Accessibility in Conference Spaces

The International Nanny Association (INA) is committed to providing a welcoming, respectful, and accessible conference experience for all attendees. We recognize that attendees may have a variety of accessibility needs, personal responsibilities, and individual circumstances, and we strive to reduce barriers to professional development whenever possible.

To help us best support attendees, we encourage accommodation requests to be shared in advance whenever possible. Advance notice allows us to prepare and provide the best possible support, though we understand that needs may also arise during the conference or that attendees may prefer to share only what they are comfortable disclosing. Our team will make every reasonable effort to assist.

Support may include, but is not limited to, accessibility needs related to mobility or disability, medical, sensory, or communication considerations, caregiving responsibilities, feeding, dietary restrictions, religious observances, or other individual needs.

To help create an environment that supports learning, collaboration, and meaningful engagement, children under the age of 18 are not permitted in conference workshops or general sessions, except as outlined below.

**These guidelines are intended to balance the needs of attendees with caregiving responsibilities while preserving an environment that supports learning, collaboration, and professional development for all participants.**

Exceptions

1. Infants under 12 months of age

Infants under 12 months of age may accompany their registered caregiver into conference general and breakout sessions. Caregivers are encouraged, when possible, to choose seating near an exit to allow for an easy transition should the infant become vocal or otherwise disrupt the learning environment. If this occurs, we kindly ask that caregivers briefly step outside until they are ready to return.

Attendees are welcome to feed their child in the manner that is most comfortable for them. Caregivers are also welcome to quietly stand or move to the back of the room as needed.

A private space for feeding or pumping, as well as access to refrigeration for expressed milk, can be arranged upon request. Please speak with a member of the Conference Committee if these accommodations would be helpful.

To support attendees accompanied by infants, we kindly ask that those without accompanying children consider leaving seating near the back of the room available whenever possible.

2. Conference Award Ceremonies

Attendees receiving an INA award may have their children attend the applicable award ceremony when accompanied by another supervising adult. Eligible ceremonies include the Nanny of the Year Award, Service Award Pin Presentation, and Meritorious Service Award.

Adults and children age five and older attending these ceremonies are required to purchase a guest meal ticket.

Supporting One Another

As an organization built by and for childcare professionals, INA values kindness, respect, patience, and professionalism. We ask all attendees to extend courtesy and understanding to one another while helping preserve a positive learning environment for everyone. Together, we can help create a conference experience that is professional, respectful, and welcoming for all.

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 2027 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.

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.

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 may lose opportunities to sponsor, exhibit, speak or attend future events.

There are exceptions to this rule. Some “unofficial events” are held with the blessing of INA. In addition, the INA also works in cooperation with other events to hold their/ and our Board Meetings. Anyone can reach out to the INA Conference Committee with requests.
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 [email protected] 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.

Allergies and Meal Accommodations Policy

The International Nanny Association (INA) will make every reasonable effort to provide a variety of meal options during the conference, including vegan, vegetarian, gluten-free, and dairy-free selections.

Attendees with medically necessary food allergies must notify INA in advance. This policy applies to true food allergies or medically required dietary restrictions, not personal preferences.

All allergy-related requests must be submitted no later than March 20 in order to allow adequate coordination with the hotel and culinary team. Requests received after this deadline, including those made on-site during the conference, will not be accommodated. Attendees who do not submit requests by the deadline should plan to make alternative meal arrangements as needed.

Conference registration fees are inclusive of standard meal offerings and will not be adjusted based on individual dietary needs. An exception may be made only in cases where the venue is unable to safely accommodate a confirmed medical allergy and INA must secure meals through an external provider.