Event Policies

Event Code of Conduct

NAON is dedicated to a pleasant event experience for attendees. All participants including, but not limited to, attendees, NAON staff, speakers, volunteers, sponsors, exhibitors, and others are expected to adhere to the NAON Event Code of Conduct. This Policy applies to all NAON events. 

Alcohol & Drug Use

In the current legislative environment, marijuana use is legal in many states.  However, NAON will not knowingly allow inappropriate behavior related to the possession, distribution, or use of controlled substances, even if the use of such substance(s) is legal under state law.

Many NAON events serve both alcoholic and non-alcoholic beverages. NAON expects participants at our events to drink responsibly. NAON and/or the hosting event staff have the right to deny service to participants for any reason and may require a participant to leave the event.

Weapons

To the extent consistent with and permitted by applicable law, NAON does not permit the possession of firearms or other weapons at any NAON event.

Unacceptable Behavior

NAON prohibits harassment of any kind, including sexual harassment, and will take appropriate and immediate action in response to complaints or knowledge of violations of this policy. For purposes of this policy, harassment is any verbal or physical conduct designed to threaten, intimidate, or coerce another person. Verbal taunting (including racial and ethnic slurs) is included in the definition of harassment.

The following examples of harassment are intended to be guidelines and are not exclusive when determining whether there has been a violation of this policy:

  • Verbal harassment includes comments that are offensive or unwelcome regarding a person’s nationality, origin, race, color, religion, gender, sexual orientation, age, body, disability, or appearance, including epithets, slurs, and negative stereotyping.
  • Nonverbal harassment includes distribution, display, or discussion of any written or graphic material that ridicules, denigrates, insults, belittles, or shows hostility, aversion, or disrespect toward an individual or group because of national origin, race, color, religion, age, gender, sexual orientation, pregnancy, appearance, disability, sexual identity, marital, or other protected status.

Sexual Harassment

Sexual harassment is prohibited under NAON’s anti-harassment policy. According to the Equal Employment Opportunity Commission (EEOC), sexual harassment is defined as “unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when such conduct has the purpose or effect of creating an intimidating, hostile, or offensive environment.”

A “hostile environment” is where the harassment creates an offensive and unpleasant environment. Hostile environment harassment consists of verbiage of a sexual nature, unwelcome sexual materials or even unwelcome physical contact. Texts, e-mails, cartoons, or posters of a sexual nature; vulgar or lewd comments or jokes; or unwanted touching or fondling all fall into this category.

Courteous, mutually respectful, pleasant, noncoercive interactions that are acceptable to and welcomed by both parties are not considered to be harassment, including sexual harassment.

Complaint Process

NAON will courteously treat any person who invokes this complaint procedure and will handle all complaints swiftly and confidentially to the extent possible in light of the need to take appropriate corrective action. Complaints may be sent in writing to the Executive Director and/or president as appropriate and will be addressed within five business days.

Onsite Enforcement & Reporting

  1. Participants asked to stop any harassing behavior(s) are expected to comply immediately.
  2. NAON reserves the right to take any action deemed necessary and appropriate, including immediate removal from the meeting without warning or refund, in response to any incident or unacceptable behavior, and NAON reserves the right to prohibit attendance at any future meeting.
  3. If you experience harassment or hear of any incidents of unacceptable behavior, NAON asks that you contact a staff member, who can be identified by the “staff” ribbon on their badge, and ask for the Executive Director, so that appropriate action can be taken. If the Executive Director is unavailable, ask for the current NAON President.
  4. Please be aware, however, that, because NAON is not a law enforcement agency or a governmental agency with the statutory right to investigate, compel cooperation, testimony, or the production of evidence and has no authority to enforce the law or compel behavior, its ability to enforce this policy may be limited or even nonexistent.
  5. Also be aware that NAON has no power whatever to prevent any person accused of unlawful or improper behavior and who believes such action has caused him or her legal harm to institute potential legal action against the person he or she believes has caused the harm.

Staff Procedures

Reporting: Internal Procedures for Staff

  1. Any member of staff can issue a verbal warning to a participant that their behavior violates the event’s Code of Conduct. Warnings should be reported to the CEO as soon as possible and include identifying information (name of participant), time the warning was issued, behavior that was in violation, approximate time of behavior (if at a different time than the warning), circumstances surrounding the incident, and other people involved in the incident (including witnesses, if any). Verbal or oral warnings and reports should be reduced to writing as soon as practicable after their occurrence so that a record may be made and kept.
  2. Reporting
    • When taking a personal report, staff should find a space that is safe and that cannot be overheard. It is recommended that one other staff member or NAON Board member be present as a witness to the report. Staff will not ask the individual to confront anyone, and the individual’s identity will remain with event staff only. However, NAON may not be able to guarantee confidentiality or anonymity to a complainant or witness.
    • If possible and practicable, staff should also interview any witnesses and give the accused an opportunity to respond to the charge.
  3. Presentations
    • Presentations or similar events should not be stopped for one-time gaffes or minor problems, although a staff member should speak to the presenter afterwards. However, staff should take immediate action to politely and calmly stop any presentation or event that repeatedly (two or more occasions) or seriously violates the Event Code of Conduct.
  4. Expulsion
    • A participant may be expelled for any of the following:
      1. A second offense resulting in a warning from staff;
      2. Continuation of the offensive behavior after being directed with “No” or “Stop” instructions;
      3. A pattern (two or more incidents) of offensive behavior, with or without warnings;
      4. A single serious offense (e.g., punching, groping, exposing oneself to another, use of hate speech or speech tending to incite violence); or
      5. A single intentional offense (e.g., taking up-skirt photo).

