Welcoming Environment and FAQ

Download the APA Rules of Conduct

as of December 2024

Introduction

The American Planning Association (APA) is committed to establishing, maintaining, and protecting a welcoming environment free of discrimination and harassment in any form, for everyone. To that end, APA is issuing these Rules of Conduct for all APA functions — both in person and virtual — including its online communities. It is our hope that these Rules will promote a welcoming environment for all who attend APA meetings and other APA functions.

A. SCOPE

The APA Rules of Conduct apply to all participants (members and non-members), guests, sponsors, volunteers, and vendors/exhibitors at all official Association functions, including but not limited to:

1. National conferences and meetings, including meeting breakout sessions, tours, and social events, as well as all meeting-related events that are sponsored by the Association;
2. APA online discussion boards, APA social media groups, and emails addressing APA policies or other APA issues;
3. Meetings, retreats, social events, conference calls and any online or email communications of the APA Board of Directors, AICP Commission, APA Foundation Board of Trustees, Chapter President's Council, Divisions Council, and Student Representatives Council, as well as meetings, calls and digital communications of national committees and task forces; and
4. Meetings, retreats, social events, and conference calls sponsored by any APA Division and any online or email communications involving Division policies or issues.

These Rules also apply to all conduct by members of the APA Board of Directors and AICP Commission when acting in their capacity as leaders, regardless of whether such conduct occurs at an APA function. Members of the APA Board or the AICP Commission will be considered as acting in their capacity as leaders when they are attending an event as a representative of the APA or the AICP, and when they are speaking on behalf of the APA or the AICP.

Coverage

If an APA or AICP member experiences, witnesses, or is accused of, harassment or discrimination at the member's own or another institution, at a place of work, at a research facility, or online, but not in a context addressed above, APA will not become involved. We encourage members to contact the appropriate officer/official(s) at that location or institution who handles such issues. The APA strongly encourages all of our chapters to adopt their own rules of conduct that apply to chapter-sponsored events and chapter leaders. The APA will not become involved in incidents at the chapter level, but will consult with any chapter that seeks its input as the chapter considers adoption or modification of its rules of conduct. The APA requests that any chapter that takes disciplinary action against a member based on its own rules of conduct advise APA's Welcoming Environment Committee of that action. Planning Student Organizations should comply with applicable rules of their sponsoring academic institution.

B. PROHIBITED CONDUCT

To nurture a welcoming APA environment, some behaviors are expressly prohibited. Prohibited conduct includes, but is not limited to:

1. Harassment or discrimination based on gender, sexual orientation, physical or mental disability, medical condition, physical appearance, ethnicity, race, religion, nationality, or any other group identity or basis protected by federal law;
2. Sexual harassment or intimidation, including unwelcome sexual attention, stalking (physical or virtual), demeaning gender-based comments, or unwelcome physical contact;
3. Harassment or discrimination based upon any position of influence;
4. Refusing to provide goods or services to a person or group of people based on gender, sexual orientation, physical or mental disability, medical condition, physical appearance, ethnicity, race, religion, nationality, or any other group identity or basis protected by federal law;
5. Abusive, discriminatory, derogatory, ridiculing, lewd, or demeaning language, conduct, or presentation materials (visual or auditory);
6. Bullying or displaying a pattern of repeatedly and deliberately harming and humiliating another person;
7. Yelling despite being asked to stop, offensive ridiculing, or threats (verbal or physical);
8. Physical violence or threat of violence; and
9. Retaliation aimed at a complainant or anyone who reports an incident or who aids in a complaint investigation.

Final Comments:

It is important to recognize that the APA is not a law enforcement entity. While we are striving to offer a welcoming environment to all attendees at our functions, we are not responsible for the conduct of any individual. We assume no duty to halt, limit, or address any problematic or illegal conduct, and we disclaim liability for conduct between and among any individuals.

Rather, in adopting and disseminating these Rules, APA's purpose is to encourage appropriate behavior and to address allegedly inappropriate behavior in a fair manner. We want to do what we reasonably can to help assure that all participants and attendees at APA functions are treated in a welcoming manner. It is our hope that these Rules will help to result in a welcoming environment for all who participate or attend APA functions.

What are my registration options?

Refer to the registration page for registration rates.

Register Early and Save $50

Registration rates for members will increase after the early deadline: Friday, February 28, 2025, at 11:59 pm EST.

