Event-related Policies
Applies to all meetings & events.
Cancellations and No-Shows are still responsible for payment. If you cannot attend the event, please note that your registration is transferable for the same event. For transfers/ replacements to the original registration, the SEFAA Office must be notified 24 hours prior to event start (48 hours for Signature Events: Volleyball Tournament, Trade Show, Circle of Excellence) by calling the office at 561-447-0696 or emailing events@sefaa.org to prevent double billing. Attendees may present the name of the registrant being replaced at check-in; however prevention of double billing cannot be guaranteed when transfers are made on-site.
Sponsorship Cancellation Policy
Sponsorships are non-refundable. In the event of program cancellation due to low enrollment or causes beyond our control, all payments made will be refunded in full. SEFAA reserves the right to cancel any scheduled program that does not meet minimum registration requirements.
Photo & Video Consent: Registration, participation, and/or attendance at any SEFAA event grants full permission to SEFAA to use and distribute any images, videos, and/or audio of you captured at our event for the purposes of event documentation, media coverage, or future promotion. Photographs and/or videos may be published on SEFAA’s website, social media or in other digital/printed publications. If you have any disagreement with this policy, written notice must be sent via email to events@sefaa.org.
Restrictions on Outside Photography and Videography: View the policies here
Consent to Use Images and Videos
By attending a SEFAA event, all participants grant SEFAA the right to capture, use, and distribute photographs and video footage in which they may appear. This includes, but is not limited to:
- SEFAA promotional materials
- SEFAA websites and social media platforms
- Event recap communications
- Internal presentations and reports
These images and videos will only be used for SEFAA purposes and will not be sold or distributed to third parties for unrelated use.
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Notice and Acknowledgement
- Event registration forms and ticketing platforms will include a media consent clause.
- Attendees who prefer not to be photographed should notify a SEFAA staff member at check-in.
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Restrictions on Outside Photography and Videography
To protect the privacy of our attendees and the integrity of our media usage:
- Outside photographers and videographers are not permitted at SEFAA events without prior written authorization from SEFAA management.
- Approved vendors must sign an agreement outlining acceptable use of any media captured, which must align with SEFAA's brand and mission.
- Unauthorized photography or filming may result in removal from the event and/or revocation of SEFAA access privileges.
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Contact
For questions or special requests related to media usage, please contact:
SEFAA Events & Marketing Team
- Scope: This policy applies to all SEFAA event attendees, sponsors, exhibitors, guests, and participants who wish to engage, allow, or permit any third-party vendor, contractor, or service provider (collectively, a “Third-Party Vendor”) to provide services in connection with a SEFAA event or on event premises. This policy applies whether the Third-Party Vendor is engaged directly by the attendee, sponsor, exhibitor, or any related party.
- Advance Notice and Approval: Any person or entity intending to use a Third-Party Vendor must provide written notice to SEFAA in advance of the event, and in no event later than ten (10) business days before the event unless SEFAA agrees otherwise in writing. Notice must include the vendor’s name, contact information, description of services, dates and times of service, and the identity of the person or entity retaining the vendor. SEFAA reserves the right, in its sole discretion, to approve, conditionally approve, deny, or revoke approval of any Third-Party Vendor based on safety, insurance, venue requirements, logistics, exclusivity agreements, or any other reasonable business or operational concern.
- Insurance Requirements: As a condition of approval, each Third-Party Vendor must provide a valid certificate of insurance no later than five (5) business days prior to the event, together with evidence of that SEFAA is covered and listed as an Additional Insured covered under the policy. Unless SEFAA approves otherwise in writing, each Third-Party Vendor must also maintain:
- (a) Commercial General Liability coverage of not less than $1,000,000 per occurrence and $2,000,000 aggregate;
- (b) Workers’ Compensation coverage as required by applicable law;
- (c) Automobile Liability coverage if vehicles are used in connection with the services; and
- (d) such other coverage as SEFAA may reasonably require based on the nature of the services.
- A certificate of insurance alone is not sufficient if the required additional insured endorsement is not provided. Failure to provide an acceptable Certificate of Insurance in compliance with the above may result in denial of vendor access to the event.
- Independent Contractor Status: All Third-Party Vendors are independent contractors of the contracting attendee (or other contracting party) and are not employees, agents, partners, joint venturers, representatives, or affiliates of SEFAA. SEFAA does not supervise, direct, control, or endorse any Third-Party Vendor, and SEFAA assumes no responsibility for the vendor’s wages, taxes, benefits, insurance, permits, licensing, performance, negligence, damages, or compliance with any law.
