Bylaws & Policies
SEFAA Bylaws
The objective of this Association shall be to provide educational services, support services, and gatherings or events for the multi-family housing industry, developers and managers in the area encompassed by the Association and to advance the interests of the Association members on issues relevant to the multi-family housing industry.
Code of Conduct
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.
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.