Will NPC25 be an in-person conference in Denver or is it online?

NPC25 includes two separate, unique events:

• An in-person conference in Denver, March 29–April 1, 2025
• An online conference April 23–25, 2025

Where is the in-person conference being held?

NPC25 will be held at the Colorado Convention Center.

What time zone is the conference in?

The program and all times listed are in the Mountain Time Zone (MT).

How do I book a hotel for NPC25 in Denver?

APA has hotels available through this site.

Is the full program posted online?

The NPC25 program is continuously being updated with new events and sessions. Please check back regularly for the latest information.

Will there be a luggage/coat check?

Luggage/coat check will be available on Tuesday, April 1 from 8 a.m.–2 p.m.

Will meals be provided for attendees?

Meals will not be provided for attendees at the conference. Light refreshments will be served daily in the Hub. There will be other onsite food and beverage options available at the Colorado Convention Center.

 

Can I register for just one day?

One-day registration options are not available for this conference.

How much is registration if the early-bird deadline is missed?

The registration fee after the early-bird deadline increases by $50.

Is there a way to register several colleagues for this conference without doing it under my nonmember account?

No, each attendee must be registered individually whether through a non-member or member account.

Are there non-profit registration rates?

We do not offer non-profit registration rates for the conference.

Is it possible to pay through a payment plan?

Payment plans are not available for conference registration fees.

Can I pay with a check for NPC25 in Denver or online?

You can pay for your registration with a check. If you are mailing a check, please send an email with a tracking number to registrationchanges@planning.org. Make checks payable to the American Planning Association and send them to the American Planning Association, Suite 1200, Attn: Meetings Department, Chicago, IL. 60601. For NPC25 in-person, checks must be received by March 7. For NPC25 Online, the check must be received by April 11. All checks should be mailed via FedEx, USPS, or UPS with tracking information. Any checks after this date will be returned to the sender.

Can I be invoiced?

Please fill out the Registration Invoice Request Form (regular attendee). This information is also available on the conference website on the registration page. For Speakers use the Speaker Registration Invoice Request Form.

How can I update my NPC25 registration details?

Once your registration is complete you will be able to log into the program website to access your registration to make updates or purchase additional tickets.

Do I need to pay for my main registration first before purchasing ticketed events?

You can purchase tickets for events and pay for your conference registration in a single transaction.

What is the process for adding ticketed events?

For additional special events tickets, please contact registrationchanges@planning.org with the best time and date to contact you, name of special event(s) and number of tickets.

Registered attendees may purchase one mobile workshop and orientation tour per registration.

Are the sessions at the online conference only recorded from the in-person conference?

The online conference will offer content and presentations tailored specifically for the virtual format. While there will be certain session videos available, such as the Keynote speech, the online programming is largely separate from the conference program in Denver.

Does registration include access to conference recordings?

You will have on-demand access to the recorded sessions for two weeks after the online conference. After the initial period has passed, recordings will be available later in the year through a Passport subscription.

Are group discounts available?

Group discounts are not available for the conference.

Is group registration available?

Group registration is not available.

Can I substitute or transfer my registration to my colleague?

Registration substitutions and transfers are not available.

Does APA offer any discounted rates?

APA does not offer discounted registration rates for any groups including military, non-profits, AmeriCorps, other associations, etc.

What is the cancellation policy for NPC25?

The last day to request a cancellation is on Friday, March 7, 2025, 11:59 PM ET. Cancellations will be charged a $50 admin fee. Please send a written cancellation request to registrationchanges@planning.org.

I'm a member of the media. How can I get a complimentary media pass?

APA provides a limited number of complimentary media registrations to NPC. To request a complimentary media registration, email Roberta Rewers.

What is the last date to register for NPC25 Online?

You can register for NPC25 Online until April 25, 2025, 11:59 PM ET to access sessions online post-conference.

Does APA provide scholarships, travel, hotel, honorarium, or free full-access registration?

We do not compensate or cover travel expenses.

As a speaker who will only be attending one session, can you register for a single session?

We don't have an option for speakers to register for just one session, however, you can submit a guest registration request. This option restricts the speaker from purchasing tickets or attending any other part of the conference. Only one guest registration per session will undergo a review process. Contact speakerinfo@planning.org for the guest registration form.