- Responsibility of Contracting Party: The person or entity engaging the Third-Party Vendor is solely responsible for ensuring that the vendor complies with this policy and all applicable laws, venue rules, and SEFAA requirements. That person or entity must require the vendor to acknowledge and agree to this policy before the vendor is permitted onsite. To the fullest extent permitted by law, the contracting party agrees to indemnify, defend, and hold harmless SEFAA, its officers, directors, employees, agents, and volunteers from and against all claims, liabilities, damages, losses, penalties, fines, costs, and expenses, including reasonable attorneys’ fees, arising out of or related to the vendor’s presence, conduct, services, equipment, acts, or omissions.
- Compliance with Law and Rules: All Third-Party Vendors must comply with all applicable federal, state, and local laws, regulations, ordinances, health rules, licensing requirements, and venue rules, as well as any SEFAA event policies or instructions. The vendor and the contracting party are responsible for obtaining all permits, approvals, and licenses necessary for the vendor’s services.
- Safety and Removal: SEFAA reserves the right to refuse entry to, conditionally approve, suspend, or remove any Third-Party Vendor from the event or premises at any time if SEFAA determines, in its sole discretion, that the vendor presents a safety risk, disrupts event operations, fails to comply with this policy or venue requirements, lacks required documentation, or otherwise is not suitable for the event. No refund, credit, or other compensation will be owed by SEFAA as a result of any such decision.
- Equipment and Property: SEFAA is not responsible for loss, theft, damage, storage, guarding, or handling of any equipment, materials, inventory, or personal property belonging to a Third-Party Vendor. The contracting party and vendor are solely responsible for all property brought to the event and for securing their equipment at all times.
- Use of Space and Branding: Third-Party Vendors must operate only within the space allocated to the contracting attendee or sponsor unless SEFAA gives prior written approval otherwise. Vendors may not use SEFAA’s name, logos, trademarks, event branding, or any SEFAA-related marks without prior written permission. Unauthorized solicitation, branding, signage, marketing, or the appearance of endorsement by SEFAA is prohibited.
- Food, Beverage, Alcohol, and Specialized Services: Any Third-Party Vendor providing food, beverage, alcohol, tenting, electrical, staging, beach or outdoor equipment, amusement-type services, massage, photography, videography, or other regulated or higher-risk services must receive prior written approval from SEFAA. Such vendors must also comply with all applicable health, safety, permitting, licensing, venue, and exclusivity requirements, and may be subject to additional insurance or documentation requirements as a condition of approval.
- Damage to Venue or Property: The contracting party and the Third-Party Vendor shall be jointly and severally responsible for any damage to the venue, event property, or third-party property caused by the vendor’s activities, equipment, or personnel, ordinary wear and tear excepted. SEFAA may invoice the contracting party for any such damage or costs incurred as a result of the vendor’s presence or services.
- Photography and Videography: Any Third-Party Vendor engaged to take photographs or video at a SEFAA event must be pre-approved in writing by SEFAA. Such vendors may not use, publish, license, distribute, or exploit event images, attendee images, SEFAA marks, or SEFAA event content for their own marketing, advertising, social media, portfolio, or promotional purposes without SEFAA’s prior written consent and any other consents required by law or by the relevant subjects. Nothing in this policy grants any outside vendor rights to capture or use images beyond the limited purpose for which access was approved.
- Right to Amend: SEFAA reserves the right to amend, interpret, or apply this policy at any time in its sole discretion. The version of the policy in effect on the date of the event registration, sponsor approval, or vendor approval, as applicable, shall govern unless SEFAA states otherwise in writing.
- Acknowledgment: By registering for, attending, sponsoring, exhibiting at, or otherwise participating in a SEFAA event, and by hiring, bringing, permitting, or using any Third-Party Vendor in connection with such event, the participant agrees to comply with this policy. Where SEFAA uses electronic registration or sponsor/exhibitor sign-up, acceptance of this policy may be required by affirmative checkbox, click-through acknowledgment, or comparable electronic assent.
Contact Information: For submissions or questions regarding Third-Party Vendors, please contact South East Florida Apartment Association (SEFAA) at events@sefaa.org or 561-447-0696.
