Meeting & Event Policies

Associations West Meeting & Event General Policies and Virtual Programs Code of Conduct

Associations West is committed to providing a safe, productive, and welcoming environment for all meeting participants and Associations West staff. All participants, including, but not limited to, attendees, speakers, volunteers, exhibitors, Associations West staff, service providers, and others are expected to abide by the Meeting Policies and Virtual Programs Code of Conduct which apply to all Associations West meeting-related events, including those sponsored by organizations other than Associations West but held in conjunction with Associations West events, in public or private facilities and/or public or private platforms. 

Illness, Personal Responsibility & Liability Waiver

Associations West’s goal is to ensure a safe meeting environment. By attending any Associations West in-person event (the “Event”), you voluntarily assume all risks and accept sole responsibility for any injury related to exposure to COVID-19, and release Associations West from liability for any injury or harm that may result by attending the Event. Associations West’s goal is to ensure a safe meeting environment. Associations West will also follow the strictest guidance (such as masking) established by the facility hosting the event, the county department of public health in which the event is located, and/or the State. As such, you also agree to abide by any prevention or safety measures that Associations West, the hotel or facility hosting the event, the county health department in which the event is located, or the State may have in place during the Event. Should you exhibit any symptoms of COVID-19 or other illness immediately prior to or during the event you agree not to attend the event. 

In-Person Meetings Policy

Associations West’s top priority for all in-person meetings is the safety and welfare of our attendees and team.
Associations West’s top priority for in-person meetings is the safety and welfare of our attendees and staff. Our in-person meetings policy is based on facility, county, and state guidelines.

Associations West will follow the strictest guidelines (such as masking) established by the facility hosting the event, the county department of public health in which the event is located, and the state. Attendees will be required to agree to a Personal Responsibility & Liability Waiver (see here) when registering for a meeting or event. Attendees will receive logistical information via email, including safety and prevention measures, before their arrival.

We expect to review this policy in the future and may make changes as circumstances dictate or allow.

Cancellation Policy

Cancellation Policy: All registration cancellations and refund requests must be made in writing at least 72 business hours prior to the start of the event to receive a refund of the full registration fee—unless otherwise noted—else Associations West will retain the full registration fee amount. Submit all requests to Associations West via email at info@myassociationswest.org. Associations West regrets that refunds will not be given for no-shows. Substitutions within a given event are gladly accepted. A substitution of full registration is permitted prior to an event by submitting a written request to info@myassociationswest.org.

Associations West reserves the right to change speakers and/or cancel an event due to unforeseen circumstances without penalty. The total amount of any liability of Associations West will be limited to a refund of the attendee’s registration fee. 

Additional Virtual Event Provisions:
If a technical failure at the attendee’s home or workplace prevents access to the virtual event, the attendee will not be given a refund. It is the responsibility of the attendee to confirm system requirements and test their computers prior to the start of the virtual event. However, if a technical failure is the fault of the service provider and the virtual event is cancelled, a full refund will be provided.

If you are unable to attend the virtual event, information on how to access program recordings, materials and features of the virtual event will be provided to all registered persons. Registrants who fail to attend the event, in part or in whole, are not eligible for a refund or credit and will be billed for any balance due.

Consent Clause

Photo Release
Registration and attendance at, or participation in, Associations West meetings and other activities constitutes an agreement by the registrant to the use and distribution (both now and in the future) of the registrant or attendee’s image or voice in photographs, videos, electronic reproductions, and audiotapes of such events and activities by Associations West and other third parties, including but not limited to the venue, sponsors, and destination organizations (i.e. CVBs). Your registration may include technology that monitors your activities throughout the meeting, such as session attendance.

Email/Mail Release
Associations West will provide attendee contact information and email addresses to program partners and exhibitors of certain Associations West events. The information provided to program partners and exhibitors will only be used to inform the attendee of promotions and networking opportunities with the program partners and exhibitors at the event. Attendee information is never given to any other parties. Associations West does not sell attendee information. For those Associations West events with program partners/exhibitors you will have the option during registration to choose whether you wish to receive notifications and opportunities from the program partners/exhibitors via email or mail.

