Meeting, Event, & COVID-19 Policies
WACA is committed to providing a safe, productive, and welcoming environment at all meetings and events (the "event"), whether in person or virtual, for participants and staff. All participants, including, but not limited to, attendees, speakers, volunteers, exhibitors, staff, service providers, and others are expected to abide by the Meeting, Event, & COVID-19 Policies which apply to all WACA meeting/events, including those of other organizations when held in conjunction with WACA, when in public or private facilities and/or public or private platforms. WACA is not responsible for partnered organizations' virtual or in-person programs.
WACA is committed to providing a safe, productive, and welcoming environment at all meetings and events (the "event"), whether in person or virtual, for participants and staff. All participants, including, but not limited to, attendees, speakers, volunteers, exhibitors, staff, service providers, and others are expected to abide by the Meeting, Event, & COVID-19 Policies which apply to all WACA meeting/events, including those of other organizations when held in conjunction with WACA, when in public or private facilities and/or public or private platforms. WACA is not responsible for partnered organizations' virtual or in-person programs.
COVID-19 Liability
By attending a WACA in-person event, you voluntarily assume all risks and accept sole responsibility for any injury related to exposure to COVID-19, and release WACA from liability for any injury or harm that may result from attending the event. WACA’s goal is to ensure a safe meeting environment. As such, you agree to abide by any prevention or safety measures that WACA, the venue, the County health department, or the State of California may have in place during the event. You also agree not to attend the event if you are or become ill, are aware that you’ve been directly exposed to the COVID-19 virus within two weeks prior to the event, or exhibit any symptoms of the COVID-19 virus prior to or during the event.
WACA cannot prevent you from becoming exposed to, contracting, or spreading COVID-19 while attending the associations events. It is not possible to completely prevent the presence of the disease. Therefore, if participants choose to attend WACA’s events they may be exposing themselves and increasing their risk of contracting or spreading COVID-19. With this explained, by attending a WACA event, guests understand ASSUMPTION OF RISK and choose to accept the risks as stated, and release and waive rights to bring suit against WACA and its officers, directors, members, staff, and venue personnel, vendors, or other representatives in connection with exposure, infection, and/or spread of COVID-19 related to attending WACA’s events.
Additional information:
WACA will no longer require proof of vaccination status or a negative test result to attend an WACA in-person meeting or event. Mask-wearing at WACA meetings and events is encouraged but will be optional.
Instead, WACA expects attendees to take responsibility themselves for following guidance from the Centers for Disease Control (CDC) on measures to reduce infection from COVID-19 and to protect against severe complications. WACA urges all members to follow the CDC’s recommendations.
For more information, please review the guidelines at:
https://www.cdc.gov/coronavirus/2019-ncov/vaccines/stay-up-to-date.html
Attendees who are not up-to-date on vaccinations are asked to take an at-home COVID-19 rapid antigen test before traveling to any WACA meeting/event and should not attend if they test positive or have symptoms of COVID-19. WACA will not be requiring proof of these measures, however calls on the WACA community to act responsibly and with consideration for the health and safety of others.
WACA cannot be held liable for COVID-19 cases arising because of event attendance and will continue to require all attendees to be informed of the Acknowledgement of Personal Responsibility upon registering for any WACA in-person meeting or event.
WACA’s Meetings & Events Entry Policy is subject to change based on COVID-19 community levels and any updated guidance from CDC and/or federal or state officials in localities hosting an WACA in-person meeting or event. Guidance on COVID-19 is continually updated, and WACA appreciates the understanding of its stakeholders as we seek to provide valuable, timely face-to-face programming while prioritizing the health and safety of attendees.
By attending a WACA in-person event, you voluntarily assume all risks and accept sole responsibility for any injury related to exposure to COVID-19, and release WACA from liability for any injury or harm that may result from attending the event. WACA’s goal is to ensure a safe meeting environment. As such, you agree to abide by any prevention or safety measures that WACA, the venue, the County health department, or the State of California may have in place during the event. You also agree not to attend the event if you are or become ill, are aware that you’ve been directly exposed to the COVID-19 virus within two weeks prior to the event, or exhibit any symptoms of the COVID-19 virus prior to or during the event.
