2023 Annual Conference

Conference Policies

Cancelation Policy
Conference COVID Safety Policy
Conference Code of Conduct
Suit-Casing & Outboarding Policy
Conference Child-Friendly Policy

Cancelation Policy

Should the situation change and you are unable to attend the conference because of border closings, you will be offered a full refund regardless of how close it is to the conference. 

By February 28, 2023:

  • Cancellations – receive partial refund (minus $99) and admittance to the INA Virtual Conference 
  • Transfers – you can transfer your ticket to someone else (same membership status) as you for a $25 transfer fee

Between March 1, 2023 – and April 15, 2023

  • Cancellations – no refunds given but you will be admitted to the INA Virtual Conference. 
  • Transfers – you can transfer your ticket to someone else (same membership status) as you for a $25 transfer fee) 

After April 5, 2023

  • Cancellations – no refunds given but you will be admitted to the INA Virtual Conference. 
  • Transfers – no transfers allowed. 
 

Conference COVID Safety Policy

At this time, the INA is not requiring masks, vaccinations, or negative tests to attend our 2023 Conference. However, we reserve the right to adjust our attendee policies if the recommendations from the CDC change in the future in regards to COVID or any other disease.

Release of Liability

  • I acknowledge the contagious nature of COVID and that the CDC and many other health authorities recommend practicing social distancing.
  • I agree that while participating in this conference given by the International Nanny Association (INA) or any of its representatives or attendees, I will follow recommended safety and prevention guidelines* during the event to the best of my abilities.
  • I further acknowledge that the INA has put into place preventive measures to reduce the spread of COVID. These measures are listed above.
  • I further acknowledge that the INA cannot guarantee that I will not become infected with COVID. I understand that the risk of becoming exposed and/or infected by COVID may result from the actions, omissions, or negligence of myself and others, including, but not limited to the staff or representatives of the INA and service providers at the location as well as other attendees at the conference.
  • I understand that by attending this conference, I may potentially be increasing my risk of exposure to COVID.
  • I hereby release and agree to hold the INA and its representatives harmless from, and waive on behalf of myself, my heirs and any personal representatives now and in the future of any and all causes of action, claims, demands, damages, costs, expenses and compensation for damage or loss to myself and/or property that may be caused by an act or failure to act by the contracted venue or that may arise in any way connected to the services provided by the INA. I understand that this release discharges the INA, and its representatives from any liability or claim that I, my heirs or any personal representatives may have against the INA with respect to any bodily injury, illness, death, medical treatment or property damage that may arise from, or in connection to, any services received from  he INA. This liability waiver and release extends to the company together with all owners, partners and employees. 
  • I attest that if any of the following occurs, I will notify the INA as soon as possible:

Conference Code of Conduct

The International Nanny Association (also referred to as INA) is committed to providing a wonderful experience for all its members, guests, speakers, sponsors, and attendees of the 2022 Conference. We aim to provide a safe, productive, and welcoming environment for all participants and with this in mind, it is critical to set a Code of Conduct so that each person attending one of our conferences and events has a positive and rewarding experience. 

We invite all sponsors, volunteers, speakers, attendees, vendors, and others (“Participants”) to help us realize, create, and maintain a safe, respectful, and positive experience for everyone. We have established this Code of Conduct to provide guidelines to Participants and to ensure that all participants understand what behavior is expected, and what behavior will not be tolerated at an INA event. INA expects all Participants to abide by this Code of Conduct at all events. This includes conference-related social events at off-site locations, and in related online communities and social media. INA is dedicated to providing a harassment-free and inclusive event experience for everyone regardless of gender, gender identity and expression, sexual orientation, disabilities, physical appearance, body size, ethnicity, nationality, race, age, religion or any other protected category. Participants asked to stop any harassing behavior are expected to comply immediately.

CODE OF CONDUCT

Harassment includes offensive verbal comments related to gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion, technology choices, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography, or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.

Participants asked to stop any harassing behavior are expected to comply immediately.

Sponsors are also subject to the anti-harassment policy. 

If a participant engages in harassing behavior, the conference organizers may take any action they deem appropriate, including warning the offender or expulsion from the conference with no refund.

If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of conference staff or a Board Member immediately. Conference staff and Board Members can be identified as they’ll be wearing branded clothing and/or badges. If you need help identifying a Board Member or Conference Staffer, please ask the hotel/venue’s front desk attendee. 

