Event & Meeting Policies
Below you'll find quick links to all our policies:
ACA Illinois Member Fees: Participant must be a current, fee-paying ACA member through the ACA Illinois affiliate office at time of registration and the event to access this pricing. Become an ACA Illinois Member today by contacting us at firstname.lastname@example.org.
DFI Title XX Partner Agency Fee: Participants must be currently employed at a DFI Title XX Partner Agency at time of registration and event to access this pricing. Partner Agency must be active in the DFI Title XX Program to access this pricing. Partner Agencies must have a bill in process from the most reason summer season and/or an application/allocation for the next summer. Partners who become inactive between registering for the event and the date of the event will be invoiced and responsible for the fee adjustments.
ACA Illinois Committee Volunteer & Visitor: Participants must be a current and active volunteer by either serving on an ACA Illinois committee/board, having conducted an Annual Accreditation Report during the last reporting season to the event (most previous winter), OR conducted an onsite visit for ACA Illinois during the most recent summer season.
Active membership of a committee and/or board means that the volunteer has attended 80% of the meetings in the current year and is an active part of the work goals of the committee.
Attendee: This level encompasses all participants that do not fall into one of the other categories.
Lapsing or Changing Membership/Volunteer Status: Participants must be active at time of the event with fee payment up to date. If membership lapses or the volunteer steps down from the role, the participant will be moved to the appropriate level and be automatically charged for any outstanding fee increases associated with the fee level change for the event.
ACA Illinois does not record events or meetings.
ACA Illinois annually evaluates the decision to record or not record our online programs. Here are a few reasons why ACA Illinois does not record events or meetings at this time:
Our programs are designed as live events and meetings that include interaction between the speakers/facilitator and the participants. Our programs have always been application-based and interactive, with interactive breakout rooms, handouts, discussions, etc., and this style of presentation does not lend itself to recording.
Participant safety is paramount. Often we have to get uncomfortable in order to truly find solutions that are inclusive and productive to our community. We want to ensure our events are a safe place for folks to get uncomfortable and ask questions they may not be willing to ask while being recorded.
We encourage you to think about live virtual events and meetings the same way you do in-person events and meetings: block the time on your calendar and turn off notifications/distractions so you can be fully present.
Please help us keep costs low by canceling your reservation as soon as you know you will not be in attendance. Similar to camps, our commitment to securing sites, food, supplies, and speakers are handled well in advance before the start of the event/conference. We are always willing to help you adjust your group size and reservation to have a more accurate attendance numbers, and to decrease any additional expense in fees on your end. Please call or email us at any time: email@example.com.
To receive a full refund:
Refund and cancellation requests must be made in writing to firstname.lastname@example.org 60 days prior to the event to receive a full refund minus a 25% non refundable fee of original fees paid/due.
Please note: Refunds requested in writing 15 - 59 days before an event/course will not be eligible for a refund, however may be eligible for a credit to their account within ACA Illinois or can request to transfer their registration to another individual within their organization. The Executive Seminar is excluded. Cancellations 59 days or less from the Executive Seminar are not eligible for credit however can be transferred to another person to attend in your place.
*Credits will not be granted for cancellations or no shows with less than 14 days notice.
**Registration transfers will not be granted with less than 3 business days notice.
Full Payment Policy
Payment in full is required at time of registration. By registering, the person is accepting responsibility to pay the outstanding balance regardless if they attend the event or not. Persons who cancel their registration after the refund deadlines are still responsible for full balance due.
Why Attend: Convincing Your Boss
Want to attend an ACA Illinois event but having difficulty getting it approved by your boss? Check out the Why Attend? section in each event listing for tips and information on how your camp and your career will benefit from your participation, and why it’s worth the investment of your time and money. We’ve even included how it will help you strengthen your Accreditation work and/or DFI Title XX compliance if those apply to your camp!
No Show Policy
Participants are responsible to pay any outstanding fees regardless of attendance to any ACA Illinois event or course unless they have canceled the reservation by the required deadlines listed above.
We do not refunds or provide credits for No Shows.
Unless otherwise noted in the registration materials, registration for virtual events is per person, not per device. If multiple people are on one device and not each registered individually, the registered attendee will be invoiced and responsible for the registration fees for each additional attendee.
Virtual events cost the organization money and the number of attendees is built into our expenses and speaker fees. Sharing a link and having people attend who are not registered for the event hurts the organization's ability to continue to offer subsidized programming.
Sharing the links to virtual events is not permitted. Any individual who shares the link with another individual, regardless of registration status, will be removed from the virtual event without refund or notice. If any person enters a virtual event space without properly registering, they will be removed from the event without notice and may not be eligible to attend future virtual events. Individuals who share links will not be eligible to attend future virtual events at ACA Illinois.
The Link Sharing Policy applies to all events, including free and paid events and meetings.
By attending any event or meeting hosted by the American Camp Association, Illinois, all persons in attendance including but not limited to attendees, speakers, staff, facilitators, other persons, etc. (hereby referred to as participants) do hereby give American Camp Association, Illinois its assigns, licensees, successors in interest, and legal representatives, the irrevocable right to use they picture, portrait, photograph, and/or video of their in all forms and in all media and in all manners, without any restriction as to changes or alterations (including but not limited to composite or distorted representations or derivative works made in any medium) for advertising, trade, promotion, exhibition, or any other lawful purposes, and participants waives any right to inspect or approve the materials incorporating their likeness, including written copy that may be created and appear in connection therewith.