WACA cannot prevent you from becoming exposed to, contracting, or spreading COVID-19 while attending the associations events. It is not possible to completely prevent the presence of the disease. Therefore, if participants choose to attend WACA’s events they may be exposing themselves and increasing their risk of contracting or spreading COVID-19. With this explained, by attending a WACA event, guests understand ASSUMPTION OF RISK and choose to accept the risks as stated, and release and waive rights to bring suit against WACA and its officers, directors, members, staff, and venue personnel, vendors, or other representatives in connection with exposure, infection, and/or spread of COVID-19 related to attending WACA’s events.
Additional information:
WACA will no longer require proof of vaccination status or a negative test result to attend an WACA in-person meeting or event. Mask-wearing at WACA meetings and events is encouraged but will be optional.
Instead, WACA expects attendees to take responsibility themselves for following guidance from the Centers for Disease Control (CDC) on measures to reduce infection from COVID-19 and to protect against severe complications. WACA urges all members to follow the CDC’s recommendations.
For more information, please review the guidelines at:
https://www.cdc.gov/coronavirus/2019-ncov/vaccines/stay-up-to-date.html
Attendees who are not up-to-date on vaccinations are asked to take an at-home COVID-19 rapid antigen test before traveling to any WACA meeting/event and should not attend if they test positive or have symptoms of COVID-19. WACA will not be requiring proof of these measures, however calls on the WACA community to act responsibly and with consideration for the health and safety of others.
WACA cannot be held liable for COVID-19 cases arising because of event attendance and will continue to require all attendees to be informed of the Acknowledgement of Personal Responsibility upon registering for any WACA in-person meeting or event.
WACA’s Meetings & Events Entry Policy is subject to change based on COVID-19 community levels and any updated guidance from CDC and/or federal or state officials in localities hosting an WACA in-person meeting or event. Guidance on COVID-19 is continually updated, and WACA appreciates the understanding of its stakeholders as we seek to provide valuable, timely face-to-face programming while prioritizing the health and safety of attendees.
Cancellation Policy
Please refer to the event registration page for the cancellation policy for each event. Generally, event cancellation policy is ten (10) days before the event to receive a full refund. Cancellation requests must be submitted to event coordinator Sherry Hadnot at [email protected]. Replacement attendees are accepted if emailed to Sherry within 72 hours of the event. WACA regrets that refunds will not be given for no-shows. The total amount of any liability of WACA will be limited to a refund of the attendee’s registration fee.
Virtual Event Guidelines:
If a technical failure at the attendee’s home or workplace prevents access to the virtual event, the attendee will not be given a refund. It is the responsibility of the attendee to confirm system requirements and test their computers prior to the start of the virtual event. However, if a technical failure is WACA's responsibility and the virtual event is cancelled, a full refund will be provided. If you are unable to attend the virtual event, information on how to access event recordings and materials, when applicable, will be provided upon request. Registrants who fail to attend the event, in part or in whole, are not eligible for a refund or credit and will be billed for any balance due.
WACA reserves the right to change speakers and/or cancel an event due to unforeseen circumstances without penalty.
Please refer to the event registration page for the cancellation policy for each event. Generally, event cancellation policy is ten (10) days before the event to receive a full refund. Cancellation requests must be submitted to event coordinator Sherry Hadnot at [email protected]. Replacement attendees are accepted if emailed to Sherry within 72 hours of the event. WACA regrets that refunds will not be given for no-shows. The total amount of any liability of WACA will be limited to a refund of the attendee’s registration fee.
Virtual Event Guidelines:
If a technical failure at the attendee’s home or workplace prevents access to the virtual event, the attendee will not be given a refund. It is the responsibility of the attendee to confirm system requirements and test their computers prior to the start of the virtual event. However, if a technical failure is WACA's responsibility and the virtual event is cancelled, a full refund will be provided. If you are unable to attend the virtual event, information on how to access event recordings and materials, when applicable, will be provided upon request. Registrants who fail to attend the event, in part or in whole, are not eligible for a refund or credit and will be billed for any balance due.