Code of Conduct - South East Florida Apartment Association
SOUTHEAST FLORIDA APARTMENT ASSOCIATION
ATTENDEE CODE OF CONDUCT | MEETINGS, PROGRAMS, AND EVENTS
Purpose and Scope
The Southeast Florida Apartment Association (SEFAA) is a professional organization. Our programs and events [hereinafter “events”] are designed to inform, connect, engage, and inspire property management professionals and our valued supplier partners throughout the state.
This Code of Conduct establishes conduct expectations for persons who participate in SEFAA events, programs, or meetings. The Code is designed to properly balance legal compliance, the integrity and efficacy of SEFAA, and member safety while embedding appropriate safeguards to ensure that accused individuals receive a fair process. This policy applies to SEFAA members, non-members, leaders, and volunteers, including but not limited to officers, directors, speakers, exhibitors, sponsors, members, event attendees, and volunteers (“Attendees”). It applies to misconduct that takes place at or in connection with any SEFAA event, including but not limited to board, council, committee, work group, and task force meetings, convenings, SEFAA-adjacent events (e.g., a non-SEFAA sponsored dinner held in connection with the SEFAA Annual Conference), and all other SEFAA programs, online forums, events, and activities, whether in person, via telephone, online, or otherwise.
The Code of Conduct includes the following sections:
- Definitions
- Encouraged Behaviors
- Unacceptable Behaviors
- Reporting Procedures
- Fair Proceedings/Bias
- Enforcement and Remedies
- False Reporting
- Retaliation
- Code Review Committee
The Attendee Code of Conduct is designed to be informative and actionable, but it is not an exhaustive list of desired or unacceptable behaviors. As such, it is expected that attendees at SEFAA events govern themselves in a professional, congenial, and respectful manner at all times.
Definitions
- Bullying. Bullying is unwanted aggressive behavior targeting a person or group of people that involves an actual or perceived power imbalance and repeated aggression. Bullying can be verbal (e.g., ridicule or disparaging remarks); it can be exacted through intimidation; or it can take the form of professional interference, such as sabotaging another’s success.
- Discrimination. Discrimination is differential and unfavorable treatment based on race, color, religion, sex (including sexual orientation, gender identity), pregnancy, national origin, age, disability, marital status, or genetic information, or any other protected characteristic under applicable federal, state or local law and codes.
- Code Review Committee. The Code Review Committee, as defined in the SEFAA Bylaws and the Code of Conduct policy, monitors the implementation and enforcement of the Code of Conduct.
- Harassment. Harassment is unwelcome conduct that is based on race, color, religion, sex (including sexual orientation, gender identity, or pregnancy), national origin, age, disability, or genetic information, or any other protected characteristic under federal or state law where 1) enduring the offensive conduct becomes a condition of access to a member benefit or participation in a member event, or 2) the conduct is severe or pervasive enough to create an environment that a reasonable person would consider intimidating, hostile, or abusive. Petty slights, annoyances, and isolated incidents (unless extremely serious) do not amount to harassment.
- Retaliation. Retaliation is the mistreatment of or the threatened mistreatment of an individual for filing a complaint pursuant to this Code of Conduct or participating in any manner in SEFAA’s resolution of a complaint filed pursuant to this Code of Conduct.
- Sexual Harassment. Sexual harassment is a specific form of Harassment (defined above) based on sex, gender, gender identity, sexual orientation, pregnancy, or any other sub-classification recognized by applicable federal or state law.
STANDARDS OF CONDUCT
Encouraged Behaviors
- Be Respectful. Follow the “Golden Rule” and treat others the way you wish to be treated. Be mindful of your fellow attendees' personal and professional boundaries.
- Respect other attendees' desire to engage or not engage in conversations during events.
- “Read the room.” Our events are not the appropriate forum to get a contract signed, secure an interview, or attempt to lock in a meeting. Use these opportunities to make new contacts, build on existing relationships, and establish rapport.
- Play by the rules. Familiarize yourself with event rules, policies, regulations, and laws prior to attending any event.
- Be aware of and comply with local, state, and federal laws.
- Follow the posted rules of the event venue (i.e. pool hours, quiet hours, dress code).
- Ensure that you follow your company/employer’s applicable protocols, policies, and procedures.
- Dress the part. Be mindful that even themed association events are professional, by design. Attendees should avoid wearing overtly or intentionally provocative or offensive attire. As the saying goes, “Dress today for the job you want tomorrow.”
- Arrive on time. Showing up late to meetings and events is disruptive to fellow attendees. Be mindful of schedules and traffic when planning your departure.
- Enjoy responsibly. Some SEFAA events may include, when appropriate, the opportunity to enjoy an adult beverage. Know your limits and remember you are in a professional setting even if it might be more casually oriented.