Conference staff and all Board Members will be happy to help participants contact the hotel/venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference. We value your attendance and want your experience to be positive.

We expect participants to follow these rules at conference and workshop venues and conference-related social events.

ACKNOWLEDGEMENT OF ASSUMPTION OF RISK

This Acknowledgement of Assumption of Risk (“Acknowledgement”) is a written acknowledgement and agreement between the International Nanny Association (“INA”) and members and guests who voluntarily attend INA and INA-sponsored events (the “Participant”). Sponsored events include conferences, in-person meetings, and other events sponsored by INA (“Events”). The Participant hereby acknowledges and agrees to the following:

  1. Voluntary Participation. Participant understands and confirms that participation in any Event offered by INA is completely voluntary.
  2. The Assumption of Risk. Participant understands and acknowledges that there may be potential risks involved in and related to participation in an Event. Participant assumes all risks, known and unknown, in any way connected with the participation in the Event. Participants accept full responsibility for any liability, injury, loss, damage, or death in any way connected with participation in the Event. Participant releases INA and its officers, employees, board members, volunteers, or other agents (collectively, “Releasees”) from all liability or claims which may arise from participation in the Event.
  3. Consumption of Alcohol. Participants twenty-one (21) years of age and older may consume alcohol during an Event should they choose to do so. However, alcohol consumption is at the Participant’s own discretion, risk, and liability. Excessive alcohol consumption is not condoned by INA. The Participant hereby assumes all risks involved with the consumption of alcohol, and unconditionally holds Releasees harmless.
  4. Specific Acknowledgement and Assumption of Risk Regarding Communicable Diseases, including COVID-19. Participation in Events includes possible exposure to, and illness from, infectious diseases including but not limited to MRSA, influenza, and COVID-19. While rules and personal discipline may reduce this risk, the risk of serious illness and death does exist. Participants knowingly and freely assume all such risks, both known and unknown, even if arising from the negligence of Releasees or other Participants and agree to hold Releasees harmless with respect to all illnesses, disability, death, or other loss arising from exposure to any communicable disease at any Event. Participant agrees that if at any time Participant is experiencing symptoms of any illness, Participant will not attend any Event, or if already attending an Event, will immediately leave such Event. Keeping everyone safe is our main goal and by attending this event, you are agreeing to support this goal.
  5. Governing Law. The construction and meaning of the terms and provisions of this Agreement will be interpreted in accordance with the laws of Texas.
  6. Binding Effect. Participant acknowledges that this Agreement is binding upon Participant’s heirs and assigns, personal representatives, beneficiaries and next of kin.

Conference Suitcasing & Outboarding Policy

With the INA’s transition to a Virtual Summit instead of an in-person Conference, many might think that this policy does not apply. However, the described policy below will still be in effect. Please be respectful and if you intend to sell your services or products during the one-day virtual event, purchase a Virtual Vendor Booth. It is $150 and includes both a virtual booth and a full day registration.


One of the biggest benefits for our attendees at the conference is their ability to network with other attendees. Attendees are able to talk to child caregivers and industry businesses in a professional but social atmosphere. Sharing information about yourself, your career, and your business is not only allowed but it is encouraged. However, there is a line between networking and what is called “Suitcasing” and “Outboarding.” These practices (defined below) are strictly prohibited. The INA relies on income from sponsorship and exhibitions in order to run a successful conference from year to year. Suitcasing and Outboarding work to take that income away from the INA and can cause the cost of the conference to increase for everyone. 

What is Suit-casing?

Suit-casing is when a company either registers as an attendee or has no badge at all when they should be registered as a sponsor of the event. They are actively trying to recruit business from attendees – by handing out flyers in hallways, leaving printed material on tables, etc. – without paying to be a sponsor, vendor or advertiser. This is directly stealing revenue from the conference, as well as stealing from the official sponsors. It is deceitful and confusing to the attendees.

INA’s Suit-casing Policy: Only contracted Sponsors, Exhibitors, and Advertisers are permitted to advertise their products, services or company at the conference. Unless approved by the INA Conference Coordinator, all company displays and product sampling must occur within the contracted sponsored event or exhibitor space and only by those that have an exhibitor table. This includes, but is not limited to: 

  • Selling products out of a bag or “suitcase”
  • “Roaming” characters
  • Handing out flyers randomly
  • Approaching exhibitor booths to sell products
  • Leaving and/or distributing product information in public spaces in the hotel, and within the conference contracted floor space ( meeting rooms, banquet rooms, etc.) 

