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@calsae.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@calsae.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 fe