Event Management Policies

Event Management Procedures

Registration and Payment: Participants are required to complete registration and submit any applicable fees before attending an event unless alternative arrangements have been made and approved by the association. Registration fees must be paid in accordance with the terms communicated for each event.

Attendee Cancellations and Substitutions: Registration fees for association events are non-refundable. However, substitutions are permitted at any time and are encouraged when a registered participant is unable to attend. 

Cancellation requests: The association offers distinct types of event cancellations. 

• Cancellations Received Fourteen (14) or More Days Prior to the Event: Registrants who cancel at least fourteen (14) calendar days before the scheduled event date will receive credit equal to one hundred percent (100%) of the registration fee paid. The credit may be applied toward a future association event or educational program of equal or lesser value within the same calendar year.
• Cancellations Received Between Thirteen (13) Days and Seventy-Two (72) House Prior to the Event: Registrants who cancel less than fourteen (14) days but more than seventy-two (72) hours before the scheduled event date will receive a credit equal to fifty percent (50%) of the registration fee paid. The remaining balance will be retained by the association to offset administrative, facility, catering, speaker, and other event-related expenses. The credit may be applied toward a future association event or educational program within the same calendar year.
• Cancellations Received Less Than Seventy-Two (72) Hours Prio to the Event: No credit will be issued for cancellations received  less than seventy-two (72) hours prior to the scheduled event date. Individuals who do not attend the event without providing notice will be considered no-shows and will not be eligible for a credit. 
• Exception Policy: The association will grant an exception for 50% credit for provider members in the event of state survey, death, or illness of the attendee or immediate family member. Notice must be provided in advance of the start of the session. The CEO may approve any additional exceptions outside these parameters. The credit may be applied toward a future association event or educational program within the same calendar year.
  

Use of Credits: Credits may be applied to future association educational programs or events occurring within the same calendar year. Credits are non-transferable and have no cash value. Any unused credit remaining at the end of the calendar year will be forfeited.  

Exhibitor, Advertiser, and Sponsor Cancellation Policy: Exhibitor, advertiser, and sponsor fees are nonrefundable. If an exhibitor, advertiser, or sponsor is unable to participate in a scheduled event, the association may, at its sole discretion, apply the

amount paid as a credit toward a future sponsorship, advertising, or exhibiting opportunity. Any such credit must be used as approved by the association or it will be forfeited. 

Event Cancellation by the Association: The association reserves the right to cancel, postpone, reschedule, relocate, or convert an event to a virtual format when circumstances warrant. Reasons for cancellation may include, but are not limited to:

• Insufficient registration or participation
• Speaker or presenter unavailability
• Facility issues or venue closure
• Severe weather or natural disasters
• Public health concerns
• Circumstances beyond the reasonable control of the association

If the association cancels an event, registered participants will generally be offered one of the following options:

• A full refund of registration fees paid
• A credit toward a future association event equal to the registered event
• Transfer of registration to a rescheduled event

The association is not responsible for attendee expenses that are outside of registration fees, including but not limited to travel costs, lodging, meals, lost wages, or other personal expenses.

Code of Conduct: Participants are expected to conduct themselves professionally and respectfully during association events. The association reserves the right to remove any participant whose behavior is disruptive, inappropriate, unsafe, or inconsistent with the associations policies and values. Individuals removed from an event for misconduct may forfeit registration fees and may be prohibited from attending future association events.

Force Majeure: The association shall not be liable for delays, interruptions, modifications, or cancellations caused by circumstances beyond its reasonable control, including but not limited to acts of God, severe weather, governmental actions, public health emergencies, labor disputes, utility outage, or other emergencies. 

Authorized Recordings by the Association: The association reserves the right to record, transcribe, or live stream its events for educational, promotional, resale, or archival purposes. The association may, at its discretion, make recordings or materials available to members and participants following the event. Charges may apply for recordings of events as determined by the association. Registering for and attending an association event, participants are consenting to recording, which includes audio, visual, or still images, captured during the event. These recordings may be publicly posted, shared, or purchased by future attendees. 

Prohibition on Unauthorized Recording: Attendees, participants, and third parties are strictly prohibited from recording or otherwise capturing any portion of an association event without prior written consent from the association. This includes, but is not limited to: audio recordings, video recordings, screen captures, transcription services, note-taking bots, and the use of artificial intelligence (AI) tools to record, transcribe, or summarize event content.

Virtual Events: Participants in virtual events (e.g. webinars, online trainings, or hybrid sessions) may not record, rebroadcast, or share any portion of the event with those outside their organization. The use of AI based assistants, bots, or third-party applications to automatically capture or process event content is not permitted. Personal photos of materials may be taken, but are not allowed for re-distribution beyond their organization.

In-Person Events: Attendees at in-person events may not record keynote sessions, workshops, panel discussions, or any other event programming by any means. Personal photos of materials may be taken, but are not allowed for re-distribution beyond their organization. 

Intellectual Property of the Association: Events and materials produced from association events are considered to be the intellectual property of the association, or the property of the speaker presenting. Information should not be shared outside the organization attending the event. Members must respect the intellectual property of the association.

Members-Only Events: Some events hosted by the association are considered member only events. In this instance, only qualified members of the association may participate in these events. To protect the intellectual property of the association, no recordings other than the association recordings will be allowed. Release of the recording may be limited by the association.

Accessibility and Disability Accommodations: The association allows for exceptions to this policy when recording or transcription tools are required as a reasonable accommodation under the Americans with Disabilities Act (ADA) or other applicable laws. Requests for such accommodation must be submitted to the association in advance of the event for review and approval.

Enforcement: Any individual found violating this policy may be subject to removal from the event without refund, restriction from attending future events, and other remedies deemed appropriate by the association.