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Meeting, Event, and Activity Conduct Policy

NRECA strives to create a safe, productive and welcoming environment free from discrimination, harassment, and retaliation for all who participate in NRECA-sponsored meetings, events and activities ("events"). For purposes of this policy, harassment includes, but is not limited to, sexual harassment, offensive or physically threatening bodily contact, and intimidation or discrimination based on race, religion, age, gender, gender identity, sexual orientation, disability, or appearance. Sexual harassment includes any unwelcome sexual advances or attention, whether physical, virtual, or verbal. Harassment, discrimination or intimidation of any kind will not be tolerated.

This policy applies to all who participate in NRECA-sponsored events including, but not limited to, attendees, NRECA staff, sponsors, vendors, guests, contractors, students, and exhibitors. Participation constitutes agreement to comply with this policy as a condition of attendance.

Suspected violations of this policy should be reported to event sponsor or any member of NRECA management while on site at the event or as soon as possible. Violations involving NRECA staff members or contractors should be reported to NRECA's Human Resources Department at humanresources@nreca.coop or in person if after the event.

All reports will be treated seriously and investigated promptly. At NRECA's sole discretion, policy violations may result in removal from or denial of access to NRECA-sponsored meetings, events and activities without refund of any applicable registration fee or other costs to the participant.


Side Meetings at NRECA Events Policy

NRECA understands that it may be convenient and economical to conduct various types of meetings in conjunction with an NRECA event. To the extent that such side meetings do not conflict with or detract from the NRECA event, these meetings are permissible. It is the policy of NRECA that no affiliate member, associate member, service member, sponsor, exhibitor, vendor and/or speaker will schedule and hold a side meeting (training meeting, demonstration meeting, member meeting, etc.) to which attendees of the NRECA event are invited to attend that conflicts with the NRECA program agenda. Side meetings by affiliate members, associate members, service members, sponsors, exhibitors, vendors and/or speakers may only be held during non-scheduled program times. Requests for meeting space held by NRECA in the event venue must be submitted in writing to the NRECA meeting planner for that event, along with the meeting title and description, desired room set-up, approximate number of participants, and meeting start and end times. The requestor understands that it will assume all costs – food and beverage, audiovisual equipment, labor, etc. – associated with the side meeting. NRECA does not make any guarantees regarding the availability of space for side meetings. To the extent that such space is available, requests will be considered on a first come, first served basis.


Information Disclosure Policy

By executing and submitting the Registration form, you acknowledge that you are authorized to agree to its terms on behalf of (1) yourself, (2) your employer or the entity on whose behalf you are registering and (3) each of the individuals you are registering listed on the Registration form who are not minors (collectively "Registrants"). Registrants understand that their contact information – name, co-op, co-op address or email – will be provided to the event sponsors, upon request, as a benefit of sponsorship. This information may be used by sponsors to provide registrants with information about their products and services.


Non-Member Eligibility & Registration Fee Policy

NRECA convenes several members-only meetings throughout the year, specifically the Annual Meeting, Regional Meeting and Legislative Conference. These meetings are for NRECA member employees, directors and consultants only. By registering for and attending these meetings, the registrant acknowledges that he/she is one of these individuals and will not distribute or disclose information from any of these meetings to anyone other than these individuals. Requests to attend from non-members will be considered on a case-by-case basis. All such non-member requests to attend must be submitted in writing (email messages are acceptable) to education@nreca.coop. NRECA's decision will be final and provided in writing. Non-members cannot register until permission has been granted. Additionally, non-members permitted to register must pay the non-member registration fee (50% higher than the member fee) and agree to abide by the Photography Waiver, Disclosure Policy and the Meeting, Event and Activity Conduct Policy. Substitutions are not allowed. No-shows and registrants failing to cancel prior to the first day of the meeting are responsible for paying the full registration fee and any pre-con, post-con workshops, courses, etc., if applicable. Special events or ticketed item fees are non-refundable. NRECA reserves the right to refuse or cancel ineligible registrations at any time and shall not be held accountable for any external fees associated with the cancellation.


Ineligible Registration Policy

All registrations are reviewed to ensure they meet the NRECA eligibility requirements. NRECA reserves the right to refuse or cancel all ineligible registrations at any time and shall not be held accountable for any external fees associated with any cancellation.

Anti-Trust Policy

NRECA and its members are committed to complying with all antitrust laws. While in many instances cooperatives have exclusive relationships with their members, cooperatives may be competitors in others, such as in the provision of non-electric services like propane or telecommunications services. As provided in NRECA’s Antitrust Policy, the following sensitive issues should not be discussed during any part of the meeting: prices that your cooperative or others charge for products or services; costs or profit margins; salaries, wages and benefits; allocating markets, customers, territories, or products; or agreements not to deal with another company.

If while at the meeting a discussion begins on one of these topics, it is recommended that you leave the discussion. Please report any antitrust concerns promptly to NRECA staff at the meeting, or to the NRECA Office of General Counsel at 703-907-5846, and to your own cooperative’s attorney. If you think there is a legitimate reason for discussing particular price or cost information, please seek legal advice beforehand. 


The Following Applies Only to the 2018 Annual Meeting & Expo and the 2018 TechAdvantage Conference & Expo


NOTICE: USE OF EVENTBIT® TECHNOLOGY

For the 2018 Annual Meeting and TechAdvantage ® Conference and Expo, NRECA will collect attendee information using the eventBit® technology. By accepting a badge with an eventBit® chip attached, you authorize NRECA to collect, use and share your information as described here.

The Information We Collect and How We Collect It
NRECA and its vendor, Experient, will collect your real-time location information showing your event attendance using a beacon technology attached to your badge. This information will be collected beginning on February 26, 2018 and ending on February 28, 2018 solely within the event space in the Music City Center for the hours of 7:00 am to 6:00 pm. All information collected using this technology will be associated with the information you provided to NRECA when you registered for the event.

If you do not want NRECA or Experient to collect this information using the eventBit® chip, you may opt out by either declining to have an eventBit® chip attached to your badge at registration or by bringing your badge at any time during the event to the registration desk to have the eventBit® chip removed by registration staff.


How We Use This Information

NRECA or Experient will use the information collected to:

  • Provide you with information, products or services that you may request from NRECA during the event.
  • Improve NRECA future event offerings and deliver a better and more personalized experience. The ways in which NRECA may use this information could include:
    • Helping predict attendance for and usage of certain sessions or activities for future events.
    • Understanding how attendees engage in the event, including popular programs and the amount of time spent at event locations.
    • Recording your attendance for purposes of continuing education requirements.
    • Understanding your preferences and interests in attending NRECA events.
    • Marketing future program offerings and services to you based upon your preferences.

Who We Share This Information With
NRECA will not share the individual information collected about you with any third parties, except for Experient to support the event or to comply with a legal requirement.

eventBit® is a registered mark of Maritz Holdings. All trademark references in this document are used for identification purposes only.