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PMA Meeting, Event and Program Policies and Code of Conduct

CANCELLATION POLICIES

EVENT AND PROGRAM REGISTRATION

Event registration cancellations must be made in writing. A full refund or waiver of event registration fee will be granted if written notice of cancellation is received by PMA at least seven business days prior to the event date. If you reserve and do not attend, you are liable for the registration fees. You may substitute attendees if necessary. 

 

AWARD ENTRIES

Award entries may be withdrawn or transferred but are not refundable. All requests for transfer must be made more than 30 days prior to scheduling of evaluation/consideration and/or 90 days prior to the event at which award winners will be announced.

 

EVENT SPONSORSHIPS & EXHIBIT BOOTH SPACE

All requests for cancellation of exhibit space and/or sponsorships must be made in writing. A full refund or waiver of exhibit booth and/or sponsorship fees, less a $500 administrative fee, will be granted if written notice of cancellation or reduction in contracted sponsorship is received by PMA more than 90 days prior to event date. Within 90 days of the event, no exhibit booth and/or sponsorship fees shall be waived nor shall refunds be made.

 
ADVERTISING SPACE

All requests for cancellation of advertising space must be made in writing. A full refund or waiver of advertising  fees, less a $500 administrative fee, will be granted if written notice of cancellation or reduction in contracted advertising space is received by PMA more than 90 days prior to publication date. Within 90 days of the publication date, no advertising fees shall be waived nor shall refunds be made.

 

PMA's Cancellation Policies remain in effect regardless of any change in company and/or property ownership and/or management and/or individual employment status that may occur after initial purchase.

CODE OF CONDUCT

The Property Management Association Code of Conduct applies to all Property Management Association meetings, events, and programs, whether in-person at public or private facilities or online during virtual events. PMA is committed to providing a productive and welcoming environment for all participants. All participants are expected to abide by this code as well as PMA’s Code of Ethics.

 

EXPECTED BEHAVIOR

  • Treat all participants with respect and consideration, valuing a diversity of views and opinions.
  • Be considerate, respectful, and collegial.
  • Communicate with respect for others, critiquing ideas rather than individuals.
  • Avoid personal attacks directed toward other attendees.
  • Be mindful of your surroundings and of other event attendees and venue/contracted support staff.
  • Alert on-premises security personnel and PMA staff if you notice a dangerous situation or someone clearly in distress.
  • Respect the rules and policies of the meeting venue, hotels, PMA contracted facility or any other venue associated with a PMA event.

 

UNACCEPTABLE BEHAVIOR

  • Harassment in any form, including bullying, threatening, stalking, intimidation, microaggressions, insinuations or disparaging comments that are hurtful or interfere with any other attendee’s experience.
  • Sexual harassment, including but not limited to, unwanted or inappropriate conduct, unwanted sexual attention, comments, jokes or advances.
  • Violence, threats of violence or violent language.
  • Possession of a weapon or any item that can be used as a weapon, which may be used to threaten or cause injury to others if used in a certain manner.
  • Discriminatory jokes and language based on sexual orientation, race/ethnicity, gender identity, religion/creed, national origin or political views.
  • Inappropriate photography or recording, including within the event environment for use on social media, without the prior permission of the individuals or owners of the content therein.
  • Failure to obey any rules or regulations of the event venue, including any destruction or vandalizing of personal or event property and materials.
  • Boisterous, lewd or offensive behavior or language that disrupts the event.
  • Drinking in an irresponsible manner.
  • Falsely reporting violations of this Code and/or retaliating against another participant for reporting a violation of this Code.
  • PMA reserves the right in its sole discretion to determine what constitutes unacceptable behavior and what actions it will take to address incidents that occur.

 

CONSEQUENCES FOR UNACCEPTABLE BEHAVIOR

Participants who are asked to stop their behavior will be expected to comply immediately. If an attendee or participant continues to violate this Code, PMA may take whatever actions it deems appropriate, including removal from event without refund, disqualification from attending future events, notification of participant’s employer or notification of on-premises security or local law enforcement as necessary.

 

REPORTING UNACCEPTABLE BEHAVIOR

If you are subjected to unacceptable behavior, notice that someone else is being subjected to unacceptable behavior or have any other concerns, please notify PMA staff, as soon as possible. All reported concerns will be treated seriously and investigated. All participants are expected to cooperate fully and honestly with any investigation.

ANTITRUST COMPLIANCE POLICY

The Property Management Association is committed to strict compliance with federal and state antitrust laws. These laws are designed to promote competition and protect against agreements or conduct that could unfairly restrain trade. Because PMA brings together competitors and partners within the property management industry, it is essential that all PMA activities are conducted in full compliance with antitrust law.

