Code of Conduct

Terms and Conditions


 

Code of Conduct

AAAE is committed to providing a safe and welcoming environment for all meeting participants and staff. All participants including but not limited to attendees, speakers, volunteers, exhibitors, staff, and service providers, are expected to abide by this AAAE Code of Conduct, and this code applies to all AAAE meeting related events including virtual meetings and those sponsored by organizations other than AAAE but held in conjunction with AAAE events, either in public or private facilities. In addition, AAAE members must adhere to the AAAE Code of Ethics.

Expected Behavior

  • Treat others with respect, inclusivity, and consideration, recognizing that this event is a place for diversity of thought, organization, and individuals.
  • Communicate openly with respect for others, avoiding personal attacks.
  • Wear your event badge at all times.
  • Be mindful of your surroundings and others. Alert event staff if you notice any discriminatory, harassing, aggressive, or exclusionary behavior or speech as soon as possible.
  • Respect the rules and policies of the meeting venue, hotel, AAAE contracted facility, or any other associated venue or site.

Unacceptable Behavior

  • Harassment, intimidation or discrimination in any form is not tolerated.
  • Physical or verbal abuse of any attendee, speaker, volunteer, exhibitor, staff, service provider, or other meeting guest will not be tolerated.
  • Examples of unacceptable behavior include but are not limited to: verbal comments related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, religion, and national origin; inappropriate use of nudity and/or sexual images in public spaces or in presentations; and, threatening or stalking any type of meeting guest.
  • Disruption of sessions, in the exhibit hall or at other events organized by AAAE at the meeting venue, hotel, AAAE contracted facility, or other associated venue or site, is not allowed.

Consequences of Unacceptable Behavior

Anyone requested to stop unacceptable behavior by a AAAE staff member is expected to comply immediately. AAAE will not tolerate such behavior and reserves the right to take any action it deems necessary and appropriate in its sole discretion, including expulsion from the event without warning or refund, exclusion from future events, and other consequences set forth in the AAAE Code of Ethics and Disciplinary Policy.

Reporting Unacceptable Behavior

If you are the subject of unacceptable behavior or have witnessed any such behavior, please contact any member of the AAAE staff. On-site team members wear badges with blue AAAE Team ribbons or green STAFF ribbons or you may also contact aaaemeetings@aaae.org, if you are on-site or attending virtually.

Please note AAAE reserves the right to modify or revise this policy at any time with or without notice. In the event of an emergency, please contact local authorities immediately.

Conduct Requirements During COVID-19

During these challenging times, AAAE is committed to continuing to provide a safe and healthy environment for all event participants and staff.   Towards this end, in addition to our Code of Conduct, all participants are expected to adhere to and abide by the safety precautions AAAE has implemented to protect against the spread of COVID-19 such as social distancing, mask wearing, personal hygiene and hand sanitization, adherence to pathway signage, self-monitoring and self-reporting.  These precautions are outlined in further detail in our registration email to participants.  As with our Code of Conduct, refusal to adhere to these policies and abide by these precautions may result in immediate removal from a AAAE event and cancellation of the registration, without receiving a refund.  

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Terms & Conditions

Attendee Cancellation

Registrations, cancellations and refund requests must be submitted in writing. All cancellation requests for registrations received up to two weeks prior to the start of the conference are subject to a cancellation processing fee (refer to the Cancellation Policy page for specific fees); approved refunds will be processed after the meeting takes place. There will be no refunds of any kind provided within two weeks of an event date. Cancellations with outstanding invoices received within two weeks of the start of the conference, will require full payment on the balance due. Refunds will not be provided, and balance dues will not be forgiven for no-shows. Substitutions within the same conference will be accepted without penalties. The difference between member and non-member price will be charged if a non-member replaces a member. Substitutions will be accepted with a written request to aaaemeetings@aaae.org. The individual substituting for the original registrant is responsible for all financial obligations (balance due; difference in fees due to membership type) associated with that substitution.