- Plan ahead! If you choose to consume please make appropriate travel or hotel arrangements, stay safe, and comply with the law.
- Respect other attendees' choice to consume alcoholic beverages or not.
- Build your professional network. Whether you are a seasoned professional or new to the industry, SEFAA events are the perfect forum to connect with your colleagues and fellow industry professionals.
- Tip: Today’s property manager is tomorrow’s regional manager, vice president, etc. The apartment industry provides tremendous upward mobility on the management and supplier side of the business, and professional relationships commonly span years or decades in the apartment industry. Make it a point to engage with everyone — not just the perceived “decision makers.”
- Be mindful of the health and wellness of others. If you are “under the weather” or contagious, please stay home. In many cases event registrations may be transferred to another team member within your company.
Unacceptable Behaviors
It is expected that all attendees participate in SEFAA programs and events with the shared goal of creating an enjoyable, engaging and comfortable environment for all parties. Behavior on the part of any attendee(s) that compromises this goal could result in official action to remedy the situation.
Examples of unacceptable behaviors are described below, but this is not designed to be an exhaustive list. Other unacceptable behaviors not explicitly defined below may also warrant disciplinary action at the sole discretion of the Southeast Florida Apartment Association/Code Review Committee.
- Inappropriate Use of Controlled Substances. Attendance at any SEFAA event in a state of intoxication or inebriation. Substance abuse, including over consumption or use of illegal/illicit substances, is strictly prohibited.
- SEFAA does not condone the use of illegal drugs or substances at any time, including at or in conjunction with any hosted event.
- When appropriate, and at their sole discretion, venue or association staff may decide to stop serving alcoholic beverages to an individual or group of individuals.
- Threatening Behavior. Aggressive, rowdy, belligerent or harassing behavior directed toward fellow attendees, staff, venue personnel or guests. This includes threats of or perpetrated acts of verbal and/or physical harm.
- Unwanted Romantic Attention. Unwanted romantic or sexual attention, advances, unwelcome physical interactions and/or sexual harassment.
- Discrimination and Harassment. Event attendees shall refrain from conduct that amounts to discrimination, harassment, or bullying, based on, but not limited to, race, color, ethnicity, national origin, religion, citizenship, language, political affiliation, sex, gender identity or expression, sexual orientation, marital status, disability, physical appearance, age, or any other protected classification under applicable federal or state law.
- Health and Safety. No event attendee shall engage in conduct that imposes inherent danger to the health, safety, or well-being of another person.
- Inappropriate Attire. Wearing or displaying personal ornamentation that is inappropriate for a professional work environment (items designed or intended to be vulgar or offensive).
- Undermining SEFAA Reputation. Event attendees shall not engage in conduct that undermines or puts at risk the integrity or reputation of the Southeast Florida Apartment Association.
- Antitrust. Event attendees shall avoid collusion on matters that may amount to a violation of federal and state antitrust laws. Collusion includes, but is not limited to, member discussions (whether in person or virtual) implicating price-fixing, bid-rigging, or resale price maintenance; tying and reciprocity; exclusive dealing arrangements; monopolization; output restrictions; group boycotts; prices, fees, or pricing policies; staff salaries; terms of sale; specific R&D sales or marketing plans; restrictions on output or production; division of customers, territories, or locations; or any other information that may amount to an unfair restraint on trade. Event Attendees shall, at all times, abide by any SEFAA antitrust policy that is in effect.
Reporting Procedures for Violations of the Code of Conduct
- Reporting Alleged Infractions. Any member, volunteer, leader, employee, or third party may report an alleged violation of this Code of Conduct to the SEFAA Executive Director or SEFAA’s General Counsel. Reports should be made in as timely a manner as possible.
- Notice. The Executive Director shall notify any attendee who is accused of misconduct that violates this Code (the “Accused”) in writing of the alleged misconduct and the specific provision of the Code that is implicated.
- Opportunity to Be Heard. The Accused may request to meet with the Code Review Committee, as the disciplinary body, directly in order for the decision-maker(s) to make a fully informed decision.
- Confidentiality. The Code Review Committee shall endeavor to keep the matter confidential, to the extent that it is able, although there may be circumstances where the Code Review Committee must disclose limited identifying information to fully and fairly investigate the allegations. All Code Review Committee discussions regarding the application of the Code of Conduct to a representative are confidential.
