POLICIES and GUIDELINES
Amended (January
2022)
POLICIES and GUIDELINES
Privacy Policy
The League of
Agricultural and Equine Centers is committed to protecting the privacy of its
members. This policy outlines how we handle information provided to us by our
members. When a member provides information to us, we will treat it according
to this policy. We encourage all members to read this privacy policy.
We protect the
information our members share with us when they submit a membership
application, membership renewal, or any other application or registration for
League programs and services. Access to this information is limited to other
League members and League staff who need access to do their job. On occasion,
authorized third-party agents may also need access to some of this information.
For example, if we need to ship something to a member, we must share the
member’s name and address with a shipping company. We only provide third-party
agents with the minimum amount of information needed to complete the requested
service or transaction. We do not otherwise share this type of information with
third parties.
Periodically,
we send information to our members via email and mail. These mailings will be
limited to information about League business, programs and services and may
include information about League sponsors. We do not share, sell or rent our
mailing list or membership list, except as may be required to facilitate League
mailings, such as using an authorized email provider to send out a League e-newsletter.
Our members will have access to our membership list, including contact
information, and we ask our members to treat this information as confidential
and use it only for League business purposes. Any member who abuses the
privilege of access to League information may have their membership revoked.
From time to
time, we may gather information from our members for the purpose of providing
them with useful data for their businesses. This data may include sensitive
business information, such as salary ranges for employees. When we gather such
information, we will keep individual responses confidential. Access to
individual responses will be limited to those staff members whose job it is to
collect and aggregate the data. We may aggregate all members’ responses into a
single data set, remove all potentially identifying details, and then make the
aggregated data available to our members for use in their businesses. We may
also share this aggregated data with third parties for business purposes, such
as soliciting new League members or working with other organizations to achieve
common business goals.
From time to
time, we may gather credit card information from our members for the purpose of
payment for League membership or services. We will maintain this information in
hard copy form in League offices, and access to such information will be
limited to League staff who need access to do their job. Credit card
information submitted for online payments will not be stored by the League
office.
We may respond
to subpoenas, court orders, or legal process. We also may choose to establish
or exercise our legal rights or defend against legal claims. We may collect and
possibly share information in order to investigate, prevent, or take action
regarding illegal activities, suspected fraud, situations involving potential
threats to the physical safety of any person, violations of the terms and
conditions of our website, or as otherwise required by law.
We may process
or store members’ information in U.S. databases. However, we will not retain
members’ information longer than is necessary for the purposes for which it was
collected.
If you have any
additional privacy questions or comments related to this privacy policy, please
contact us.
All updates to
this policy will be posted here. Last update: August, 2015.
Publication Policy
This policy
governs non-commercial publication of events, career opportunities, facility
news and industry news alerts which may be published in League newsletters, on
the League’s website, social media pages, included in special mailings and/or
registration package inserts for League sponsored programs.
Listing is free
to League members in good standing (paid in full on all accounts.) Listing for
ALL non-members is $125 per piece. Listing or publication will be for a maximum
of 30 days on the website and one issue annually in the newsletter.
The listing or
publication shall not exceed 100 words. Executive staff reserves the right to
condense/edit submission to conform to space limitations.
Waiver of fees
and/or size of member/non-member publications may be approved by a majority
vote of the League Board of Directors.
Annual Conference Symposium Host Site
Recommended Guidelines
1. The
Executive Staff shall have a host facility in place at the time the request is
submitted to the League Board of Directors for consideration.
2. The
Executive Staff will handle the following arrangements for the Symposium:
a. Selection
of the host hotel. The host hotel must be a full-service hotel property with an
in-house restaurant, catering services, fitness facility, business center,
internet capacity, AV services, onsite parking, on-line room reservation
capabilities, concierge services and laundry services.
Hotel property
must have a minimum of two (2) meeting rooms, each with a capacity of 150
seated theatre style or classroom style, open area for cocktail reception, and
seated meal function. There must also be a separate board room set for up to
twelve (12) people available all Symposium days.