WACA reserves the right to change speakers and/or cancel an event due to unforeseen circumstances without penalty.
Consent Clause
Photo Release:
Registration and attendance at, or participation in, WACA events constitutes an agreement by the registrant to 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 audiotapes of such events and activities by WACA and other third parties, including but not limited to the venue, sponsors, and destination organizations (i.e., CVBs). Your registration may include technology that monitors your activities throughout the meeting, such as session attendance.
Email/Mail Release:
WACA will not provide attendee contact information to program partners or exhibitors of WACA events. Attendee information is never given to any other parties without your permission. WACA does not sell attendee information. For those WACA events with program partners/exhibitors you will have the option during registration to choose whether you wish to receive notifications and opportunities from the program partners/exhibitors via email or mail.
Mobile App Policy:
As a knowledge sharing community, the WACA App has features that allow fellow event attendees to know and contact each other. By participating in certain WACA events you grant WACA the right to upload your name, company and company's primary address and phone number in your profile to the WACA App, which will be available to registered attendees only.
Photo Release:
Registration and attendance at, or participation in, WACA events constitutes an agreement by the registrant to 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 audiotapes of such events and activities by WACA and other third parties, including but not limited to the venue, sponsors, and destination organizations (i.e., CVBs). Your registration may include technology that monitors your activities throughout the meeting, such as session attendance.
Email/Mail Release:
WACA will not provide attendee contact information to program partners or exhibitors of WACA events. Attendee information is never given to any other parties without your permission. WACA does not sell attendee information. For those WACA events with program partners/exhibitors you will have the option during registration to choose whether you wish to receive notifications and opportunities from the program partners/exhibitors via email or mail.
Mobile App Policy:
As a knowledge sharing community, the WACA App has features that allow fellow event attendees to know and contact each other. By participating in certain WACA events you grant WACA the right to upload your name, company and company's primary address and phone number in your profile to the WACA App, which will be available to registered attendees only.
Personal Safety & Security
WACA works diligently with venue staff to ensure participants are provided with a safe and secure environment at its meetings and events. We ask that all attendees report any questionable or concerning activity to WACA staff so that they may take immediate action. No concern is too small, if you see something, say something. Here are some tips on staying safe:
WACA claims no liability for the safety of attendees while in transit to or from a WACA event. If there is an emergency or someone requires immediate assistance, ask a WACA staff member or onsite security personnel for help, or call 911.
WACA works diligently with venue staff to ensure participants are provided with a safe and secure environment at its meetings and events. We ask that all attendees report any questionable or concerning activity to WACA staff so that they may take immediate action. No concern is too small, if you see something, say something. Here are some tips on staying safe:
- Be aware of your surroundings at all times.
- Use the buddy system when walking to and from an event venue during early or late hours.
- Don’t wear your meeting badge on the street. Take it off before you leave the building/venue.
- Don’t carry a lot of cash or credit cards. Leave what you can in the safe in your hotel room.
- Don’t leave personal property unattended anywhere, anytime.
WACA claims no liability for the safety of attendees while in transit to or from a WACA event. If there is an emergency or someone requires immediate assistance, ask a WACA staff member or onsite security personnel for help, or call 911.
Responsible Drinking
At some WACA events both alcoholic and non-alcoholic beverages are served. WACA expects participants at our events to drink responsibly. WACA does not support overconsumption or the abuse of alcohol at events. All guest and staff members are responsible for their choices and behavior regarding the consumption of alcohol when it is available at events. Attendees and staff are aware they may be held individually or collectively liable for incidents resulting from uncontrolled, overconsumed, or illegal use of alcohol. Guests and staff attending events, i.e., conferences, seminars, business meetings, etc. must be responsible regarding their use of alcohol and abide by the laws and policies of the state, country, or organization of the event attending.