Filming and Photography at NAON Events

  • Personal photos and videos are permitted in common public areas outside of the sessions and in the exhibit hall (if present).
  • Program content is owned by NAON and may not be distributed without prior permission. Consequently, the distribution, duplication, or piracy of NAON materials and session content for profit is prohibited. Attendees who ignore this policy will be at risk of losing their badge credentials.
  • Any requests for filming or photography in a session room, regardless of purpose, must be submitted in writing at least 7 days in advance of the meeting. These requests will be approved at the sole discretion of the NAON Board of Directors.
  • Approved journalists (reporters with press credentials from NAON) may utilize recording devices. However, reporting may not interfere with any session proceedings. Recordings are for use by the reporter only for news stories only and are not to be reproduced or distributed in any other way unless approved by the NAON Board of Directors.
  • Press credentials must be requested in writing in advance of the meeting. If approved, journalists will receive appropriate credentials for specific needs and may be accompanied by an NAON staff member. Violation or abuse of any policies will result in the reporter’s credentials being revoked and being banned from future NAON meetings.
  • The “press” is defined as any media organization that regularly engages in journalistic reporting. Members of the press are not exempt from NAON’s onsite solicitation policies and must abide by all rules and regulations associated with the event.

Agreement:

By registering for a NAON event, you are agreeing to abide by the NAON Code of Conduct as outlined above.

NAON and ETHERIO RELEASE

Etherio is a third-party event management company hired by NAON to provide services for this program.

PLEASE READ THIS DOCUMENT CAREFULLY.

BY AGREEING TO THESE TERMS, YOU ARE WAIVING CERTAIN LEGAL RIGHTS.

1.  ACKNOWLEDGMENT AND ASSUMPTION OF RISK

I understand that participation in any meetings, events, incentive trips, association programs, or related activities organized, managed, or facilitated by NAON, Etherio Group, Inc. (“ETHERIO”), its subsidiaries, clients, partners, or suppliers (collectively, the “Program”) involves potential risks of injury, illness, property damage, or death.

These activities may include, but are not limited to:

  • Air, ground, or water transportation, including transfers and shuttles.
  • Lodging, meals, and use of hotel or resort facilities.
  • Business meetings, general sessions, receptions, galas, and entertainment functions.
  • Recreational or optional activities such as sightseeing, tours, sporting activities, fitness sessions, or adventure excursions.
  • The consumption of food or beverages; and
  • Any other activity, service, or component related to the Program, whether planned, sponsored, or suggested by NAON, ETHERIO or its partners.

I understand that participation in the Program is voluntary and that I may choose not to participate in any activity at my discretion. I acknowledge that any injury or loss I may suffer may result from my own actions, the actions or omissions of others, conditions of the premises or equipment, or the negligence of NAON, ETHERIO or third parties.

I voluntarily accept and assume all such risks—known and unknown—and assume full responsibility for my participation in the Program and all related activities.

2.  RELEASE

In consideration of being permitted to participate in the Program, I, on behalf of myself and my heirs, executors, administrators, and assigns, hereby release, waive, and discharge NAON, ETHERIO, its affiliated entities, officers, directors, employees, contractors, representatives, clients, suppliers, partners, venues, and any other parties involved in organizing or facilitating the Program (collectively, the “Released Parties”) from any and all claims, demands, causes of action, damages, or liabilities—whether known or unknown—arising out of or related to any loss, injury, illness, disability, death, or property damage that may occur before, during, or after the Program.

This waiver includes, without limitation, claims arising from:

  • Transportation, travel delays, or travel-related incidents.
  • Lodging or venue use, including hotel services, facilities, and amenities.
  • Participation in optional or recreational activities.
  • Food or beverage consumption.
  • Acts or omissions of other participants or third-party vendors; and
  • The ordinary negligence of any Released Party.

This waiver does not extend to claims resulting from gross negligence, willful misconduct, or any liability that cannot legally be waived under applicable law.

3.  MEDICAL CARE AND RESPONSIBILITY

I authorize NAON, ETHERIO or its representatives to secure emergency medical treatment for me if deemed necessary and agree to assume all responsibility and costs for such treatment, transportation, or evacuation. I release and hold harmless the Released Parties from any claim based on the provision of such medical care or related services. 

