuse entry or request a Participant to leave if they appear unwell or pose a risk to others’ health or safety.

11.5 Alcohol, Drugs, and Prohibited Items

  • Participants must not attend under the influence of alcohol or illegal drugs.
  • Weapons, hazardous materials, or other prohibited items are not allowed at the venue.

12. Limitation of Liability

12.1 To the fullest extent permitted by law, the Organizer and its affiliates, employees, and agents will not be liable for any:

  • Indirect, incidental, special, or consequential losses;
  • Loss of income, profits, or business opportunities;
  • Damages arising from the Participant’s use of technology, devices, or transportation related to the Focus Group.

12.2 For in-person Focus Groups, the Organizer is not liable for any personal injury or property damage unless caused directly by the Organizer’s gross negligence or willful misconduct.

12.3 Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot legally be excluded or limited.

13. Termination of Participation

13.1 The Participant may withdraw from the Focus Group at any time, without needing to provide a reason. However, early withdrawal may affect eligibility for incentives.

13.2 The Organizer may terminate a Participant’s involvement immediately if:

  • The Participant breaches these Terms;
  • The Participant’s behavior is disruptive, offensive, or unsafe; or
  • The Organizer reasonably believes termination is necessary to protect other Participants, staff, or its business interests.

14. Governing Law and Jurisdiction

14.1 These Terms and Conditions are governed by and construed in accordance with the laws of United States and the state where the focus group is conducted.

14.2 Any disputes arising out of or in connection with the Focus Group or these Terms will be subject to the exclusive (or non‑exclusive, depending on your preference) jurisdiction of the courts of that state where the focus group is conducted.

15. Acceptance of Terms

By registering for or participating in the Focus Group (including joining a virtual meeting or entering the in‑person venue), the Participant acknowledges that they have read, understood, and agree to be bound by these Terms and Conditions.