Conference Policies
Code of Conduct
AZA is committed to providing a safe, productive, and welcoming environment for all meeting participants and AZA staff. Each and every participant, including attendees, speakers, volunteers, exhibitors, Association staff, and service providers, is expected to understand and follow policies in all in-person and virtual spaces. These expectations apply to all AZA meeting-related events, including those held in conjunction with AZA conferences.
Personal Safety and Security
AZA works with online technicians, speakers, and vendors to provide a safe and secure environment for all meeting participants. We ask that all attendees report any questionable activity to AZA for immediate action. No concern is too small – if you see or hear something, say something. Click on the help button at the top right of the website and reach out to the AZA staff person listed.
Unacceptable Conduct
Sexual harassment is unacceptable conduct of a sexual nature which makes a person feel uncomfortable, offended, humiliated and/or intimidated. Examples of conduct or behavior which constitute sexual harassment include, but are not limited to:
If you or anyone else is the subject of unacceptable conduct either in person or online, please contact any of the AZA staff below.
AZA has zero-tolerance for any form of discrimination or harassment, including sexual harassment. If you experience or observe harassment or hear of any incidents of unacceptable behavior, AZA asks that you please inform any of the following so that we can take action:
All reports will be treated seriously and promptly. Incidents will be handled with respect for the privacy of the victim and will be confidential to the extent practical, given the circumstances. Reports may also be made anonymously.
The AZA staff receiving the report will respect any and all requests of the victim to remain anonymous. Unacceptable conduct may be part of a larger pattern of repeated harassment. Please alert AZA to all such conduct regardless of the offender’s identity or job title, even if you prefer your report to remain anonymous.
Upon receiving a complaint, the matter may be further investigated by additional AZA Staff. Actions to be taken will be discussed beforehand with the victim of the harassing behavior, where possible.
If the complaint is of a criminal nature, legal authorities will be notified.
If the offense is not of a criminal nature, the AZA staff receiving the report will gather information from the victim and discuss next steps.
If a person has been found to have harassed another person, any of the following may take place:
AZA has zero-tolerance for retaliation on-site, online or at a member facility against individuals for reporting unacceptable conduct at AZA-related events.
Payments
All payments must be made in U.S. funds, drawn on by a U.S. bank, and payable to AZA. Credit card payments will be processed in U.S. funds, in accordance with effective exchange rates. Statement to show a charge by the Association of Zoos and Aquariums.
Registration Refunds
All refund requests must be received by Friday, March 25, 2022. Refund requests received after this date will be reviewed on a case by case basis. No refund consideration will be given for requests received after Monday, April 25, 2022. Approved refunds will be issued within 30 business days and a $50 processing fee will be deducted. Substitutions from the same institution or company will be accepted, in writing, without penalty. Event tickets are nonrefundable. Please send cancellation or substitution requests to AZAMeetings@aza.org.
Membership Requirement
AZA Commercial Membership is required for any individual representing a commercial entity (a company that provides products and services, including consultants). Non-member registration is only open to individuals employed by a zoo, aquarium, non-profit organization, or government agency. Non-member registration is not open to individuals employed by a non-member commercial entity. Consultants or individuals representing a commercial entity that is not a current AZA Commercial Member, Conservation Partner, or Exhibitor, are not eligible to register for the Conference.
Attendees representing a zoo, aquarium, non-profit organization, or government agency are not required to be individual members of AZA or work for an AZA-accredited institution in order to register for the Conference.
Vendor Solicitations
Solicitation of attendees and exhibitors by non-exhibitors is prohibited. Individuals found soliciting may be subject to expulsion and prohibited from attending future AZA meetings.
Digital Recording, Photography and Video
By registering, you grant AZA authorization to film, photograph, or otherwise document your participation in the event. You further agree that such images, photographs, and recordings may be used by AZA without prior approval to promote AZA and its events. Such use will not entitle you to any credit or compensation. You release AZA, its officers, employees, and vendors from any liability connected with the use of any image, photograph, or recording.
AZA is committed to providing a safe, productive, and welcoming environment for all meeting participants and AZA staff. Each and every participant, including attendees, speakers, volunteers, exhibitors, Association staff, and service providers, is expected to understand and follow policies in all in-person and virtual spaces. These expectations apply to all AZA meeting-related events, including those held in conjunction with AZA conferences.
Personal Safety and Security
AZA works with online technicians, speakers, and vendors to provide a safe and secure environment for all meeting participants. We ask that all attendees report any questionable activity to AZA for immediate action. No concern is too small – if you see or hear something, say something. Click on the help button at the top right of the website and reach out to the AZA staff person listed.
Unacceptable Conduct
- Harassment, intimidation, or discrimination in any form.
- Any abuse, including physical, verbal or non-verbal abuse, of any attendee, speaker, volunteer, exhibitor, AZA staff member, service provider, or any other meeting guest.
