IMFA MEETING POLICIES

IMPORTANT: All cancellation and transfer requests must be submitted in writing to the meeting organizer. The date the written cancellation is received determines the applicable cancellation fee. An unpaid invoice does not constitute a cancellation. Any applicable cancellation fee remains due, regardless of whether payment has been made.

This policy reflects advance commitments made for meeting accommodations, meals, and other event expenses. Any separately booked hotel reservation must be cancelled directly with the hotel under its applicable cancellation policy.

OCTOBER 1, 2026 - JANUARY 19, 2027
90+ DAYS PRIOR TO THE EVENT:

A refund is available, less a $50 processing fee.

JANUARY 20, 2027 - MARCH 20, 2027
30–89 DAYS PRIOR TO THE EVENT:

A refund is available, less a cancellation fee equal to 25% of your registration price. Registrants may transfer their registration to another attendee or to the next meeting. A registration may be transferred only once and is nonrefundable after being transferred.

MARCH 21, 2027 - APRIL 21, 2027
29 OR FEWER DAYS PRIOR TO THE EVENT:

Registration may be transferred to another attendee only, and that attendee must meet all applicable registration requirements. The full registration fee remains due. No refunds or transfers to a future meeting are available.

Policy:

The IMFA is dedicated to a pleasant event experience for attendees. All participants, including but not limited to IMFA staff, speakers, officers, directors, committee chairs and members, other volunteers, sponsors, and other attendees, are expected to adhere to this Event Code of Conduct (“Code of Conduct”). This Code of Conduct applies to all in-person and virtual IMFA events, including without limitation the spring and fall meetings, and meetings of the Board of Directors, committees, and membership.

Alcohol Use:

Alcoholic beverages may be served at IMFA events. IMFA expects participants at its events to consume alcoholic beverages responsibly. IMFA reserves the right to deny service to participants for any reason and may require a participant to leave the event.

Unacceptable Behavior:

IMFA has zero tolerance for any form of discrimination or harassment, including but not limited to sexual harassment, by participants at IMFA events. This includes:

• Harassment, intimidation, or discrimination in any form.
• Physical or verbal abuse, including unwelcome touching, of any attendee, IMFA staff member, speaker, volunteer, exhibitor, hosting event staff, or other meeting guest.
• Unacceptable behaviors also include, but are not limited to, comments (including jokes) related to gender, sexual orientation, disability, physical appearance, body size, race, religion or national origin, inappropriate use of nudity and/or sexual images in public spaces or in presentations, or deliberate intimidation, unwanted photography/recording, threatening, or stalking of any attendee, IMFA staff member, speaker, volunteer, sponsor, hosting event staff or other meeting guest.

Enforcement & Reporting:

1. Participants who are asked to cease any behavior(s) contrary to this Code of Conduct are expected to comply immediately.
2. IMFA reserves the right to take any action deemed necessary, including immediate removal from the event without warning or refund, in response to any behavior deemed inappropriate under this Code of Conduct.
3. IMFA reserves the right to prohibit attendance at any future event by any individual found to have acted in violation of this Code of Conduct.
4. Persons experiencing harassment or hearing of any incidents of unacceptable behavior in violation of this Code of Conduct are asked to contact an IMFA staff member and ask for the Chairman. If the Chairman is not available, IMFA’s Executive Director should be contacted.  The IMFA Chairman or Executive Director, as appropriate, is authorized to make a determination, based upon reasonably available facts, regarding whether a violation has occurred and, if so, to take appropriate action in response to the violation.
5. A decision made under paragraph 4 immediately above is appealable to the IMFA Board of Directors, but only by a person determined to have violated the Code of Conduct.
6. IMFA has no power whatsoever to prevent any person accused of improper behavior who believes such action has caused him or her legal harm from instituting legal action against the person he or she believes has caused the harm.

HOW TO ACCESS MEMBER DISCOUNTS

Member discounts are made available upon receipt of the current dues' year membership dues payment. A member must log in via their Member Portal account or at registration to access discounts. Discounts should automatically apply at registration. Please contact IMFA staff at info@imfa.org with any questions.

CHARTER MEMBERS

Eligible for $500 discounts off of each registration (up to 4).

PREMIER MEMBERS

Eligible for $500 discounts off of each registration (up to 2).

AFFILIATE MEMBERS

Eligible for $500 discounts off of each registration (up to 1).

UNIVERSITY MEMBERS

Eligible for $500 discounts off of each registration (up to 1).

All invoices must be paid prior to the event. Attendees with outstanding balances will not:

• Receive a name badge
• Be granted access to the conference app
• Be included in the attendee list

If payment has not been made in advance, on-site credit card payment will be required before check-in is permitted.

Photographs and/or video recordings will be taken throughout all in-person and virtual events and conferences, including photographs and/or video recordings of attendees. By attending an IMFA event, you grant IMFA the perpetual right to use such photographs and/or video recordings containing your image or likeness in any medium for promotional and other reasonable purposes without compensation, and you hereby release IMFA from any claims or liability in connection with such use.