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Event Policies

Substitution Policy

Substitutions are permitted at no additional cost at any time prior to the event. The original registrant is responsible for providing the substitute's complete contact information. All substitution requests must be submitted in writing to registration@ncpers.org.

Event Cancellation and Refund Policy

All registration cancellation requests must be submitted in writing by the applicable cancellation deadline stated for each NCPERS event in order to be considered for a refund. Cancellations received by the stated deadline will be subject to a processing fee, the amount of which will be identified in the event registration materials. Cancellations received after the stated deadline are not eligible for a refund.

Refund requests related to COVID-19 will be reviewed on a case-by-case basis and are not guaranteed.

All refunds will be issued to the original method of payment used at the time of registration. Refunds will be processed within thirty (30) days.

Written cancellation requests must be submitted to registration@ncpers.org. Questions regarding cancellations may be directed to NCPERS at 202-601-2445.

Event Liability Disclaimer and Release Policy

By registering for and or participating in any conference, webinar, or other event organized or hosted by the National Conference on Public Employee Retirement Systems (NCPERS), whether in-person or virtual (each, an “Event”), each participant agrees to the following terms.

Participants voluntarily assume all risks associated with attending and participating in an Event and hereby waive, release, and covenant not to sue NCPERS, including its members, employees, board members, agents, and volunteers (collectively, the “NCPERS Parties”), from and against any and all claims, expenses, losses, damages, personal injuries (including serious injury or death), property damage, or theft (each, a “Loss”) arising out of or related to participation in an Event or any related activities. This includes, but is not limited to, any Loss related to exposure to communicable diseases, including COVID-19, except to the extent such Loss is caused solely by the fraud or gross negligence of NCPERS.

Participants acknowledge that NCPERS cannot eliminate the risk of exposure to communicable diseases and agree that attendance and participation in an Event is voluntary and at their own risk.

This waiver and release is binding on participants and their personal representatives and shall be enforced to the fullest extent permitted by law. If any portion of this policy is determined to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

This policy shall be governed by and construed in accordance with the laws of the District of Columbia and shall be enforced exclusively in the courts located in the District of Columbia.

Program Participation Disclaimer and Waiver Policy

As a condition of participating in any conference, webinar, or other activity organized or hosted by the National Conference on Public Employee Retirement Systems (NCPERS), each participant agrees to the following:

Participants waive any claim against NCPERS, including its officers, directors, employees, agents, presenters, and speakers, arising from reliance on information presented during an NCPERS program. Participants further release NCPERS from any and all liability for damage, loss, or injury that may arise from participation in or attendance at an NCPERS program.

Participants acknowledge that participation in NCPERS events and activities involves inherent risks and agree to assume full responsibility for their own health, safety, and well-being while attending or participating in any NCPERS program.

In the event a registration is transferred in accordance with NCPERS policy, the substitute registrant is deemed to have accepted and agreed to this disclaimer and waiver as a condition of participation.

Marketing, Communications, and Photography Policy

By registering for or participating in any conference, webinar, or other event organized or hosted by the National Conference on Public Employee Retirement Systems (NCPERS), individuals consent to the collection, use, and disclosure of their contact information and likeness as described in this policy.

NCPERS may use participant information to facilitate event registration and administration, to communicate information about NCPERS programs, services, and opportunities that may be of interest, and to share limited participant information with NCPERS members or partners that host events or activities in conjunction with NCPERS programs.

Participants also grant NCPERS permission to photograph, record, or otherwise capture their image, voice, or likeness during NCPERS events. Such photographs or recordings may be used by NCPERS for marketing, educational, promotional, or informational purposes, including use in print, digital, and online materials, without compensation or further approval.

Participants may opt out of NCPERS marketing communications at any time by submitting a written request to registration@ncpers.org. Opting out of marketing communications does not affect essential event-related communications.

Service Provider Events and Invitations Policy

Service providers may not schedule or host client events that conflict with NCPERS educational sessions, refreshment breaks, or official receptions. Client events may only be hosted in partnership with organizations that are current NCPERS members. Hosting client events that include non-NCPERS member organizations is expressly prohibited.

Service providers seeking co-hosts for client events are encouraged to partner with CorPERS members. A list of eligible CorPERS members is available, and additional potential partners may be identified through the Service Provider Member Directory.

Requests to have event invitations distributed to registered event attendees must be submitted in advance by contacting events@ncpers.org.

Code of Conduct Policy

Purpose

The National Conference on Public Employee Retirement Systems (NCPERS) is committed to providing a professional, respectful, inclusive, and welcoming environment at all NCPERS events, educational programs, webinars, networking events, and other official activities, whether in-person or virtual.

NCPERS events are designed to foster education, collaboration, professional networking, and the exchange of ideas among public pension professionals. Every participant shares responsibility for creating an environment where all individuals are treated with dignity and respect.

NCPERS will not tolerate discrimination, harassment, intimidation, or other unacceptable conduct that interferes with a participant's ability to fully engage in our community.