- Disruption of any presentation, during session presentations, in the exhibit hall, or at any events organized by AZA during the meeting or other AZA-contracted online platform.
- Harassing photography.
- Recording of presentations and other sessions without permission from the presenter and intent to distribute. Photographing slides of oral presentations, taking screenshots of chat room/Q&A activity and taking photos of posters without permission from the presenter – with intent to distribute.
- Violating the rules and regulations of the virtual event.
- Examples of unacceptable behavior include comments (verbal or written) related to gender, gender identity or expression, age, sexual orientation, disability, physical appearance, body size, race, religion, national origin, political affiliation; inappropriate use of nudity and/or sexual images in public spaces or in presentations; or threatening or stalking any attendee, speaker, volunteer, exhibitor, AZA staff member, service provider, or other meeting guests.
Sexual harassment is unacceptable conduct of a sexual nature which makes a person feel uncomfortable, offended, humiliated and/or intimidated. Examples of conduct or behavior which constitute sexual harassment include, but are not limited to:
Physical conduct
- Physical violence, including sexual assault
- Unwelcome physical contact or inappropriate touching
- The use of threats or rewards to solicit sexual favors
Verbal/Written conduct
- Comments or insults based on appearance, age, private life, etc.
- Sexual comments, stories, or jokes
- Sexual advances
- Repeated and unwanted social invitations for dates or physical intimacy
- Condescending or sexist remarks
- Sending sexually explicit messages (by phone or electronically)
Non-verbal conduct
- Display of sexually explicit or suggestive material or images
- Sexually suggestive gestures
- Whistling or “cat calling”
If you or anyone else is the subject of unacceptable conduct either in person or online, please contact any of the AZA staff below.
AZA has zero-tolerance for any form of discrimination or harassment, including sexual harassment. If you experience or observe harassment or hear of any incidents of unacceptable behavior, AZA asks that you please inform any of the following so that we can take action:
| Melissa Howerton mhowerton@aza.org (301) 244-3337 |
Candice Dorsey cdorsey@aza.org (301) 244-3339 |
Craig Hoover choover@aza.org (301) 244-3345 |
All reports will be treated seriously and promptly. Incidents will be handled with respect for the privacy of the victim and will be confidential to the extent practical, given the circumstances. Reports may also be made anonymously.
The AZA staff receiving the report will respect any and all requests of the victim to remain anonymous. Unacceptable conduct may be part of a larger pattern of repeated harassment. Please alert AZA to all such conduct regardless of the offender’s identity or job title, even if you prefer your report to remain anonymous.
Upon receiving a complaint, the matter may be further investigated by additional AZA Staff. Actions to be taken will be discussed beforehand with the victim of the harassing behavior, where possible.
If the complaint is of a criminal nature, legal authorities will be notified.
If the offense is not of a criminal nature, the AZA staff receiving the report will gather information from the victim and discuss next steps.
If a person has been found to have harassed another person, any of the following may take place:
- Issue a verbal or written warning
- Suspend attendance at AZA-sponsored events
- Prohibit attendance at any future meeting
AZA has zero-tolerance for retaliation on-site, online or at a member facility against individuals for reporting unacceptable conduct at AZA-related events.
Payments
All payments must be made in U.S. funds, drawn on by a U.S. bank, and payable to AZA. Credit card payments will be processed in U.S. funds, in accordance with effective exchange rates. Statement to show a charge by the Association of Zoos and Aquariums.
Registration Refunds
All refund requests must be received by Friday, March 25, 2022. Refund requests received after this date will be reviewed on a case by case basis. No refund consideration will be given for requests received after Monday, April 25, 2022. Approved refunds will be issued within 30 business days and a $50 processing fee will be deducted. Substitutions from the same institution or company will be accepted, in writing, without penalty. Event tickets are nonrefundable. Please send cancellation or substitution requests to AZAMeetings@aza.org.
Membership Requirement
AZA Commercial Membership is required for any individual representing a commercial entity (a company that provides products and services, including consultants). Non-member registration is only open to individuals employed by a zoo, aquarium, non-profit organization, or government agency. Non-member registration is not open to individuals employed by a non-member commercial entity. Consultants or individuals representing a commercial entity that is not a current AZA Commercial Member, Conservation Partner, or Exhibitor, are not eligible to register for the Conference.
Attendees representing a zoo, aquarium, non-profit organization, or government agency are not required to be individual members of AZA or work for an AZA-accredited institution in order to register for the Conference.
Vendor Solicitations
Solicitation of attendees and exhibitors by non-exhibitors is prohibited. Individuals found soliciting may be subject to expulsion and prohibited from attending future AZA meetings.
Digital Recording, Photography and Video
By registering, you grant AZA authorization to film, photograph, or otherwise document your participation in the event. You further agree that such images, photographs, and recordings may be used by AZA without prior approval to promote AZA and its events. Such use will not entitle you to any credit or compensation. You release AZA, its officers, employees, and vendors from any liability connected with the use of any image, photograph, or recording.
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