For all inquiries regarding cancellations, refunds and substitutions, please contact the AAAE Meetings Department at 703.824.0504 or email aaaemeetings@aaae.org.

AAAE Cancellation

AAAE reserves the right to postpone or cancel an event if the number of registrants is insufficient; due to acts of God; or any other reason beyond AAAE’s control. In this event, we will notify all registrants and credit the full registration fee towards another AAAE meeting, product or service. However, any costs incurred by the registrant, such as hotel cancellation or airline penalties, are the responsibility of the registrant. Confirmation letters will be emailed to attendees within two weeks of receipt of registration. However, if you have not received a confirmation email two business days prior to the meeting, and you enrolled at least two weeks prior to the meeting, please contact the AAAE Meetings Department at 703.824.0504. Please note failure to receive a confirmation letter before an event will not be grounds for a refund.

AAAE Media Access Policy

AAAE reserves the right to grant at its sole discretion access to TV, radio and print media organizations or individuals that have registered and received prior authorization from AAAE at least 72 hours prior to an AAAE event they wish to cover. Due to the sensitive nature of some discussions, not all sessions at AAAE events will be open to media. However, AAAE retains the sole right to grant or refuse media access for any event or section of an event it operates.

Please direct all inquiries to Joel Bacon, AAAE’s Executive Vice President, Government & Public Affairs.

Photo/Video Disclaimer

By registering for and attending any AAAE event, you agree that your image or voice may be used at any time, without further notification, for printed materials, web sites, social media and/or other marketing purposes.

Suitcasing

AAAE does its best to protect all event participants from solicitation from companies who do not have the proper authorization by AAAE to do so at the event, commonly referred to in the exhibition industry as “suitcasing”. In order to maintain the integrity of AAAE’s exhibitor and sponsor rules, any event participant found soliciting business in the exhibit hall, event function space, hotel guest room or hospitality suite, restaurant, club, or any other public space during an event will be required to either pay that event’s prevailing exhibitor or sponsor fees as determined by AAAE or leave the event immediately without receiving a refund. Please note membership in AAAE will not be considered when determining whether an individual has engaged in suitcasing, and second-time offenders will receive an immediate 24-month ban from future events. AAAE asks that any violations that are observed are reported immediately to AAAE staff.

Conference Badges

AAAE strictly prohibits any badge sharing, splitting or reprinting. All attendees and exhibitors must wear a badge for access to all AAAE sessions and events. Any violation of this policy may result in immediate removal from an event and cancellation of the registration, without receiving a refund. In addition, AAAE reserves the right to deny registration for future events.

Event Tickets

When applicable, tickets are required for entry into AAAE events. Registered attendees may purchase additional tickets for their non-registered guest, when available. Guests may not be employed by an airport or aviation-related industry organization. In lieu of a badge, the additional purchased ticket will grant access to the paid event for an unregistered guest.

Registration Eligibility

AAAE meetings and events are intended for adults only; no children under the age of 18 are permitted to register or attend without the prior written approval of the Senior Vice President of AAAE Meetings. In addition, children under the age of 16 must receive prior written approval to enter the trade show floor of an event and must be accompanied by a parent or legal guardian at all times while on the trade show floor.

Alcohol Consumption

Event venues that AAAE contracts with will not serve alcoholic beverages at a AAAE event to anyone under the age of 21. We reserve the right to instruct any service provider of alcoholic beverages at a AAAE event to refuse service of alcohol to anyone who appears intoxicated, if so observed.

Conflicting Events

AAAE prohibits any member or attending organization from holding any promotional, social and/or educational events, meetings, receptions, etc. during the official dates and times of a AAAE event without prior approval from AAAE. Violation of this policy may result in immediate removal from the AAAE event and cancellation of the registration, without receiving a refund. In addition, registrations for future AAAE events may be denied.

AAAE Privacy Statement

AAAE is committed to protecting the personal information of its members and attendees that is provided to us. As such, we would like to share with you the principles that govern our privacy practices. View AAAE’s complete Privacy Statement.