Event Policies

Cancellation Policy

Cancellations received 30 working days prior to the conference are refundable less a $50 service charge. Cancellations within 30 days of the conference are non-refundable. Corporate registration packages are non-refundable. Substitutions may be made at any time.

Ethical Meeting Standards

MEA Energy Association (MEA) and its member companies are committed to full compliance with all laws and regulations, and to maintaining the highest ethical standards in the way we conduct our operations and activities. Our commitment includes strict compliance with federal and state antitrust and harassment laws, which are designed to protect this country’s competitive economy and provide a safe and respectful work environment.

General Guidelines

ADA or Special Needs

Please indicate any ADA or special needs requests while registering online. on your event registration form. To request accommodations or ask questions about accessibility after online registration is complete, please contact the program manager listed on the event webpage or call (651) 289-9600. MEA will make every reasonable effort to accommodate your needs. To guarantee arrangements or alternative options, please notify MEA at least two weeks prior to the event date.

Antitrust

  • In all MEA operations and activities, you must avoid any discussions or conduct that might violate the antitrust laws or even raise an appearance of impropriety. The following guidelines will help you do that:
  • Do consult counsel about any documents that touch on sensitive antitrust subjects such as pricing, market allocations, refusals to deal with any company, and the like.
  • Do not have discussions with other member companies about:
    • your company’s prices for products or services, or prices charged by your competitors
    • costs, discounts, terms of sale, profit margins, or anything else that might affect those prices
    • the resale prices your customers should charge for products you sell
    • allocating markets, customers, territories, or products with your competitors
    • limiting production
    • whether or not to deal with any other company
    • any competitively sensitive information concerning your own company or a competitor’s
  • Do not stay at a meeting, or any other gathering, if those kinds of discussions are taking place.
  • Do not discuss any sensitive antitrust subjects (such as price discrimination, reciprocal dealing, or exclusive dealing agreements) without first consulting counsel.
  • Do not create any documents or other records that might be misinterpreted to suggest that MEA condones or is involved in anti-competitive behavior.

Consent to Use Photographic & Video Images

Registration and attendance at or participation in MEA and Energetic Women meetings, events, and other activities constitutes an agreement by the registrant to MEA, Energetic Women, and paid speakers the use and distribution (both now and in the future) of the registrant or attendee’s image or voice in photographs, videos, electronic reproductions, and audio of such events and activities for promotional purposes.

Damage to Property

Damages caused by an attendee to event space, including hotel rooms, meeting rooms, banquet areas, and other function space, are the responsibility of the individual event attendee, whether the damage is intentional or accidental. Under no circumstance is MEA, or its employees, responsible for damages caused by an event attendee.

Diversity and Inclusion

As an association, MEA believes diversity drives innovation, cultivates leaders, and increases engagement; fostering diversity and inclusion enables our events, association, and industry to thrive. MEA events are intended to provide a network and education for people from all walks of life. We are committed to building events that showcase a variety of backgrounds, skills, and views to create a welcoming environment for all. Everyone is welcome at any MEA event and should be comfortable bringing their authentic whole selves. Be you.

MEA’s priorities toward building inclusivity throughout our events beginning in 2023:

  • Ensuring we have a diverse representation of speakers and attendees
  • Encouraging personal pronouns on MEA profile records to include on event name badges
  • Offering a Lactation Room at every event will serve as a space for parents to pump breastmilk at the event or nurse their baby
  • Offering a Quiet Room at every event as a place for introspection–where attendees may pray, meditate, reflect—regardless of their faith or absence of one
  • Identifying and removing barriers to accessibility including but not limited to physical accessibility, sensory accessibility, and cognitive accessibility

Harassment

The policy of MEA is to provide a meeting environment free from sexual harassment. No member or staff employee should be subjected to unsolicited or unwelcome sexual overtures or conduct, either physical or verbal. This also means not engaging in conduct of a sexual nature, either physical or verbal, which is unwelcome, intimidating, or hostile.

Health & Safety | COVID-19 and MEA Events

Throughout the pandemic, MEA followed CDC guidelines for the health and safety of our attendees, their families, and their communities. As of CDC data on March 11, 2022, MEA will not require vaccination or a recent negative COVID test for in-person events. The requirement, or lack thereof, is subject to change based on COVID-19 Community Levels in the area of each event. Attendees are asked to respect any masking, physical distancing, or other precautions put in place by the community and venue in which MEA is hosting the event. Leading up to and/or while onsite at an event, MEA may implement procedures or precautions related to COVID-19 based on CDC Community Levels.

Your wellbeing and satisfaction are important to us. Attending an event in-person is a choice. COVID-19 is a highly contagious and easily spread virus—even among those carriers who are asymptomatic. By attending this event, attendees assume the risk and responsibility of potentially contracting COVID-19 and release MEA Energy Association from any liability as it relates to contracting a disease. Take precautions to protect yourself and others from COVID-19.

Recording Policy

MEA Energy Association applies restrictions on recording the proceedings of any MEA virtual event (including conferences and webinars). Restrictions include, but are not limited to, the usage of audio recording, video recording, and photography by participants or observers. Your email address will serve as your unique identifier to access the virtual event; technology limits one user to one email address. Sharing this information is not permitted.

Social Media

All social media activity by MEA event attendees are the ideas, thoughts, and opinions of the individual event attendee and do not reflect the beliefs of MEA. MEA suggests that individual event attendees participating in social media follow the antitrust & harassment guidelines and keep posts free from profanity.

Responsibility for Compliance

Compliance with the antitrust and harassment laws is a serious business. Violations may result in heavy fines for corporations and in fines and even criminal sanction for individuals. Each member and staff employee bears the ultimate responsibility for assuring that their actions and the actions of any of those under their direction comply with these laws.