WACA and venue staff have the right to deny service to participants for any reason and can request participant to leave the event. WACA may take disciplinary action against individuals whose use of alcoholic beverages negatively impacts the company’s brand, business operations and/or the health, safety and welfare of the association, members, or guests. WACA does not, under any circumstances, accept responsibility for any damages that result to yourself or anyone else due to the consumption of alcohol. As such, we do not accept liability for any loss, damage or inconvenience that occurs as a result of alcohol consumption.
Please drink responsibly. If you need transportation, use a designated driver or a taxi/transportation service.
At some WACA events both alcoholic and non-alcoholic beverages are served. WACA expects participants at our events to drink responsibly. WACA does not support overconsumption or the abuse of alcohol at events. All guest and staff members are responsible for their choices and behavior regarding the consumption of alcohol when it is available at events. Attendees and staff are aware they may be held individually or collectively liable for incidents resulting from uncontrolled, overconsumed, or illegal use of alcohol. Guests and staff attending events, i.e., conferences, seminars, business meetings, etc. must be responsible regarding their use of alcohol and abide by the laws and policies of the state, country, or organization of the event attending.
WACA and venue staff have the right to deny service to participants for any reason and can request participant to leave the event. WACA may take disciplinary action against individuals whose use of alcoholic beverages negatively impacts the company’s brand, business operations and/or the health, safety and welfare of the association, members, or guests. WACA does not, under any circumstances, accept responsibility for any damages that result to yourself or anyone else due to the consumption of alcohol. As such, we do not accept liability for any loss, damage or inconvenience that occurs as a result of alcohol consumption.
Please drink responsibly. If you need transportation, use a designated driver or a taxi/transportation service.
Unacceptable Behavior
Examples of unacceptable behavior include, but are not limited to:
Discrimination/Harassment Policy:
WACA has zero tolerance for any form of discrimination or harassment, including but not limited to sexual harassment by participants or staff. If you experience harassment or hear of any incidents of unacceptable behavior, WACA asks that you inform Carmen Valencia, Director of Marketing and Communications at [email protected] or by calling (925) 600-0475 so that we may take the appropriate action.
In response to any incident of unacceptable behavior, WACA reserves the right to take any action deemed necessary and appropriate, including immediate removal from the event without warning or refund. WACA reserves the right to prohibit attendance at any future meeting, virtually or in person.
Examples of unacceptable behavior include, but are not limited to:
- Harassment, intimidation, or discrimination in any form.
- Physical or verbal abuse of any attendee, speaker, volunteer, exhibitor, WACA staff member, service provider, or other meeting guest. Examples of verbal abuse include, but are not limited to, verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin, inappropriate use of nudity and/or sexual images in public spaces or in presentations, or threatening or stalking any attendee, speaker, volunteer, exhibitor, WACA staff member, service provider, or other meeting guest.
- Disruption of presentations during sessions, in the exhibit hall, or at other events organized by WACA at the meeting venue, hotels, or other WACA-contracted facilities or during virtual meetings.
- All participants must comply with the instructions of the moderator and any WACA virtual event staff.
- Presentations, postings, and messages should not contain promotional materials, special offers, job offers, product announcements, or solicitation for services. WACA reserves the right to remove such messages and potentially ban sources of those solicitations.
- Participants should not copy or take screen shots of Q&A or any chat room activity that takes place in the virtual space.
Discrimination/Harassment Policy:
WACA has zero tolerance for any form of discrimination or harassment, including but not limited to sexual harassment by participants or staff. If you experience harassment or hear of any incidents of unacceptable behavior, WACA asks that you inform Carmen Valencia, Director of Marketing and Communications at [email protected] or by calling (925) 600-0475 so that we may take the appropriate action.
In response to any incident of unacceptable behavior, WACA reserves the right to take any action deemed necessary and appropriate, including immediate removal from the event without warning or refund. WACA reserves the right to prohibit attendance at any future meeting, virtually or in person.
If you have any questions regarding WACA's meeting, event, and COVID-19 policies, please contact Sherry Hadnot at [email protected].