All in-person events will be held in accordance with current event venue guidelines if applicable. NAON cannot guarantee that event attendees will not be exposed to or contract a communicable disease at their events. By attending this event, you freely assume all such risk and agree to release NAON, and ETHERIO, from liability for any injuries, illness, infections, death, damages, or claims that may arise due to your attendance at this event. Please do not attend if you feel sick, have symptoms, or have been in close contact with someone who has symptoms or has been sick recently. Based on the constantly changing environment, NAON reserves the right to change event entry requirements if deemed necessary.

I acknowledge that it is my responsibility to carry appropriate medical, travel, and accident insurance coverage.

4. PUBLICITY RELEASE

I grant NAON, ETHERIO, its clients, suppliers, and partners the unrestricted right to use my name, likeness, voice, and appearance in photographs, videos, or other media captured during the Program for promotional, marketing, or educational purposes, without compensation or further approval.

5. GOVERNING LAW AND SEVERABILITY

This Release shall be governed by and construed under the laws of the State of Georgia, without regard to conflict of law principles. If any provision is found invalid or unenforceable, all other provisions shall remain in full force and effect.

6. Event Cancellation

In the event of cancellation or non-attendance, NAON will not be responsible for refund of hotel charges, travel-related expenses, or re-booking fees. It is strongly suggested that each registrant obtain travel insurance.

7. ACKNOWLEDGMENT AND AGREEMENT

By selecting “I Agree” during the registration process, I acknowledge that I have carefully read and fully understand this Release and Waiver of Liability. I am voluntarily agreeing to its terms and understand that it is binding upon me, my heirs, and my assigns. I understand that I am waiving substantial legal rights, including the right to sue the Released Parties for ordinary negligence.

ETHERIO PRIVACY POLICY

Etherio is a third-party event management company hired to provide services for this program.

PLEASE READ THIS DOCUMENT CAREFULLY.

BY AGREEING TO THESE TERMS, YOU ARE WAIVING CERTAIN LEGAL RIGHTS.

1.  INTRODUCTION

Etherio ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you participate in our event, and how we comply with applicable data protection laws and regulations. Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not participate in the event.

2.  INFORMATION WE COLLECT

We may collect the following types of personal data when you register for or participate in our event:

This waiver includes, without limitation, claims arising from:

  • Personal Identification Information: Name, email address, address, and telephone number. 
  • Professional Information: Job title, company name, industry.
  • Contact Information: Postal address, email address, telephone number.
  • Event Participation Details: Session attendance, survey responses, feedback, and other eventrelated activities.
  • Payment Information: Credit card details, billing address.

3.  HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

  • Event Management: To facilitate your participation in the event, including registration, event updates, and post-event follow-up.
  • Communication: To communicate with you regarding event details, updates, and other relevant information.
  • Marketing: To send you promotional materials about our future events or services, subject to your consent.
  • Analytics: To analyze attendance, participation, and feedback to improve our future events.
  • Legal Compliance: To comply with legal obligations, including accounting and taxation requirements.

4.  SHARING YOUR INFORMATION WITH SPONSORS

As part of our event, we may share your personal data with selected sponsors of the event. The information shared may include:

  • Personal Identification Information: Name, email address, and company name.
  • Event Participation Details: Information about the sessions you attended or content you interacted with during the event.

Purpose of Sharing: Sponsors may use this information to contact you with offers, services, or products that may be of interest to you.

5.  Legal Basis for Processing

We process your personal data based on the following legal grounds:  

  • Consent: By registering for or participating in the event, you consent to the collection, use, and sharing of your personal data as described in this Privacy Policy.
  • Contractual Necessity: Processing is necessary to manage your participation in the event and to fulfill our obligations under the event registration agreement.
  • Legitimate Interests: We may process your data for our legitimate interests, such as improving our events and maintaining relationships with sponsors.

6.  YOUR RIGHTS

Under the applicable data protection laws and regulations, you have the following rights regarding your personal data:

  • Access: You have the right to request access to the personal data we hold about you.
  • Rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
  • Erasure: You have the right to request that we delete your personal data, subject to certain conditions.
  • Restriction: You have the right to request that we restrict the processing of your personal data under certain conditions.
  • Objection: You have the right to object to the processing of your personal data for direct marketing purposes.
  • Data Portability: You have the right to request a copy of your personal data in a structured, commonly used, and machine-readable format.

7.  DATA SECURITY

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, or alteration. However, please note that no security measure is entirely foolproof.

8.  DATA RETENTION

We will retain your personal data only for as long as is necessary for the purposes set out in this Privacy Policy, or as required by law. After this period, we will securely delete or anonymize your data.

9.  INTERNATIONAL DATA TRANSFERS

Your personal data may be transferred to and processed in countries outside of the European Economic Area (EEA). In such cases, we ensure that appropriate safeguards are in place to protect your data, in accordance with relevant data protection law requirements.

10.  CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. Any changes will be effective upon posting the updated Privacy Policy on our website. We encourage you to review this Privacy Policy periodically.

11.  CONTACT US

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at:
Etherio 
hello@etherio.com