Event Participant Policy

TCEA is committed to providing a safe, productive, and welcoming environment for all event participants. All participants, including, but not limited to, attendees, speakers, volunteers, exhibitors, TCEA board members, TCEA staff, service providers, and others are expected to abide by the TCEA Event Participant Policy. This policy applies to all TCEA events and affiliate-related events, including those sponsored by organizations other than TCEA that are held in conjunction with TCEA events.


Code of Conduct

TCEA is committed to diversity and to providing a harassment-free event experience. All attendees have the right to a safe and welcoming environment.

Harassment includes offensive verbal or written comments or negative behavior—either in real or virtual spaces—related to gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, or religion.

Harassment also includes the display of sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, and unwelcome physical contact or sexual attention.

Participants asked to stop any harassing behavior are expected to comply immediately. TCEA may take any action we deem appropriate, including warning the offender or ejecting the offender from the event and/or future events.

If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a TCEA board or staff member immediately. Anyone experiencing or witnessing behavior that constitutes an immediate or serious threat to public safety is advised to contact 911.

Participation in Virtual Events

During virtual events, whether fully or partially virtual, TCEA will not collect lead information without your explicit consent. We encourage you to use this virtual platform to form safe and positive relationships with partners and peers in education.

During virtual events, TCEA does not permit an individual under the age of 18 to participate as an attendee or appear on camera during any portion of the event for any reason.

All resources provided during this event are the property of the presenter, company, or individual and TCEA with all rights reserved. This virtual platform is to be used by the registered individual. It is not permitted to be broadcast, recorded, refurbished, or reused by any participant for any purpose.

Attendees and presenters must abide by all child and student data protection policies as it relates to the Travis County, City of Austin, State of Texas, and the United States of America.

Event Correspondence and Use of Your Contact Information

TCEA uses your postal and email address to communicate with you regarding news, events, and membership resources. Your email address is not provided to vendors, partners, or any third party without your permission.

TCEA may provide attendee email addresses to participating vendors if the attendee has given permission to receive vendor communication. If you visited an exhibitor’s booth during a tradeshow (TCEA or another conference) and allowed them to scan your badge or provided them with your contact information (i.e. business card), they have collected your information with the understanding that you would like them to follow up with you for more information. Vendors may store this information and use it for follow-up and/or their cross-promotional marketing efforts at future events.

In some cases, the postal mailing address you provide on your registration form may be shared with registered exhibitors so that you can be notified of special promotions related to your interests and/or invitations for vendor-hosted events that are held in conjunction with a TCEA event.

Please notify us of any harassment or inappropriate activity that you feel is directly related to your participation at a TCEA event.

TCEA’s Privacy Policy can be found here.

Access to Participate

Registrants will gain access to attend a TCEA event only if TCEA has received payment for their event registration. Payment includes purchase order, check, credit card, or cash payment. Access to the event is not permitted until payment is received.

TCEA’s Payment Policy can be found here.

Enhanced Health and Safety Guidelines
TCEA holds the health and safety of its members, partners, and visitors as its top priority when hosting in-person events. We strive to facilitate outstanding experiences, and our commitment to creating a safe environment comes first. TCEA will abide by city, county, and state health and safety orders in which the event is taking place, as well as take precautions to protect those in attendance.

There is an inherent risk in participating in any activity. Due to the circumstances created by COVID-19, there is a heightened degree of personal risk and responsibility. TCEA will take all legal, prudent, and advisable measures to reduce the risk of virus/illness transmission. However, despite our best efforts, we will be unable to reduce the level of risk to zero.

By participating in in-person TCEA events, attendees acknowledge these risks and agree to abide by all guidelines. TCEA attendees will not hold anyone else accountable, including TCEA should they contract an illness or should anything else happen to them during their participation at TCEA events. Attendees understand that they are responsible for monitoring their own health status and should not attend an event if they are symptomatic in any way or believe they have been exposed to COVID-19.

TCEA will communicate with all in-person participants prior to their arrival with specific requirements and recommendations so that you may adequately prepare for the best experience possible when participating in TCEA events.

Waiver of Claim

In the course of your attendance at TCEA events, photographs and video may be taken of you by TCEA or others on behalf of TCEA to capture activities. This media may be used for advertising and promotion without any compensation to you, and you release TCEA of any liability thereto. If you do not authorize TCEA to use your image, please email tceaoffice@tcea.org.


UPDATED 9-9-2022