Event Policies


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.

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.

General Guidelines

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.

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.

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.

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.

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.

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.

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.

Vaccination Verification and Assumption of Risk and Release of Liability Relating to COVID-19

MEA is taking various actions to provide a safe meeting environment at all in-person events, including actions required of all attendees to mitigate the risk of COVID-19 transmission. All in-person attendees will be required to show 1) proof of full vaccination; or 2) the results of a negative COVID-19 test taken within 72 hours of the first day of our event. MEA will not maintain any records on individuals’ vaccination status. Attendees will also be required to adhere to any local mandates. No proof, no entrance, no exceptions.

To enter the meeting space, MEA will accept either a physical vaccine card as proof of vaccination or a picture of your vaccine card on your phone. As another option, MEA will accept printed or digital negative COVID-19 test results (administered within 72 hours of attendance).

I am choosing to attend this event in-person and understand that I have the option to attend virtually. I will not attend the event if I am diagnosed with COVID-19, come in contact with someone who has been diagnosed with COVID-19, or am experiencing symptoms related to COVID-19 within the two weeks prior to the start of the event. I will notify MEA immediately if I develop COVID-19 symptoms during an in-person event and acknowledge that I may attend the remainder of the event virtually.

COVID-19 is a highly contagious and easily spread virus—even among those carriers who are asymptomatic. By attending this event, I am assuming the risk and responsibility of potentially contracting COVID-19 and release MEA Energy Association from any liability as it relates to contracting a disease.

If at any time prior to the event MEA changes the Vaccination Verification and Assumption of Risk and Release of Liability Relating to COVID-19 policy, all existing registrants will be notified of changes via email. Registrants will be given one week to provide written notice of registration changes or cancellations; no fees will be incurred.

Cancellation Policies

For any questions or to invoke a change in registration please contact the event manager.

Corporate Registration [In-Person]

  • In-person corporate registration packages may be transferred (in their entirety) from in-person to virtual up to 30 days before the start of the event IF there is a company-wide change in policy for attendance or travel. A refund for the difference in registration fees will be provided to the company. Written notice from a company Vice President level role or above to Patrick Van Beek at patrickv@MEAenergy.org must be provided.
  • Corporate registration packages are non-refundable, but requests for substitutions received at least 3 business days prior to the conference will be accepted.
  • Individuals who are part of a corporate registration package are not able to change their registration type on their registration type on their own.

Corporate Registration [Virtual]

  • Virtual corporate registration packages may be transferred (in their entirety) from virtual to in- person up to 30 days before the start of the event IF there is availability and capacity.
  • Individuals who are part of a corporate registration package are not able to change their registration type on their registration type on their own.

Individual Registration [In-Person]

  • In-person individual registrations may be transferred from in-person to virtual up to 30 days before the start of the event. A refund for the difference in registration fee will be provided.
  • Cancellations are non-refundable, but requests for substitutions received at least 3 business days prior to the conference will be accepted.

Individual Registration [Virtual]

  • Virtual individual registrations are non-refundable, but substitutions may be made at any time.