Code of conduct

The South Central Chapter of AAAE (SCCAAAE) is committed to providing a safe and welcoming environment for all meeting participants and staff. All participants including but not limited to attendees, speakers, volunteers, exhibitors, staff, and service providers, are expected to abide by this SCCAAAE Code of Conduct, and this code applies to all SCCAA meeting-related events, including virtual meetings and those sponsored by organizations other than SCCAAAE but held in conjunction with SCCAAAE events, either in public or private facilities. In addition, SCCAAAE members must adhere to the SCCAAAE Code of Ethics.

EXPECTED BEHAVIOR

• Treat others with respect, inclusivity, and consideration, recognizing that this event is a place for diversity of thought, organization, and individuals.
• Communicate openly with respect for others, avoiding personal attacks.
• Wear your event badge at all times.
• Be mindful of your surroundings and others. Alert event staff if you notice any discriminatory, harassing, aggressive, or exclusionary behavior or speech as soon as possible.
• Respect the rules and policies of the meeting venue, hotel, SCCAAAE contracted facility, or any other associated venue or site.

UNACCEPTABLE BEHAVIOR

• Harassment, intimidation or discrimination in any form is not tolerated.
• Physical or verbal abuse of any attendee, speaker, volunteer, exhibitor, staff, service provider, or other meeting guest will not be tolerated.
• Examples of unacceptable behavior include but are not limited to: verbal comments related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, religion, and national origin; inappropriate use of nudity and/or sexual images in public spaces or in presentations; and, threatening or stalking any type of meeting guest.
• Disruption of sessions, in the exhibit hall or at other events organized by SCCAAAE at the meeting venue, hotel, SCCAAAE contracted facility, or other associated venue or site, is not allowed.

CONSEQUENCES OF UNACCEPTABLE BEHAVIOR

Anyone requested to stop unacceptable behavior by a SCCAAAE member is expected to comply immediately. SCCAAAE will not tolerate such behavior and reserves the right to take any action it deems necessary and appropriate in its sole discretion, including expulsion from the event without warning or refund, exclusion from future events, and other consequences set forth in the SCCAAAE Code of Ethics.

REPORTING UNACCEPTABLE BEHAVIOR

If you are the subject of unacceptable behavior or have witnessed any such behavior, please contact any member of the SCCAAAE staff or board. On-site team members wear badges with Board Member ribbons or you may also contact [email protected], if you are on-site or attending virtually.

Please note SCCAAAE reserves the right to modify or revise this policy at any time with or without notice. In the event of an emergency, please contact local authorities immediately.

Terms & Conditions

ATTENDEE CANCELLATION

Registrations, cancellations and refund requests must be submitted in writing. There will be no refunds of any kind provided within two weeks of an event date. Cancellations with outstanding invoices received within two weeks of the start of the conference, will require full payment on the balance due. Refunds will not be provided, and balance dues will not be forgiven for no-shows. Substitutions within the same conference will be accepted without penalties. The difference between member and non-member price will be charged if a non-member replaces a member. Substitutions will be accepted with a written request to [email protected]. The individual substituting for the original registrant is responsible for all financial obligations (balance due; difference in fees due to membership type) associated with that substitution.

For all inquiries regarding cancellations, refunds and substitutions, please contact the us at 713.375.2710 or email [email protected].

SCCAAAE CANCELLATION

SCCAAAE reserve the right to postpone or cancel an event if the number of registrants is insufficient; due to acts of God; or any other reason beyond SCCAAAE's control. In this event, we will notify all registrants and credit the full registration fee towards another SCCAAAE meeting, product, or service. However, any costs incurred by the registrant, such as hotel cancellation or airline penalties, are the responsibility of the registrant. Confirmation letters will be emailed to attendees within two weeks of receipt of registration. However, if you have not received a confirmation email two business days prior to the meeting, and you enrolled at least two weeks prior to the meeting, please contact SCCAAAE at 713.375.2710. Please note, failure to receive a confirmation letter before an event will not be grounds for a refund.

SCCAAAE MEDIA ACCESS POLICY

SCCAAAE reserve the right to grant at its sole discretion access to TV, radio and print media organizations or individuals that have registered and received prior authorization from SCCAAAE at least 72 hours prior to an SCCAAAE event they wish to cover. Due to the sensitive nature of some discussions, not all sessions at SCCAAAE events will be open to media. However, SCCAAAE retain the sole right to grant or refuse media access for any event or section of an event it operates.

PHOTO/VIDEO DISCLAIMER

By registering for and attending any SCCAAAE event, you agree that your image or voice may be used at any time, without further notification, for printed materials, web sites, social media and/or other marketing purposes.

SUITCASING

SCCAAAE do their best to protect all event participants from solicitation from companies who do not have the proper authorization by SCCAAAE to do so at the event, commonly referred to in the exhibition industry as “suitcasing." In order to maintain the integrity of SCCAAAE's exhibitor and sponsor rules, any event participant found soliciting business in the exhibit hall, event function space, hotel guest room or hospitality suite, restaurant, club, or any other public space during an event will be required to either pay that event’s prevailing exhibitor or sponsor fees as determined by SCCAAAE or leave the event immediately without receiving a refund. Please note membership in SCCAAAE will not be considered when determining whether an individual has engaged in suitcasing, and second-time offenders will receive an immediate 24-month ban from future events. SCCAAAE ask that any violations that are observed are reported immediately to SCCAAAE staff.

CONFERENCE BADGES

SCCAAAE strictly prohibit any badge sharing, splitting or reprinting. All attendees and exhibitors must wear a badge for access to all SCCAAAE sessions and events. Any violation of this policy may result in immediate removal from an event and cancellation of the registration, without receiving a refund. In addition, SCCAAAE reserve the right to deny registration for future events.

REGISTRATION ELIGIBILITY

SCCAAAE meetings and events are intended for adults only; no children under the age of 18 are permitted to register or attend without the prior written approval of the President of SCCAAAE. In addition, children under the age of 16 must receive prior written approval to enter the trade show floor of an event and must be accompanied by a parent or legal guardian at all times while on the trade show floor.

ALCOHOL CONSUMPTION

Event venues that SCCAAAE contract with will not serve alcoholic beverages at a SCCAAAE event to anyone under the age of 21. We reserve the right to instruct any service provider of alcoholic beverages at a SCCAAAE event to refuse service of alcohol to anyone who appears intoxicated, if so observed.

CONFLICTING EVENTS

SCCAAAE prohibit any member or attending organization from holding any promotional, social and/or educational events, meetings, receptions, etc. during the official dates and times of a SCCAAAE event without prior approval from SCCAAAE. Violation of this policy may result in immediate removal from the SCCAAAE event and cancellation of the registration, without receiving a refund. In addition, registrations for future SCCAAAE events may be denied.