Mobile App Policy
As a knowledge sharing community, the Associations West Mobile App has features that allow fellow meeting attendees to know and contact each other. By participating in certain Associations West events you grant Associations West the right to upload your name, company and company's primary address & phone number in your profile to the Associations West meeting App, which will be available to registered attendees only.

Personal Safety & Security

Associations West works diligently with venue staff to ensure participants are provided with a safe and secure environment at its meetings and events. We ask that all attendees report any questionable or concerning activity to Associations West staff so that they may take immediate action. No concern is too small, if you see something, say something. Here are some tips on staying safe:

• Be aware of your surroundings at all times.
• Use the buddy system when walking to and from an event venue during early or late hours.
• Don’t wear your meeting badge on the street. Take it off before you leave the building/venue.
• Don’t carry a lot of cash or credit cards. Leave what you can in your hotel room safe.
• Don’t leave personal property unattended anywhere, anytime.

Associations West and its sponsors claim no liability for the safety of any attendee while in transit to or from an Associations West-sponsored event. If there is an emergency or someone requires immediate assistance, ask an Associations West staff member or onsite security personnel for help, or call emergency services.

Responsible Drinking

At some Associations West events both alcoholic and non-alcoholic beverages are served. Associations West expects participants at our events to drink responsibly. Associations West and meeting host event staff have the right to deny service to participants for any reason, and may require a participant to leave the event.

Unacceptable Behavior

Examples of unacceptable behavior include, but are not limited to:

• Harassment, intimidation, or discrimination in any form.
• Physical or verbal abuse of any attendee, speaker, volunteer, exhibitor, Associations West staff member, service provider, or other meeting guest. Examples of verbal abuse include, but are not limited to, verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin, inappropriate use of nudity and/or sexual images in public spaces or in presentations, or threatening or stalking any attendee, speaker, volunteer, exhibitor, Associations West staff member, service provider, or other meeting guest.
• Disruption of presentations during sessions, in the exhibit hall, or at other events organized by Associations West at the meeting venue, hotels, or other Associations West-contracted facilities or throughout the virtual meetings.
• All participants must comply with the instructions of the moderator and any Associations West virtual event staff.
• Presentations, postings, and messages should not contain promotional materials, special offers, job offers, product announcements, or solicitation for services. Associations West reserves the right to remove such messages and potentially ban sources of those solicitations.
• Participants should not copy or take screen shots of Q&A or any chat room activity that takes place in the virtual space.

Associations West has zero-tolerance for any form of discrimination or harassment, including but not limited to sexual harassment by participants or our staff at our meetings. If you experience harassment or hear of any incidents of unacceptable behavior, Associations West asks that you inform Jim Anderson, President & CEO of Associations West, at jim@myassociationswest.org or 916-443-8980 so that we may take the appropriate action.

Associations West reserves the right to take any action deemed necessary and appropriate, including immediate removal from the meeting without warning or refund, in response to any incident of unacceptable behavior, and Associations West reserves the right to prohibit attendance at any future meeting, virtually or in person.

Violations

Violations of any of these policies may result in disciplinary action against violators, up to and including censure, probation, suspension or prohibition from being able to attend or participate in future Associations West meetings and/or events, and/or suspension or termination of Associations West membership.

CAE Credit

As a CAE Approved Provider of educational programs related to the Certified Association Executive (CAE) exam content outline, Associations West programs may be applied for credit by meeting professional development requirements to earn or maintain the CAE credential. For more information, visit www.whatiscae.org.

Associations West programs may or may not be eligible for CMP designation and/or IOM designation credit hours. Please visit the applicable website for more details.

Associations West programs are not endorsed, accredited, or affiliated with ASAE or the CAE program. Applicants may use any program that meets eligibility requirements in the specific timeframe toward the exam application or renewal. There are no specific individual courses required as part of the application – selection of eligible education is up to the applicant based on his/her needs.