Conference Code of Conduct

The Federation of Canadian Municipalities is committed to the highest standard of respect and dignity at each one of its events. All delegates, speakers, sponsors and volunteers at the 2020 Sustainable Communities Conference must comply with FCM’s Code of Conduct. The code mandates that attendees conduct themselves in a safe and welcoming manner—free from harassment or discrimination. This core ethical standard applies to all facets of the conference, including social events, study tours, workshops, plenaries, political meetings and social gatherings where delegates are in attendance.

FCM does not tolerate harassment of any kind. Should you be subject to—or witness any—inappropriate behaviour or threatening behaviour or language, please notify registration staff. Anyone found to be acting in such a manner will have their registration revoked and asked to leave the premises immediately.

Hospitality events

More than 1,800 delegates attend the FCM Annual Conference and Trade Show (FCM AC), and our sponsors and exhibitors work hard to accomplish their goals: brand recognition and business development. However, the integrity of the Conference is diminished, and the value becomes diluted when companies seek—in an unofficial capacity—to “piggy-back” on the FCM event without directly collaborating with FCM. This practice will not be tolerated by FCM.

FCM works diligently to protect its exhibitors’ and sponsors’ investment and partnership. To our delegates, we ask that you decline invitations from organizations that are neither exhibitors nor sponsors of the FCM, and that you report violations to FCM. Please visit the conference’s website for a list of sanctioned FCM exhibitor/sponsor events.

Any company that is not exhibiting at or sponsoring the conference is “piggy-backing” off the FCM event. These practices may damage the FCM brand, reputation as well as the FCM delegate experience. Thank you for your collaboration and support to FCM’s exhibitors/sponsors.

Authorized soliciting and marketing

Except for authorized sponsors and exhibitors, delegates may not use the conference as a forum for soliciting and marketing to FCM’s municipal delegates. Those delegates wishing to have such privileges are encouraged to register for the conference as a sponsor or exhibitor. Otherwise, FCM may revoke the registration delegates who, in the opinion of FCM, conduct such soliciting and marketing activities.

Contact information

A list of all conference delegates (Name, Title, Organization) may be shared with conference sponsors. In addition, whenever you allow your conference badge to be scanned at an exhibitor’s booth, your professional contact information (name, title, organization, business address and business email) will be provided to that exhibitor.

Early-bird registration

Early-bird registration ends Friday, August 28, 2020 (11:59 p.m. EDT).

Payments

Registration fees must be paid in full by credit card (VISA, MasterCard or American Express) at the time of registration.

Carbon offset fees

In keeping with FCM’s efforts to reduce the environmental impact of its events, all registrations automatically include an optional carbon offset fee to offset greenhouse gas (GHG) emissions from air travel to the conference. The fee is calculated based on a return flight from the most populous city in your province to Toronto.

100% of this fee will be paid to Carbonzero and invested in a Canadian project that permanently retires GHG emissions. The fee is optional and if you wish to opt out from participating, simply select “Remove from Cart” next to the carbon offset fee in your shopping cart when confirming registration.

Taxes

The Canada Revenue Agency (CRA) has determined that the legal status of FCM must change from charitable to not-for-profit.  This change in legal status results in taxable registration fees for FCM conferences. In keeping with the GST/HST place of supply rule, registration fees are taxed based on the location where the conference is held. In 2020, the conference is being held in the province of Ontario and the applicable 13% HST is being applied. Each municipality is entitled to claim the applicable input tax credit (ITC).

Cancellations

If you need to cancel or change your registration for the conference, you must do so in writing by sending us an email, or contacting us by mail (see below). Cancellation requests will NOT be accepted by any other means.

Cancellation fees will be applied to conference registration and social events.

Refund schedule and policy

The amount of your refund will depend on when we receive your notice of cancellation. Please consult this schedule for refund amounts:

Notice of cancellation received by

Refund

By August 14, 2020 (11:59 p.m. EDT)

100%

Between August 15 and September 13, 2020 (11:59 p.m. EDT)

50%

On and after September 14, 2020

No refund

 

For cancellations received before September 13, 2020, refunds will be credited to you by cheque or to the original credit card used for payment. The following information will appear on the credit card statement once the refund is completed: FCM-FED CND MUN.

After September 14, 2020, refunds will only be considered for medical or personal emergencies only. Please send us an email to request a refund due to an emergency. For medical emergencies, you must attach a letter from your doctor.  The deadline to submit these requests is November 1, 2020.

We do not issue a refund or credit for portions of the conference which you did not attend. Delegates who do not attend meals or social events included in the registration fee will not receive a refund equivalent to the cost of the event, even if they were not in attendance for this portion of the conference.

Substitutions

Registration for the conference cannot be shared between two or more participants. Only one individual can be registered under a single registration, for the duration of the conference. However, delegates may nominate another person from their organization to attend in their place, up to 24 hours before the start of the event. Please send us an email to request a substitution. If a registered delegate is unable to find a substitute to take his or her place, the cancellation policy applies.

Registration confirmation

An email confirmation will be sent once registration has been completed and fully paid online. From your account in the new FCM portal, you will be able to update your profile, modify your registration, register a companion, and print a copy of your registration invoice.

Program

FCM reserves the right to make changes to the conference program at any time.

Disclaimer

Registration for study tours and social events is limited and will be allocated on a first-come, first-served basis. FCM reserves the right to cancel tours, programs or events due to insufficient registration or any other reason. FCM is not responsible for cancellation charges applied by hotels, airlines or travel agencies, or other losses incurred due to cancellation of tours, programs or events.

Photography / videos

FCM may take photographs and videos of delegates attending the conference. These photographs and/or videos may be used in the marketing and promotion of future FCM events, and also on FCM’s social media channels. They will not be distributed to third parties.

Information

Your contact information will be provided to exhibitors if they scan your badge during the trade show hours.

If you have any questions about these Terms and Conditions, please contact:

FCM Conference Registration
24 Clarence Street, Ottawa, ON, K1N 5P3 | register@fcm.ca | T: 613-907-6317

© 2019 Federation of Canadian Municipalities