- Deliberations. The Code Review Committee will meet in private to determine whether the allegations have been substantiated by a preponderance of the evidence, and if the allegations are substantiated, to deliberate as to an appropriate remedy.
- Voting. Once deliberations are completed, the Code Review Committee will decide the matter by majority vote.
Fair Proceedings/Bias
SEFAA shall take care to ensure that no decision makers harbor an irreconcilable conflict that might bias the proceedings. Any Code Review Committee member with a conflict will be asked to recuse themselves from their appointment to the Committee and the voting process. SEFAA may fill any vacant position on an ad hoc basis with an unbiased designee.
Enforcement and Remedies
The Code Review Committee may impose any remedy commensurate with a substantiated infraction, provided that the remedy is allowable under SEFAA’s Bylaws and policies. Member leaders (e.g. Board Members, committee representatives, etc.) who are found to be in violation of the Code may be removed from their leadership role(s) in the organization, provided that such action is taken consistently with SEFAA’s Bylaws and policies. For severe infractions, as determined in SEFAA’s sole discretion, members may be suspended or removed from SEFAA membership, pursuant to and consistent with the SEFAA Bylaws and policies. Appropriate remedies may include, but are not limited to:
- Private reprimand/censure (with or without probation)
- Public reprimand/censure (with or without probation)
- Expulsion from the SEFAA event without warning or refund
- Implementation of conditions upon attendance at future SEFAA events
- Removal of the individual as a Board member or other volunteer leadership position
- Temporary or permanent ban on holding SEFAA leadership positions
- Temporary or permanent restriction from attendance at or participation in future SEFAA events
- Temporary or permanent ban on contacting SEFAA staff and/or volunteer leaders
- Suspension from or revocation of membership in SEFAA
- Removal from SEFAA membership
The SEFAA Executive Director or their designated staff representative shall have the authority to enforce minor violations of the Code of Conduct in circumstances where time is of the essence (e.g. asking an attendee to leave an event or program that is currently taking place).
Appeals
Once the Code Review Committee decision has been communicated to the Attendee, the Attendee may submit a written appeal to the Executive Committee within five (5) business days. Appeals must be based on one or more of the following grounds: (1) an arbitrary or capricious determination; (2) a departure from the procedures described in this Code of Conduct that significantly and materially impacted the decision; (3) a decision influenced by bias or a material conflict of interest; (4) a disproportional sanction relative to the misconduct, or (5) a decision at odds with applicable federal, state, or local law. The written appeal should outline specific reasons why the Committee’s decision should be reviewed. The Executive Committee shall review the appeal and decide whether to (i) reject the appeal or (ii) send the appeal back to the Code Review Committee with instructions as to (x) why the matter is being sent back, (y) how to correct the matter, and (z) a timeline for re-convening to correct the matter and redeliberate.
In accordance with the aforementioned Fair Proceedings section of this policy any Executive Committee member that may harbor an irreconcilable conflict that might bias the proceedings must recuse themselves from any deliberations and the voting process.
False Reporting
Knowingly making a false accusation of harassment, discrimination, or retaliation, or knowingly providing false information in the course of an investigation of a report, may be grounds for appropriate disciplinary action. A complaint made in good faith, even if found to be unsubstantiated, will not be considered a false accusation.
Retaliation
Retaliation against an individual for reporting a Code violation or for participating in an investigation of a Code violation is strictly prohibited. Acts of retaliation should be reported immediately and will be promptly addressed.
Code Review Committee
The Code Review Committee is charged with implementation and enforcement of the Code of Conduct. Members of the Code Review Committee shall be comprised of SEFAA’s Executive Committee, and shall serve one year terms.
The Code Review Committee/SEFAA’s Executive Committee consists of:
- One (1) SEFAA Past President who shall also serve as Committee Chair
- One (1) SEFAA President
- One (1) SEFAA President Elect
- One (1) SEFAA Secretary
- One (1) SEFAA Treasurer
- One (1) SEFAA Associate Vice President
- One (1) SEFAA Executive Director
Should any complaint or incident being reviewed by the Code Review Committee be made regarding one of the members of the Code Review Committee, that member shall be automatically removed from the committee during the review process.
Should the complaint or incident being reviewed be made regarding the SEFAA Past President, the role of Committee Chair shall fall to the SEFAA President. The SEFAA Executive Director shall serve as the staff liaison, not a voting member of the committee. The SEFAA General Counsel shall serve in an advisory role to the Code Review Committee.
If you have any questions, please contact events@sefaa.org. Thank you.