Companies found doing so will have their materials confiscated and disposed of properly. Attendees may be asked to leave the conference and forfeit their badge. Additional penalties may apply. 

Sharing of your individual business cards is permitted. Furthermore, discussing your company and business with individuals that you meet in general sessions as well as breakout workshops and the Vendor Marketplace is encouraged. However, when an attendee decides to buy a registration with the direct intention to sell their products without purchasing a booth, sponsorship or advertising; they have essentially stolen from the INA and its attendees. 

What is outboarding?

Outboarding is similar and even more damaging. This person or company has recognized that the INA has brought together their attendees in one place. When a person or company that should be a sponsor of an event instead decides to host their own competing event, capitalizing on the presence of attendees without previously notifying the event organizers, without consent; they make a conscious decision to lure people from the INA Conference and host an event off-site without the consent of the organization. Many times, they even use the event organizers brand to confuse attendees into thinking this is a sanctioned event. When an Out-boarder does this during conference hours, they have just taken customers and revenue from other exhibitors, sponsors, and speakers. It is fraudulent and is harmful to attendees by confusing them into thinking they are supporting the official event when really, they are not.

INA’s Out-boarding Policy: This practice is considered unethical and is condemned by the International Nanny Association. It includes practices such as:

  • Coat-tailing 
  • Piggybacking
  • Co-location of events
  • Educational workshops, and large-scale hospitality events, particularly during event hours. 

Any person or company is known to be hosting an event during INA Conference official hours (see below) may lose opportunities to sponsor, exhibit, speak or attend future events.

  • Thursday, April 30, 2020, 8:00 AM – 8:00 PM
  • Friday, May 1, 2020, 8:00 AM – 4:00 PM
  • Saturday, May 2, 2020, 8:00 AM – 7:00 PM
  • Sunday, May 3, 2020, 8:00 AM – 1:00 PM

There are exceptions to this rule. Some “unofficial events” are held with the blessing of INA and individuals are encouraged to make plans with other attendees at the conference. We cooperate with organizers all the time. For example, the Thursday evening NCS dinner is a long-held tradition among attendees and many businesses use the INA conference to thank their customers in the evening. Educators often have events before the conference starts or after the INA Conference has ended. These are done in cooperation with INA. In addition, the INA also works in cooperation with other events to hold our Board Meetings. Anyone can reach out to the INA Board to request permission to do so. Email conference@nanny.org 

We encourage attendees who observe a violation of our policies to contact the conference coordinator immediately. Should you have any questions or concerns, please email conference@nanny.org or reach out to the Conference Coordinator on-site.

Conclusion

Event organizers sell a product just like any other business. Our product is the INA Annual Conference. We spend a significant amount of money promoting our product. We bring as many qualified people as we can to one place all at the same time. We set the prices for our products and we create the terms and conditions (T&Cs) around how we are willing to provide our products. We create these T&Cs to protect our attendees, speakers, and sponsors from unethical people and companies. Our goal is to create a level playing field for everyone. We ask that all attendees respect the INA and conference attendees by purchasing a sponsorship, exhibitor space or advertising if they intend to sell their product or service at the conference. This is their opportunity to share their product or service. 

Conference Child-Friendly Policy

Children under the age of 2 are permitted in any session, event, or gathering hosted by the INA unless prohibited by law. This includes infants and young toddlers who are in the stage of life where they are needing a high-level of care. In order to accommodate all attendees, we request all present be more respectful, helpful, and patient than in a normal business situation.

For parents with children present, please be mindful of your seating position during each session and select a seat near the door. When your child becomes vocal or otherwise distracting from the content, please swiftly step outside and attend to your child’s needs. Additionally, you are most welcome to nurse your child in the manner you and your baby are most comfortable with, as well as quietly pace in the back with your child.

For those without a child in attendance, we encourage you to exercise your support for working-parents in their desire to learn and be a part of our community. As an organization formulated and upheld by childcare professionals and industry experts, please keep the spirit of unity and patience for our community’s littlest ones’ (brief and inevitable) noise. Please leave seats near the exits available for attendees with children to facilitate a smooth and quick exit for them if needed.