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.

COVID-19 and MEA Events

Throughout the pandemic, MEA has 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. If you are currently registered for an MEA event and prefer to switch your attendance type from in-person to virtual or virtual to in-person, changes can be requested up to 30 days prior to the start of the event (per the cancellation policy). If you registered with a promo code as part of a company package, changes to your registration are subject to MEA corporate registration package terms. Please contact your internal corporate registration contact.

Attending an event in-person is a choice; most MEA events offered a virtual attendance option. 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.

Per the CDC:
COVID-19 Community Levels are a new tool to help communities decide what prevention steps to take based on the latest data. Levels can be low, medium, or high and are determined by looking at hospital beds being used, hospital admissions, and the total number of new COVID-19 cases in an area. Take precautions to protect yourself and others from COVID-19 based on the COVID-19 Community Level in the event area. The pre-event ‘Know Before You Go’ email from MEA will indicate any known precautions or restrictions.

MEA In-Person Event Locations

    • Spring Executive Forum | Plano, TX | Collin and Denton counties
    • Gas Ops Roundtable | Omaha, NE | Douglas County
    • Electric Operations Technical & Leadership Summit | Fort Wayne, IN | Allen County
    • Energetic Women Conference | Detroit, MI | Wayne County
    • Gas Operations Technical & Leadership Summit | Omaha, NE | Douglas County
    • Purchasing & Materials Management Roundtable | Atlanta, GA | Fulton County
    • Fall Executive Forum | Minneapolis, MN | Hennepin County

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 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 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 may be transferred from virtual to in-person up to 30 days before the start of the event. An invoice for the difference will be sent and must be paid prior to the start of the event.
  • Virtual individual registrations are non-refundable, but substitutions may be made at any time.