Privacy Policy

CONFERENCE, EVENTS and ONLINE MEMBER FORUM FULL CODE OF CONDUCT

 

All attendees, members, speakers, sponsors, partners, and volunteers at our conferences, events (in-person or virtual) are required to read and agree to the following code of conduct. The CHMA Board of Directors will enforce this code throughout the event(s). We expect all to cooperate to ensure we help provide a safe place for everybody. By using the forum, you are also in agreement to the same code of conduct.

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Event refund policy. There are no refunds. Name changes are always accepted. For conferences please advise the host 1-week prior to the event start date. If you have any concerns or questions or need accommodations, please let a board member know.

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A full version will be provided prior to the event/conference, here is the short version:

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• Treat each other with respect and consideration

• Harassment-free experience for everyone, regardless of gender, gender identity, expression of interest, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), technology choices, or dress

• Zero-tolerance policy

• Sexual language, gestures, imagery is not appropriate for any event or online forum. Including language, talks, workshops, parties, after-parties, social media, direct messaging, or other communication forms. Members violating these rules may be expelled from the event, conference, forum, or website without a refund at the full discretion of the CHMA Board of Directors or conference host/organizers

• No photo policy. It is to be noted that speakers, sponsors, attendees, and other Members may not wish to have their photo or video taken and shared on social media. Consent is required. Please be mindful when recording or taking photos during any CHMA organized event

• Confidential information. It is understood that information shared on the Members-only forum and resource reference library are intended for internal purposes only for Members. Please do not share information or personal contact information outside of the association

• If you are being harassed, notice someone else being harassed, or have any concerns, please contact a CHMA Board Member or conference host/organizer immediately. Staff can be identified on our website or by wearing branded badges at the event or can be reached directly by email: info@chmaonline.com

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TRENT UNIVERSITY CONFERENCE AND HOSPITALITY SERVICES - GUEST CODE OF CONDUCT

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Trent University Conference and Hospitality Services seek to provide each guest in our residences with a comfortable and enjoyable environment which will allow for the best possible conditions for everyone. Operating as a hotel during the spring and summer months, certain standards of behavior are expected from our guests. This Code of Conduct reflects the minimum expectations.

Quiet Hours: To minimize the disturbance of other guests, quiet hours are between 11:00 pm and 7:00 am. Music is not to be played at an unreasonable level at any hour. Noise levels of any kind should never rise to a point that is audible in neighboring rooms, in the corridors, or in the common areas of the building.

 

Drugs: The use of illegal drugs will not be tolerated.

 

Alcohol: Alcohol consumption is to be kept within your residence room or common room only and by persons of legal drinking age. Only non-breakable containers i.e. can or plastic glasses please. Staff may confiscate alcohol from guests if found to be in public spaces such as hallways, lobbies or parking areas.

Smoking: Residences and all other campus buildings are smoke-free. Smoking is permitted in designated smoking areas outside campus buildings. Smoking tobacco, cannabis or electronic cigarettes (vaping) is permitted only in designated smoking areas.

Cleanliness: Each guest is responsible for their rental unit. Guests are to respect the fact that items in the common areas, such as food and beverages found in the refrigerator, may belong to other guests. Upon departure, guests are responsible for removing ALL personal food items from the common area. Please keep the common areas in a clean and appropriate manner. Guest rooms are cleaned at the end of each stay. Additional towels, toilet paper etc. are available at the front desk.

 

Damages: Each guest is solely responsible for any damage and loss of university property caused by his/her actions or neglect. All charges for damages and loss of university property will be itemized by room number and/or guest name and sent to guest for payment. Theft of any kind will not be tolerated. Furniture and other items must not be removed from the units and are to remain intact at all times.

Lost Keys/access cards: Lost keys/access cards pose a significant security risk to our resident students. If a key is lost, in order to ensure the safety of students living in residence, we must change the complete lockset; therefore, a $140.00 fee is charged to the guest upon checkout to cover the cost of these changes if the key is not returned. If the key is returned within 24 hours the charge will be rebated. If an access card is lost, a $10.00 replacement cost will be charged. All keys must be returned to the Conference Office, or designated checkout area, where guests will be asked to verify the return of their key by initiating the registration card before a guest’s departure.

Fire: Each guest is responsible for taking note of emergency escape routes in case of a fire alarm. All guests are expected to evacuate the building in a timely manner should there be a fire alarm. Tampering with fire and emergency equipment will not only result in immediate expulsion from residence but could also result in criminal charges laid by the City of Peterborough.

 

Pets: Pets are not permitted in the building with the exception of service animals. Guests who bring service animals into residence must advise in advance and have proper certification documents with them upon check-in.

 

Bikes: Bike racks are provided for the guests to use outside the main entrance to the building. We urge you to provide a secure and strong lock for your bike. We are not responsible for your personal property.

 

Parking: Parking is included in the nightly rates. (One vehicle per room/suite reserved).

 

Other: Cleats, rollerblades and scooters are not permitted in the halls and common areas of the building.

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Payment, Refunds and Name Changes Cancellations: Room charges or damages will be your responsibility. If CHMA is charged and invoice will be sent to your school with a $100 admin fee added to the today charge from Trent University. No refunds will be processed for early departures or removal from the property. Cancelations or Name Changes can not made after  3-weeks prior to the conference. If you have an emergency situation please contact info@chmaonline.com.

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Registration: Check-in and out times will be confirmed based on the Conference Agenda and Booking Agreement. A $25.00 surcharge will apply for check-ins after 10 pm.

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We expect all Members, participants, attendees, volunteers, staff, board members to follow the same policies and protocols as they are expected to as they would conduct themselves on their own campuses as employees of a Canadian post-secondary institution or business operating in Canada.

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CHMA reserves the right to change these policies at any time, without notice.