Attendee Cancellations and Substitutions

Each Texas Fire Chiefs Association (TFCA) event will state its specific cancellation and substitution rules in the registration materials. Attendees are responsible for reviewing and complying with those rules.

Conference Code of Conduct

All attendees must wear their event badge at all times while in TFCA-controlled spaces. Only badged attendees may enter TFCA events. Badge sharing is prohibited.

TFCA expects all participants to maintain the highest level of professionalism and to conduct themselves in a manner consistent with the standards of the Texas fire service. The following behaviors are prohibited at all TFCA events, activities, and associated functions:

  • Harassment in any form
  • Sexual language, imagery, or conduct in any setting
  • Disorderly, disruptive, or abusive behavior
  • Threatening or aggressive actions toward any person
  • Intoxication or substance misuse that impairs judgment or disrupts the event
  • Damage to property belonging to TFCA, the venue, vendors, or attendees
  • Interference with TFCA staff, presenters, vendors, or event operations
  • Retaliation against any individual who reports a concern or violation

These standards apply to interactions with TFCA members, vendors, partners, hotel and venue staff, invited guests, and the public.

Scope of Conduct Covered

This policy applies in all TFCA-hosted spaces, TFCA-sanctioned social events, and any activity reasonably connected to a TFCA event, including after-hours functions.

Immediate On-Site Actions

TFCA may take immediate action when any person’s conduct threatens safety, disrupts the event, or violates this policy. Actions may include:

  • Verbal warning
  • Removal from a session
  • Revocation of badge
  • Removal from the event without refund
  • Coordination with venue security or law enforcement as needed

These on-site measures are temporary event actions and do not replace or supersede membership disciplinary procedures governed by the TFCA Constitution and Bylaws.

Complaint, Review, and Due Process

If TFCA receives a written complaint alleging conduct that would violate this policy, the matter will be reviewed by the Executive Committee using procedures consistent with TFCA’s governing documents. The individual will receive a copy of the complaint and supporting materials and may submit a written response.

The Executive Committee will determine whether a violation occurred and will impose appropriate sanctions, which may include written reprimand, restrictions on future TFCA event attendance, or other actions within TFCA’s authority.

Appeal Process

An individual may appeal the Executive Committee’s decision. The Board of Directors will appoint an Ad Hoc Committee to review the case and provide a recommendation to the Board. The Board of Directors will make the final determination.

Mandatory Reporting

Attendees who witness harassment, safety threats, or serious misconduct are expected to report the issue promptly to TFCA staff or a Board member on-site. TFCA will not tolerate retaliation against anyone who reports in good faith.

Assumption of Risk and Hold Harmless

Participation in TFCA events is voluntary. Attendees are responsible for their own conduct and well-being. By participating, attendees acknowledge and accept all risks associated with event attendance.

Attendees release and hold harmless the Texas Fire Chiefs Association, its officers, directors, employees, representatives, and agents from all claims, actions, damages, or liabilities arising from participation in TFCA events, including the use of any related facilities or lodging.

Liability Waiver

Attendees assume all risks and accept sole responsibility for any injury, illness, damage, loss, claim, or expense connected to their participation. Attendees agree not to bring claims against TFCA, its officers, employees, or representatives for any such matters.

Competing Event Policy

Sponsors, exhibitors, vendors, and other participants may not conduct meetings, social functions, or other events during times when official TFCA agenda items are scheduled unless prior written approval is obtained from TFCA. Requests must be submitted to [email protected].

Photography and Recording Release

TFCA may photograph, record, or otherwise document event activities. By attending, participants consent to TFCA’s use of photographs, video, and audio recordings for publications, promotional materials, digital media, and other Association purposes without additional approval or compensation.

Time Zones

All agenda times are listed in Central Time. Registration rates change at 11:59 p.m. Central Time on the dates indicated.