Acceptance of Terms

By completing the registration process and/or attending the event, you agree to be bound by these TCI Expo Attendee Terms and Conditions (the “Attendee Terms and Conditions”). If you are registering on behalf of another individual, you represent that you have the authority to accept these terms on their behalf. Terms annotated with a * are defined terms, and the applicable definitions are set forth at the end of these Attendee Terms and Conditions.

In order to participate in a TCIA Event*, all attendees, speakers, sponsors, exhibitors, volunteers, and staff must agree to abide by these Attendee Terms and Conditions, including the code of conduct and antiharassment policy (“Code of Conduct”) and any other terms and conditions applicable to such attendees, speakers, sponsors, exhibitors, volunteers, and staff. TCIA retains the sole authority and discretion to enforce this Code of Conduct, violation of which may result in registration revocation, removal from the event, and/or prohibition from attending future TCIA Events and any other such sanctions that TCIA may deem appropriate.

Registration, Payment, and Badges

  • Payment: All registration fees must be paid in full prior to the event. Access may be denied if payment has not been completed, is returned, or otherwise fails.
  • Badge Usage: Attendees will be issued a badge, which must be worn and visible at all times. Badges are strictly personal and cannot be shared or transferred to another individual.
  • Replacements: Lost or forgotten badges may be subject to a replacement fee at TCIAs discretion.
  • Minors: In order for a minor to be eligible to attend TCI Expo, a waiver must be signed by the parent(s) or guardian(s) of any minor child under 18 years old that attends, including infants. Attendance at the TCI EXPO is not recommended for children under 12 years of age. An attendee/registration/fee/badge is required for all children over the age of 12 to enter the event.  The fee charged will be equal to that paid by the child’s attendee parent or guardian, provided that Tree Care Industry Association, Inc. (“TCIA”) may adjust the fee at its discretion.  While TCIA discourages children younger than 12 from attending, exceptions can be made in TCIA’s discretion, but TCIA reserves the right to restrict the areas where children under the age of 12 may be present. The adult(s) accompanying any child will have a sticker placed on his/her/their badge for each child to confirm waiver compliance. The adult with this badge must be with the associated child(ren) at all times.

Code of Conduct and Anti-Harassment Policy

Fundamental to TCIA’s mission is to create educational and professional development opportunities that improve safety, provide standards of appropriate tree care practice, and ultimately advance tree care businesses.

TCIA is dedicated to ensuring that our events increase engagement and collaboration in a safe, respectful, productive, inclusive, and harassment-free learning environment for all, regardless of gender, age, sexual orientation, alienage or citizenship status, physical or mental ability, color, physical appearance, body size, race, ethnicity, national origin, marital or partnership status, religion or creed, status as a veteran, or any other basis protected by U.S. federal, state, or local laws.

TCIA is committed to ensuring that all attendees can fully participate in TCIA events. Attendees may request information regarding accessibility and accommodations or request accommodations by contacting TCIA’s Events Team at meetings@tcia.org.

Expected Behavior for TCIA Events

In order to support an environment that builds community, encourages positive connections and a safe educational space, the following behaviors are expected of all attendees and staff:

  • Acknowledge that certain privileges and access are granted based on the type of registration purchased and abide by the restrictions placed based on your registration type.
  • Act with respect towards everyone you encounter, including TCIA Event Staff and venue staff.
  • Exercise consideration in your speech and actions.
  • Behave in accordance with professional standards (such as this Code of Conduct, your employer’s policies, and applicable law).

Unacceptable Behavior for TCIA Events

Harassment, bullying, microaggressions*, intimidation, and/or insinuations that are hurtful or interfere with any other attendee’s experience or participation or the work or participation of any speakers, sponsors, exhibitors, staff, or volunteers are unacceptable behaviors. Examples of unacceptable behaviors include, but are not limited to, the following:

  • Demeaning, discriminatory, violent, or harassing behavior or speech, including but not limited to personal insults, sexist, racist, homophobic, or transphobic, ageist or ableist language, or any language that insults or demeans the characteristics of a person protected under U.S. federal, state, or local law.
  • Inappropriate physical contact; you should have someone’s consent before touching them.
  • Unwelcome sexual attention, including sexualized comments or jokes, inappropriate touching, groping, sexual advances, or displaying sexually explicit or violent material in informal settings or on personal devices, including presented materials.
  • Deliberate intimidation, stalking, or following.
  • Sustained disruption, including during talks or presentations.
  • Possession of dangerous or unauthorized materials such as explosives, firearms, weapons, or similar items.
  • Theft, vandalism, destruction, or inappropriate removal of personal property.
  • Use, distribution, sale, or transfer of illegal drugs.
  • Any other illegal, offensive, or disruptive activity or forms of harassment not covered above.