Hotel must
have a separate room or foyer adjoining the meeting space to accommodate 8’ x
10’ trade show booths or 6’ display table spaces up to twenty (20) in total or
a suitable space in the meeting rooms.
Hotel must be
located within sixty (60) minutes of a regional or international airport. Preference
will be given to hotels that have airport shuttle service and are able to
provide a hospitality suite or area.
b. The
Executive Staff will present a recommended Symposium agenda to the League Board
of Directors at the six (6) month window prior to the conference. That agenda
shall include: detail on meeting requirements, meal requirements, suggested
speakers, social/hospitality functions, and sponsors exclusive to the Annual
Symposium.
c. The
Executive Staff will submit to the League Board of Directors a Symposium Budget
at three (3) month intervals leading up to the Symposium dates.
d. The Host
Facility and/or Executive Staff suggested options:
i. Secure
sponsors for meals/hospitality functions, meeting room charges, facility tour
fees, attendee gifts and transportation.
ii. Provide
welcome gift for attendees.
iii. Secure
the hotel Symposium room rate guarantee three (3) days on both sides of the
Symposium dates.
iv. Secure at
least two (2) equine facility tours during the dates of the Symposium.
v. Secure a
facility to host League equipment sponsor demos to take place during the
Symposium dates. Facility should have a competition quality equestrian dirt
show arena.
e. It is
recommended the Host Facility sponsor a reception or evening dinner and provide
staff to assist Executive Staff with all aspects of the Annual Symposium from
advance publicity through the conclusion of the event.
The League Footing Academy Site Recommended
Guidelines
1. The
Executive Staff will present to the League Board of Directors a facility’s
request to host the Academy.
2. The Host
Facility is responsible for the following arrangements:
a. Secure, at
no fee, a minimum of one indoor or covered all-weather facility for up to three
consecutive days. Facility must be within sixty minutes of an airport (regional
or international).
b. Facility to
provide support equipment for The League Footing Academy: water truck for
competition ring, adequate lighting, restrooms and one meeting room with a
capacity of fifty guests and basic AV services.
c. Secure a
host hotel. Hotel should be a full service property with in-house restaurant,
catering capability, fitness facility, a business center, meeting space,
on-site parking and complimentary airport shuttle service.
d. Hotel
should be within thirty minutes of host facility.
e. Host
Facility shall greet Academy attendees and assist with on-site registration.
f. Host
Facility shall be responsible for any and all additional expenses incurred such
as marketing, advertising, evening meals.
3. Host
Facility added options:
a. Provide or
arrange with the host hotel shuttle service each Academy day to and from the
host facility.
b. Provide
attendee lunches each Academy class day.
c. Provide a
welcome reception for Academy attendees.
d. Welcome
gift for all attendees.
Annual Conference Symposium and The League
Footing Academy- Host Site Employee Regulations
The Host
Facility for the League Annual Symposium and The League Footing Academy may
allocate up to three (3) employees with a “waived” registration fee. These
registrations will not include additional costs (CEU credits, travel, meals
outside of Symposium or Academy, or activities scheduled prior to or post
conference/academy). Any additional costs for facility employees will be
assumed by the individual or facility of employment.
Eligibility Requirements for Nomination and
Service on the League Board of Directors for Center Members
Candidate for Board consideration must be the voting designee for a Center
member in good standing. Good standing members shall be current League members
and possess no outstanding financial debts to the League.
The League Center member must have been a League member in good standing for a
minimum of three (3) consecutive years. Candidates must have attended 2
Symposiums in the last three (3) consecutive years.
An individual with any financial interest or doing business with the League is
not eligible to serve on the Board of Directors.
Nominations will be accepted from the floor, however candidates must declare
the day preceding League Board Elections by 11:59 A.M. local time and must
complete a Floor Nomination Application.
Floor Nomination Application
Eligibility Requirements for Nomination and
Service on the League Board of Directors for Allied Members
Candidate for Board consideration must be an Allied member in good standing.
Good standing members shall be current League members and possess no
outstanding financial debts to the League.