 

APPLICABILITY

This policy applies to all PMA members, staff, volunteers, speakers, guests and any other individuals participating in PMA activities, meetings, events, communications or programs.

 

PROHIBITED CONDUCT

Members must not engage in discussions, agreements or informal understandings—whether during formal meetings, informal gatherings, phone calls, emails, online forums or chats—that relate to:

  • Prices or fees (including rents, wages, salaries, commissions, management fees or other rates)
  • Costs, margins, discounts or profit levels
  • Terms or conditions of sale, service or employment (including warranties, credit terms or return policies)
  • Market allocation, including dividing up geographies, customers or services
  • Group boycotts or agreements to avoid working with a vendor, supplier or client
  • Bid rigging or agreements regarding who will or will not respond to RFPs
  • Hiring practices, such as agreements not to hire or solicit each other’s employees

Antitrust violations can occur without any formal agreement—even a casual comment, nod or the appearance of coordination may be enough to trigger liability.

Certain activities—such as industry surveys, data benchmarking, standard-setting or certification programs—may be permitted only with appropriate safeguards and legal review. These programs must not be used to restrict competition and must follow best practices to ensure data anonymity and aggregation.

 

REPORTING & ENFORCEMENT
If you observe or suspect any conduct that could violate antitrust law during a PMA activity:

  • Stop the discussion immediately.
  • Report the incident to a senior member of PMA’s staff or designated legal contact.

PMA reserves the right to take disciplinary action, including removal from a meeting or committee against any individual or company violating this policy.

 

ZERO TOLERANCE STATEMENT

PMA has a zero-tolerance policy for conduct that violates antitrust laws. All participants in PMA activities are expected to uphold this standard.

 

ACKNOWLEDGEMENT

Board members, Committee and Council leaders and members and others in leadership positions may be required to review and acknowledge this policy annually.

NOTETAKING AND MEETING RECORDING POLICY

The Property Management Association is committed to maintaining the privacy, accuracy and confidentiality of internal meetings, while also using  technology appropriately to support member learning. This policy  establishes clear guidelines for the use of AI notetaking tools and meeting recordings in two distinct settings:

  • Internal PMA meetings (e.g., Board, Committee, Council, Task Force): Recordings and AI tools are restricted to protect confidentiality.
  • Educational webinars and programs: Recordings may be used to share content with registered attendees, with prior notice provided.

 

APPLICABILITY
This policy applies to all PMA members, staff, volunteers, guests and any other individuals participating in PMA-sponsored meetings, events or programs, including Board, Committee, Council and Task Force meetings held in-person, virtually or in hybrid formats.

 

POLICY GUIDELINES

Internal Meetings

    • Do not use AI notetaking tools (e.g., Otter.ai, Fireflies, Zoom transcription bots) or record meetings—audio or video—without prior approval from the meeting organizer or PMA staff liaison.
    • PMA staff may record internal meetings or use notetaking tools solely for the purpose of preparing official minutes. These recordings will not be distributed and will be permanently deleted once the minutes have been finalized.
    • Do rely on the designated notetaker—typically PMA staff—to serve as the official recordkeeper.
    • Do request approval in advance if an accommodation or special circumstance makes the use of such tools necessary. Exceptions may be granted on a case-by-case basis.

Educational Webinars

    • PMA may record webinars or educational sessions for the purpose of sharing content.
    • Participants will be notified in advance when a session is being recorded.
    • Recordings will be made available to those who registered for the program and PMA members, unless otherwise noted.

 

REPORTING & ENFORCEMENT
If unauthorized use of AI notetaking tools or recordings occurs:

  • Stop the activity immediately.
  • Report the incident to a senior member of PMA’s staff.

PMA reserves the right to take corrective action, including deletion of unauthorized recordings or removal of participants from meetings or events.

 

ACKNOWLEDGEMENT
Board members, Committee and Council leaders and members and others in leadership positions may be required to review and acknowledge this policy annually.

PHOTO RELEASE CONSENT

By attending a Property Management Association meeting, event and/or program, whether in-person at public or private facilities or online during a virtual event, the attendee grants PMA permission to use their likeness in a photograph, video or other digital media in any and all of the Association's publications, including web-based publications, without payment or other consideration. Furthermore, the attendee acknowledges and agrees that all photos will become the property of PMA and thereby authorizes PMA to edit, alter, copy, exhibit, publish or distribute these photos for any lawful purpose. Additionally, the attendee waives any right to royalties or other compensation related to the use of the photos. Since anyone can download an image from the internet or make copies of printed materials, the attendee agrees that PMA is not responsible for the unauthorized use of the images.