Policy: Event Participation and Conduct

Purpose

To establish a clear, consistent, and professional framework governing participation in Texas Fire Chiefs Association (TFCA) events, conferences, meetings, and related functions.

This policy is intended to promote a safe, respectful, and orderly environment for all participants; protect the integrity and reputation of the TFCA; and ensure that expectations for conduct, registration, cancellation, reporting, enforcement, and review are clearly communicated and fairly administered.

Policy Statement

The Texas Fire Chiefs Association is committed to providing a professional, respectful, and safe environment at all TFCA-sponsored, TFCA-hosted, and TFCA-sanctioned events and event-related activities. All attendees, speakers, instructors, exhibitors, sponsors, vendors, guests, volunteers, staff, and Board members are expected to conduct themselves in a manner consistent with the standards of the Texas fire service and the mission and values of TFCA.

TFCA will not tolerate harassment, discrimination, threatening behavior, retaliation, disorderly conduct, unsafe activity, or other actions that disrupt an event or undermine the safety, dignity, or participation of others. TFCA reserves the right to take immediate action in response to violations of this policy and, when appropriate, to review such matters through its governance processes consistent with the TFCA Constitution and Bylaws.

Scope

This policy applies to all individuals participating in, attending, working at, or otherwise present at any TFCA-sponsored, TFCA-hosted, or TFCA-sanctioned event or event-related activity, including but not limited to:

• Conferences
• Meetings
• Training programs
• Workshops
• Social functions
• Receptions
• Vendor exhibitions
• Online or virtual event platforms
• After-hours functions reasonably connected to a TFCA event

This policy applies to all TFCA-controlled spaces, official event venues, and event-related communications or conduct that materially affects the safety, operations, or professional environment of a TFCA event.

Definitions

For purposes of this policy, the following definitions apply:

• Attendee: Any individual registered for or participating in a TFCA event.
• Discrimination: Unequal, unfair, or prejudicial treatment of an individual or group that undermines equal participation in a TFCA event or creates an unprofessional, hostile, or exclusionary environment.
• Harassment: Unwelcome verbal, written, visual, or physical conduct that demeans, intimidates, threatens, or interferes with an individual’s participation in a TFCA event.
• Participant: Any attendee, speaker, instructor, exhibitor, sponsor, vendor, guest, volunteer, staff member, or Board member involved in a TFCA event.
• Prohibited Conduct: Any act or omission that violates this policy, including but not limited to harassment, discrimination, retaliation, threats, disorderly behavior, unsafe conduct, violations of venue or safety rules, or other conduct that disrupts a TFCA event or undermines the safety, dignity, or participation of others.
• Retaliation: Any adverse action, intimidation, threat, or reprisal against a person for reporting a concern, participating in a review, or providing information in good faith under this policy.
• Sponsor: Any entity providing financial or in-kind support for a TFCA event, program, or activity.
• TFCA Controlled Space: Any physical or virtual space used for a TFCA event where TFCA establishes or enforces event rules, access, or participation standards.
• TFCA Event: Any conference, meeting, training, workshop, social function, exhibit hall activity, or other program sponsored, hosted, organized, or sanctioned by TFCA.
• Vendor: Any company, organization, or representative exhibiting, marketing, selling, or promoting products or services at or in connection with a TFCA event.

Registration, Cancellations, and Substitutions

Participation in TFCA events is subject to the registration, payment, cancellation, substitution, and attendance terms established for each event. Such terms shall be outlined in the applicable registration materials, event announcements, confirmation communications, or other official TFCA publications for the event.

1. Registration

   All persons attending a TFCA event must register through the process designated by TFCA and must provide complete and accurate registration information. Registration shall not be deemed complete until all required information has been submitted and all applicable fees have been paid in full, unless otherwise authorized by TFCA.

   TFCA reserves the right to deny, suspend, or revoke any registration for failure to comply with event requirements, submission of inaccurate or misleading information, nonpayment of required fees, or ineligibility for participation under this policy or any other applicable TFCA policy or governing document.

2. Event-Specific Terms

   Because TFCA events may vary in size, format, venue obligations, contractual commitments, and operational requirements, the registration, cancellation, refund, transfer, and substitution terms may differ by event. The terms published for the specific event shall govern that event and are incorporated into this policy by reference.

   Each registrant is responsible for reviewing and complying with the event-specific terms prior to registration and participation.

3. Cancellations

   Cancellation requests must be submitted in the manner and within the timeframes specified in the applicable event materials. A cancellation shall not be effective unless and until received by TFCA or its designated event administrator in accordance with those instructions.

   Eligibility for any refund, partial refund, credit, administrative deduction, or forfeiture of fees shall be determined exclusively by the terms published for the specific event. Failure to attend an event without timely notice, as required by the applicable event terms, may be treated as a forfeiture of registration fees and any related event access.

4. Substitutions

   Substitutions may be permitted only when expressly authorized in the registration terms for the applicable event. Any substitution request must be submitted in advance, in the form required by TFCA, and must include all information necessary to confirm the substitute participant’s eligibility and registration status.

   Unless expressly authorized by TFCA, registrations are non-transferable, badge sharing is prohibited, and registration may not be reassigned from one person to another or from one event to another.

   Any approved substitute participant shall be subject to all eligibility requirements, deadlines, fees, and event rules applicable to the original registration. This policy and all other applicable TFCA policies shall bind it.

5. TFCA Authority to Modify or Cancel Events

   TFCA reserves the right to modify, postpone, relocate, cancel, or reformat any event, in whole or in part, when deemed necessary due to operational considerations, safety concerns, venue requirements, weather conditions, emergency circumstances, force majeure, or other reasons within TFCA’s discretion.