The League Allied member must have been a League member in good standing for a
minimum of three (3) consecutive years. Candidates must have attended 2
Symposiums in the last three (3) consecutive years.
An individual with any financial interest or doing business with the League is
not eligible to serve on the Board of Directors.
The Allied member Director shall be elected by a majority vote of other Allied
members.
Nominations will be accepted from the floor, however candidates must declare
the day preceding League Board Elections by 11:59 A.M. local time and must
complete a Floor Nomination Application.
Floor Nomination Application
Board Ex-Officio Members
The immediate past Chairman of the Board shall be an ex-officio member of the
Board. In the circumstance that the past Chairman is still serving in the
capacity as a fully vested member of the Board, the previous past Chairman
shall remain in that position. The ex-officio past Chairman may not vote unless
the bylaws allow for that right. He/she will be afforded the same rights as
other Board members, including debate and making formal motions. The ex-officio
past Chairman must have served a minimum of one (1) full (year) term as
Chairman of the Board to then serve in this capacity. The duties of the
ex-officio past Chairman shall be determined by the current elected Board
Chairman.
The League Board of Directors, by a majority vote, may designate an individual
to serve on the League Board as an ex-officio member not to exceed a term of
one (1) year. He/she may chair a League standing Committee or a Special
Projects Task Force.
Board of Directors – Commitment to Serve
Each member of
the Board of Directors elected to serve The League of Agricultural and Equine
Centers is expected to fulfill the following expectations for the duration of
his/her elected term.
- Attend via conference call
all regularly scheduled and special meetings of the Board of Directors.
- Attend the League Symposium.
- Attend the annual Board summer planning
meetings.
- Serve as a League Committee Chair, Vice
Chair, Committee Board liaison or other service as directed by the
Chairman of the Board.
- Support League programs, events and
activities utilizing his/her resources, contacts and industry knowledge.
- Personally recruit at least
two new League members during the term in office.
Executive Staff
The League
Executive Staff shall consist of an Executive Administrator.
Expenditure Limits
Under the
authority from the Chairman of the Board of Directors and the Board of
Directors of the League, normal expenditures incurred during the day to day
management of the League and League offices are hereby authorized for payment
in an amount up to $5,000.00. This authorization includes one-time expenditures
of up to $5,000.00. This authority is granted to the League Executive
Administrator. Any payment to the League Executive Administrator will be made
by a Board Officer.
Any exceptions
to the policy must be approved by the League Board of Directors by vote.
Refund of Registration Fees
This policy
governs the refund of registration fees for League sponsored events, including
but not limited to: Annual Symposium, The League Footing Academy and other
League events.
All
cancellations must be received in writing by the League office in Dripping
Springs, Texas to be processed. The request may be done via US Postal Service
or League office email. The request shall include the attendee’s name, email
address, membership status and amount paid. The League is not responsible for
delayed mail or incorrectly addressed correspondence. Refunds will be issued
within sixty (60) days after the League event.
Full refunds of
League event registration fees paid, less a $75.00 administrative fee, will be
granted until twenty (20) days prior to the first day of the League event.
Cancellation requests received after that date will be granted at 50%. There
will be no refund request honored within 72 hours of the League event start
date.
Social Media
The League
maintains a presence on social media in an effort to enhance communication
methods. The goal is to inform those interested in the activities of the League
and its members. Members are encouraged to submit facility news, events and
activities and industry news alerts to the League’s Executive Staff for
posting. The League’s Executive Staff reserves the right to accept, reject or
edit any submissions for posting.
The League
welcomes everyone’s comments and opinions. However, comments that are
inappropriate, offensive, factually incorrect or violent in nature may be
removed from any of the League’s social media sites by site administrators.
LEAGUE INITIATIVES
Any initiative
or program sponsored by or in the name of the League of Agricultural and Equine
Centers shall be approved by the League Board of Directors and shall have
appropriate signed Memorandums of Understanding, Performance Agreements and/or
contracts that detail all parties’ obligations and responsibilities. These will
be initiated under the auspices of the League Board of Directors and the Board
Chairman.