Commercial And Anti-Competitive Conduct

In addition to the behavioral standards above, the following commercial conduct rules apply to all TCIA events:

  • Attendees, exhibitors, sponsors, exhibitors, volunteers, and staff shall not engage in anti-competitive conduct in violation of state and federal regulations, including but not limited to colluding to fix prices and/or restricting fair access to clients or products for specific groups.
  • TCIA strictly prohibits solicitation, suitcasing* or outboarding* by attendees who conduct business at any TCIA Event and do not have an exhibitor or sponsorship contract for the event. TCIA reserves the right to shut down unaffiliated on-site events, including meetings and demonstrations, if the event is found to be in violation of this policy and to remove and otherwise sanction any violator.
  • No person, firm, or organization, which has not contracted with TCIA for occupancy of space at the TCIA Event, will be permitted to display or demonstrate any products, processes, or services, to solicit orders, to wear any identification other than that of the contracting exhibitor it represents, or to distribute advertising or other materials during exhibiting or event hours.

Any attendee who experiences, witnesses, or becomes aware of conduct that violates this Code of Conduct is encouraged to report it promptly. Unacceptable behavior will not be tolerated at TCIA Events. Anyone asked by a TCIA staff member or affiliate to stop engaging in unacceptable behavior is expected to comply immediately. If a participant engages in unacceptable behavior or fails to comply with expected behavior at any time during the event, TCIA reserves the right to take any action it deems appropriate, in its sole discretion, to address violations of the Code of Conduct, including, but not limited to, revocation of registration, removal of the participant from the event without a refund of registration, and prohibiting such participant from registering for or attending future TCIA Events.

Suitcasing and Outboarding:

TCIA strictly prohibits Suitcasing and Outboarding activities at our meetings, conferences, and events. “Suitcasing” refers to an individual or entity that attends events to solicit business, demonstrate products, distribute materials, or engage in any sales activities without purchasing an exhibit space. “Outboarding” refers to an individual or firm who attends an event in an unofficial capacity and hosts unauthorized exhibits, meetings, demonstrations, presentations, events, and any such related activity, in any space in the conference hotel or nearby properties.

All attendees of TCI EXPO must abide by the following Suitcasing and Outboarding Policies:

  • Attendees are prohibited from soliciting business, demonstrating products, distributing materials, or engaging in any sales activities at TCI EXPOs without purchasing an exhibit space and registering as an exhibitor.
  • Attendees are prohibited from hosting unauthorized exhibits, meetings, demonstrations, presentations, events, and any such related activity, in any space where the TCI EXPO is being held or in any TCI EXPO affiliated hotel.
  • Each attendee must register individually, under their company name, and must wear their official conference badge to enter conference spaces and the exhibition hall. A person using a badge under false credentials will be required to leave the conference without any refund.
  • Non-exhibitor attendees are prohibited from distributing marketing materials in any part of the conference venue or exhibit hall.
  • No attendee, exhibitor, or sponsor may extend invitations to activities, events, and meetings that take large groups of attendees away from TCI EXPO during program and exhibit hall hours.

Violations: Any person, firm, or organization observed to be engaging in Suitcasing or Outboarding activities will be required to stop their activity immediately. If their activity continues, the person, firm, and/or organization will be required to forfeit their registration without a refund and shall immediately leave TCI EXPO. Additional penalties may be applied at TCIA’s discretion. If you observe any Suitcasing or Outboarding activities during TCI EXPO, please email or otherwise notify TCIA staff.

Attendee Cancellation Policy

Cancellation requests must be received in writing to the TCIA office. To request a cancellation, fill out the  Event Cancellation Request Form.  Telephone cancellation requests will not be accepted. Attendees who are unable to attend TCI EXPO may transfer their registration to another person at no additional cost. Registration transfers are permitted up to and including the day of the event.

Cancellation refunds are subject to the following schedule:

  • More than 30 days before TCI EXPO: Full refund, less a $50 administrative fee.
  • 15–30 days before TCI EXPO: Refund, less a $100 administrative fee.
  • Within 15 days of TCI EXPO: No refunds will be issued.

Media Release (Photography and Recording)

By virtue of attending TCIA events, you agree to allow TCIA to use your likeness in promotional materials.

Health and Safety

Attendees must comply with all health and safety protocols (e.g., venue guidelines, local mandates) implemented on-site. Failure to comply may result in immediate removal from the event.

Limitation of Liability and Force Majeure

  • Personal Property: Attendees are solely responsible for their personal belongings. The organizer and venue assume no liability for lost, stolen, or damaged property.
  • Event Changes: The organizer reserves the right to alter the event agenda, speakers, or venue if necessary.
  • Cancellation: The organizer is not liable for any failure to perform obligations due to events outside their control (e.g., natural disasters, strikes, pandemics).

Defined Terms:

* Microaggressions: A statement, action, or incident regarded as an instance of indirect, subtle, or unintentional discrimination against members of a marginalized group.

* Outboarding: Includes the acts of entities or individuals that are not TCIA Event sponsors or exhibitors hosting meetings, events, demonstrations, etc. outside of the official TCIA Event spaces, such as in hospitality suites, restaurants, or public places in close proximity to the TCIA Event that encourage TCIA Event attendees to leave the official TCIA Event program to attend their unaffiliated events.

* Suitcasing: Includes the act of entities or individuals that are not TCIA Event sponsors or exhibitors (but who may be attendees) conducting, transacting, or promoting business at the TCIA Event.

* TCIA Event: Includes all activities, sessions, venues, lodging, media platforms, and indoor/outdoor locations associated with the scheduled occurrence, including but not limited to, any class, exhibition, demonstration, or other event included in the TCI Expo agenda.