By registering for or participating in any NCPERS event, participants agree to abide by this Code of Conduct and its terms.

Who, When, and Where This Applies

This Code of Conduct applies to all NCPERS event participants, including:

  • Fund and stakeholder members
  • Service providers
  • Sponsors and exhibitors
  • Speakers and moderators
  • Guests
  • Event vendors
  • Volunteers
  • NCPERS staff
  • Any individual participating in an official NCPERS event or activity

This Code of Conduct applies throughout the duration of all NCPERS events, including after hours, and applies to all event functions, including educational sessions, exhibit halls, networking functions, receptions, meals, off-site events organized by NCPERS, virtual platforms, event mobile applications, and official event-related communications and social media.

Definitions

Discrimination

Discrimination is treating an individual differently or unfairly because of race, color, ethnicity, national origin, religion, age, disability, sex, sexual orientation, gender identity or expression, veteran status, or any other characteristic protected by applicable law.

Harassment

Harassment is unwelcome verbal, written, visual, electronic, or physical conduct that creates an intimidating, hostile, or offensive environment or unreasonably interferes with another person's participation in an NCPERS event.

Harassment may include, but is not limited to, offensive jokes, slurs, derogatory comments, intimidation, threats, unwanted communications, or the display or distribution of offensive written or visual materials.

Sexual Harassment

Sexual harassment includes unwelcome sexual advances, requests for sexual favors, inappropriate sexual comments, unwanted physical contact, or other verbal, visual, or physical conduct of a sexual nature.

Expected Conduct

Participants are expected to:

  • Conduct themselves in a professional, courteous, and respectful manner at all times.
  • Foster an environment that encourages learning, collaboration, and constructive dialogue.
  • Treat all participants with dignity and respect.
  • Respect differing viewpoints and engage in professional discussions without personal attacks or disruptive behavior.
  • Follow all applicable laws, venue policies, safety requirements, and instructions provided by NCPERS staff.
  • Respect the intellectual property and presentation materials of speakers and exhibitors, including any restrictions on photography, recording, or distribution of materials.
  • Recognize that professional standards apply throughout the event, including networking functions, receptions, meals, and other social activities.

Unacceptable Conduct

This Code of Conduct is intended to promote respectful engagement while encouraging the free exchange of ideas. It is not intended to restrict professional discussion or differing viewpoints. However, the following conduct is prohibited, including but not limited to:

  • Discrimination, harassment, bullying, intimidation, or threatening behavior.
  • Unwelcome sexual attention, advances, comments, or physical contact.
  • Verbal, written, electronic, or physical abuse directed toward attendees, speakers, exhibitors, sponsors, staff, volunteers, venue personnel, or other participants.
  • Offensive, discriminatory, or derogatory comments related to a protected characteristic.
  • Deliberate disruption of educational sessions, meetings, exhibits, networking events, or other event activities.
  • Stalking or unwanted repeated contact.
  • Physical violence or threats of violence.
  • Excessive intoxication or behavior resulting from alcohol or substance use that creates an unsafe, disruptive, or unprofessional environment.
  • Damage to venue property or the property of others.
  • Harassing photography, audio recording, video recording, or distribution of presentation materials in violation of presenter or NCPERS policies.
  • Inappropriate conduct on event platforms, mobile applications, or social media that targets, harasses, or disrupts participants or the event.
  • Any conduct that violates applicable federal, state, or local law.

Reporting Concerns

Participants who experience or witness conduct that may violate this Code of Conduct are encouraged to report it as soon as possible.

Reports may be made by:

If there is an immediate threat to personal safety or a medical emergency, participants should first contact venue security or call 911. NCPERS staff are also available to assist participants in contacting venue security or local law enforcement when appropriate.

NCPERS will review all reports promptly and will make reasonable efforts to maintain confidentiality to the extent possible while conducting a fair and appropriate investigation.

Investigation and Enforcement

NCPERS reserves the right to investigate all reported violations of this Code of Conduct and will engage law enforcement if we believe that it is required.

Participants are expected to comply immediately with any request from NCPERS staff to stop inappropriate behavior.

Depending on the nature and severity of the conduct, NCPERS may take one or more of the following actions:

  • Issue a verbal or written warning.
  • Remove the individual from a session, event, or activity.
  • Remove the individual from the conference or meeting without refund.
  • Revoke event credentials or exhibitor privileges.
  • Prohibit participation in future NCPERS meetings or events.
  • Notify the participant's employer or affiliated organization, when appropriate.
  • Refer matters to venue security or law enforcement, when warranted.

NCPERS reserves the sole right to take any action it determines is necessary to protect the safety, security, integrity, and professional atmosphere of its events.

Non-Retaliation

NCPERS will not tolerate retaliation against any individual who, in good faith, reports a concern, participates in an investigation, or assists in resolving a potential violation of this Code of Conduct.

Any act of retaliation will be treated as a separate violation of this Code of Conduct and may result in removal from the event and additional action deemed appropriate by NCPERS.