   In the event TFCA modifies, postpones, relocates, cancels, or materially changes an event, TFCA shall determine, in its discretion or as stated in the applicable event terms, whether any refund, credit, or transfer option will be offered.

   Unless expressly stated otherwise in writing, TFCA shall not be responsible for airfare, lodging, travel expenses, incidental costs, or any other consequential or out-of-pocket expenses incurred by a registrant in connection with an event.

6. Acceptance of Terms

   By registering for a TFCA event, each registrant acknowledges and agrees to be bound by this policy, the event-specific registration terms, and any other rules or requirements published by TFCA for the applicable event.

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, sponsors, or event operations
• Retaliation against any individual who reports a concern or violation
• Violations of applicable venue rules, safety requirements, or law

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

Vendor/Sponsor Conduct

All vendors, exhibitors, sponsors, and their representatives are subject to this policy and must conduct themselves professionally and respectfully at all TFCA events.

In addition to complying with all other provisions of this policy, vendors and sponsors must:

• Conduct business and interactions in a manner consistent with TFCA standards of professionalism
• Comply with all event rules, venue requirements, and instructions issued by TFCA staff or event management
• Refrain from disruptive, aggressive, deceptive, or harassing sales or marketing practices
• Refrain from interfering with educational sessions, official TFCA functions, or event operations
• Avoid any representation that TFCA endorses, certifies, recommends, or guarantees a vendor, product, or service unless expressly authorized in writing by TFCA
• Use TFCA’s name, logo, marks, or event branding only as expressly permitted by TFCA

Participation as a sponsor, exhibitor, preferred partner, or advertiser does not constitute endorsement by TFCA. Any vendor or sponsor found to violate this policy may be subject to corrective action, including removal from the event, revocation of exhibitor or sponsorship privileges, restriction from future participation, or other action within TFCA’s authority.

Reporting Procedures

Any participant who experiences, witnesses, or becomes aware of conduct that may violate this policy should promptly report the matter to TFCA. Participants who witness harassment, discrimination, safety threats, or serious misconduct at an event are expected to report the matter promptly to TFCA staff, a TFCA officer, a Board member, a designated event representative, or, where immediate safety concerns exist, event security, venue security, or law enforcement, as appropriate.

Reports may be made verbally or in writing to any of the following:

• TFCA staff
• A TFCA officer
• A member of the Board of Directors
• A designated event representative
• Event security or venue security, where immediate safety concerns exist

Reports should include, to the extent known:

• The name(s) of the individual(s) involved
• A description of the conduct
• The date, time, and location of the incident
• The names of any witnesses
• Any available supporting documentation or evidence

TFCA encourages prompt reporting so that concerns may be addressed quickly and appropriately. Emergencies or immediate threats to safety should be reported first to onsite security or law enforcement, as appropriate.

TFCA will make reasonable efforts to review reports promptly, address immediate safety or operational concerns, and maintain confidentiality to the extent practical and consistent with a fair review process. TFCA will not tolerate retaliation against any individual who makes a report or participates in a review in good faith.

Knowingly false or malicious reports may themselves constitute a violation of this policy.

Immediate On-Site Actions

TFCA may take immediate action when any person’s conduct threatens safety, disrupts the event, or violates this policy. Such action may be taken by TFCA staff, event management personnel, or designated Board representatives.

Immediate actions may include:

• Verbal warning
• Removal from a session
• Revocation of badge
• Removal from the event without refund
• Revocation of exhibitor, vendor, or sponsor access
• 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.

Individuals removed from an event for violating this policy shall not be entitled to registration refunds, travel reimbursement, lodging reimbursement, or other compensation from TFCA unless otherwise required by law or expressly approved by TFCA.

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 who is the subject of the complaint will receive a copy of the complaint and supporting materials and may submit a written response.

After review, the Executive Committee will determine whether a violation occurred. It may impose appropriate sanctions within TFCA’s authority, including restrictions on attendance, participation, exhibitor access, sponsorship privileges, or other involvement in TFCA events.

Conflict of Interest

Any TFCA officer, Board member, Executive Committee member, staff member, or designated reviewer involved in receiving, reviewing, or deciding a complaint under this policy must disclose any real or perceived conflict of interest at the earliest practical time.

A conflict of interest may include, but is not limited to:

• A family relationship with a complainant, respondent, or witness
• A supervisory, employment, or financial relationship with a complainant, respondent, or witness
• A business, contractual, or organizational affiliation that could impair impartiality
• Any other circumstance that could reasonably create the appearance of bias

Any individual with a conflict of interest shall recuse themselves from discussion, review, recommendation, and voting related to the matter. Conflicts and recusals shall be documented.

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.

Assumption of Risk and Hold Harmless

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

Participants 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 and participants assume all risks and accept sole responsibility for any injury, illness, damage, loss, claim, or expense connected to their participation. Attendees and participants agree not to bring any claims against TFCA, its officers, employees, or representatives arising from 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 for approval must be submitted to [email protected].

Third Party and Unofficial Events

Events, meetings, workshops, tours, or social activities that are not listed on the official conference schedule or conference mobile app are not sanctioned, sponsored, or endorsed by TFCA. TFCA does not control and is not responsible for any such events or any related activities, including transportation, food and beverage service, or offsite programming. Attendance at any unofficial event is voluntary and at the attendee’s own risk.

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.

Policy Review

This policy will be reviewed at least every two (2) years or as directed by the Board to ensure continued alignment with the TFCA Bylaws and governance best practices.