Participants understand that their likeness may be used in connection with their quotation or other testimonial if supplied. Participants hereby release and agree to hold harmless American Camp Association, Illinois, its assigns, licensees, successors in interest, and legal representatives from any liability by virtue of any blurring, distortion, alteration, optical illusion, or use in composite form whether intentional or otherwise, that may occur or be produced in the taking of the photographs and/or video footage, or in any processing tending toward the completion of the finished product, unless it can be shown that they and the publication thereof were maliciously caused, produced, and published solely for the purpose of subjecting participants to conspicuous ridicule, scandal, reproach, scorn, and indignity.
Participants agree that participants do not own the copyright in the materials containing their likeness, and hereby waive any claims they may have based on any usage of the materials or works derived therefrom, including but not limited to claims for either invasion of privacy or libel. Participants agree that this release shall be binding on them, their legal representatives, heirs, and assigns. By registering and attending any event or meeting, virtual or in person, the participant has read and agreed to these terms.
If you have questions about our Photo and Video Release Policy, please contact email@example.com.
The American Camp Association, Illinois (ACA Illinois) is committed to providing a safe and inclusive learning and meeting community environment for all participants. Participants include all attendees, speakers, ACA Illinois staff, volunteers, speakers, contractors, and others who are engaged in the community learning and/or meeting space.
Participants should not:
1. Take screenshots, recording, or photographs of the event or meeting without explicit permission from the ACA Illinois representative in the meeting/event. This includes taking photos of the attendees on the virtual event space screen and posting to social media. Additionally, participants should not take recordings or screenshots of chat boxes, Q&A, slides, etc. without explicit consent form the meeting/event leader. This includes distributing information that has been presented, and is owned, by ACA Illinois and/or the speaker without their explicit consent.
ACA Illinois believes that all learners should feel welcomed to attend our events and meetings. Some participants may not feel comfortable or safe having their image shared on social media without their consent. This may be a safety issue for some participants and it is deeply appreciated that all participants respect the needs of safety for all our participants.
2. Engage in or facilitate any discriminatory or harassing behaviors including:
a. Harassment, intimidation, or discrimination in any form.
b. Verbal abuse of any attendee, speaker, volunteer, industry partner, exhibitor, ACA Illinois staff member, service provider, or other meeting guest. (Examples of verbal abuse include, but are not limited to, verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin, inappropriate use of nudity and/or sexual images in public spaces or in presentations, or threatening or stalking any attendee, speaker, volunteer, vendor, exhibitor, ACA Illinois staff member, service provider, or other event/meeting guest.)
If a participant feels that they experienced harassment or discriminatory behavior directed towards them or another person, they should contact the Executive Director, Colette Marquardt at 312-343-1070 or firstname.lastname@example.org as soon as possible.
3. Promote or sell their services or products during an event or meeting. This includes both public and private chat boxes, Q&A boxes, etc. All promotion of products and services must be handled through the official vendor/sponsor/speaker process and approved by ACA Illinois staff.
Participants that sell or promote their products or services during an event/meeting and are not pre-approved to do so, will be removed from the event without refund and may not be eligible to attend future events or meetings at ACA Illinois.
Be appropriately dressed for all in-person and virtual events including fully clothed. In-person events require participants to wear shoes/appropriate footwear.
Be muted when not speaking in virtual event/meeting spaces.
Follow the rules and guidelines presented by the event/meeting leader(s), including not being disruptive.
Respect the other participants, leaders, speakers, etc. at the event and treat others with dignity.
Be fully registered to attend the event.
Abide by the Link Sharing and Virtual Event Policies (see above).
Participants that fail to meet this Code of Conduct may be removed from the event/meeting without notice and/or refund and may not be eligible to attend future events/meetings at ACA Illinois.
Questions about the above mentioned policies can be directed to the registration department at email@example.com or 312-332-0833 x2.
Health & Safety
ACA Illinois asks all participants who are registered for an in-person event to only attend if they are not ill or showing symptoms that could be associated with any communicable disease.
ACA Illinois continues to follow best practices for mitigating the risk of COVID-19 for all persons at events by following science-backed recommendations of public health professionals. You may reach out to firstname.lastname@example.org for the most up to date NPIs that ACA Illinois is using. However, ACA Illinois reserves the right to update and change guidance at any time prior to an event based on the organization’s and local public health recommendations, and/or requirements at the time of the event.
Please note: Canceling outside of the Refund Policy timelines due to changes in COVID protocols and requirements do not qualify for refunds.
All ACA Illinois events, meetings, and its workplaces are considered smoke free. Guests may use designated smoking areas outside of the event/meeting space at the venue, or leave the venue and return if needed. Refunds and/or special breaks will not be approved or arranged to accommodate these breaks.
ACA Illinois reserves the right to shift/change any in-person event into a virtual event for any reasons in which it would be deemed unsafe, impractical, or impossible to continue in-person, without refund or credit. Reasons for such a shift include, but are not limited to: increase in communicable diseases and recommendation of public health officials, severe weather, low enrollment, venue cancelation, volunteer/staff shortage, etc.
ACA Illinois will notify registered participants regarding the change in delivery and provide a virtual link for the event. The event will continue virtually on the original date and time previously promoted at time of registration.