Do you have to be registered for the conference to attend a Mobile Workshop?

You need to be registered for the conference to attend a Mobile Workshop. Mobile Workshops are an additional registration option and have separate fees.

How can I purchase a 2nd Mobile Workshops (MW) or Orientation Tours (OT) ticket?

Due to limited capacity and the assignment of CM credit, only one ticket for Mobile Workshops (MW) or Orientation Tours (OT) can be purchased per person.

Is there a waitlist for sold-out events/workshops?

We do not have a formal waitlist for sold-out events. To increase your chances of accessing a sold-out event, check the registration page for any cancellations regularly. We do use a waitlist onsite to accommodate no-shows. Please check in at the Mobile Workshop desk to access those lists.

What are the Mobile Workshop Registration & Waitlist Rules

• Each Mobile Workshop and Orientation Tour requires a unique ticket purchase. 
• When a Mobile Workshop or Orientation Tour reaches full capacity, an attendee may join the waitlist. Joining the waitlist does not guarantee a spot in the event. 
• To join the waitlist, attendees must complete an online form that can be found at the Mobile Workshop Departure Area. 
• Joining the waitlist can only be done on the day of the activity. 
• Waitlist spots are filled on a first-come, first-served basis. 
• If multiple people sign up for the same waitlisted activity, priority will be given to those who joined the waitlist first. 
• Ticketed attendees will board first, and any available spots will then be offered to waitlisted attendees. 
• If an attendee is called from the waitlist, they are required to make an onsite credit card payment.  
• The waitlist is available only for Mobile Workshops and Orientation Tours. It is not available for Special Events.

Is there an opportunity to volunteer for the conference?

Volunteer opportunities are available to student members who have registered to attend NPC25.

Do I need to be a student member to get the student registration rate?

Yes, you must be a student member of APA to get the student registration rate.

I am a student about to register for the conference and would like to volunteer. How can I register?

Students must be registered to receive volunteer information. Volunteer information will be available closer to the conference and available on a first-come, first-served basis.

Can I earn CM at the conference?

AICP members will have the option to earn CM credits during NPC25. General CM and mandatory Law, Ethics, Equity, and Sustainability and Resilience credits will be available during the conference.

Will I receive AICP credit if I watch the session later, or do I have to watch the sessions as they are scheduled?

To claim CM credits, it is essential to attend the live session as scheduled in full. If you opt to watch later by purchasing Passport, you can claim your CM at the end of each session watched.

How can I access recordings from Denver and online sessions after the on-demand period ends?

Recordings from NPC25 will be available online in Passport later this summer.

Will I be able to obtain CLE/AIA/LA CES credits at NPC?

Sessions at NPC exclusively contribute credits toward earning CM. Other credits, such as CLE, LA CES, or AIA, are not available for sessions at NPC.

What is Passport?

Passport is APA's online learning subscription service. For just $180 per year, you get unlimited access to on-demand education and live online webinars, courses, and workshops. This includes recordings from NPC25 and past and future conferences.

How do I sign up for Passport?

Go to planning.org/passport/access to purchase a subscription.

How will I access NPC25 Online?

When the program goes live, you can access it from the APA conference website where you view the online program. Make sure you are logged into your APA account. Click into the session and select the session, click LIVE STREAM BUTTON to view.

Will closed captioning be available for online sessions?

Yes, there will be closed captions provided for each session.

Can my colleagues view NPC25 Online with me?

Only the registered attendee is authorized to view NPC25 Online content and receive CM credits.

Are there exhibit spaces and sponsorships available for NPC25?

APA offers a variety of opportunities for interested partners to become exhibitors/sponsors at NPC25. Review the sponsor and exhibit opportunities in our prospectus today.

Please contact Patty Wanzer at pwanzer@planning.org or 202-277-9394 for further details.

What are the show hours?

The Hub floor will be open:

• Saturday, March 29, from 10:00 a.m.–6:30 p.m. (the last 90 minutes is our opening celebration)
• Sunday, March 30, from 10:00 a.m.–5:00 p.m.
• Monday, March 31, from 10:00 a.m.–5:30 p.m. (the last 60 minutes is our closing party)

How many conference registrations come with my exhibit booth?

There are a variety of options for sponsorships and exhibits at NPC25. Registration and Hub hall passes are varied based on the options you purchase. Review all the sponsor and exhibit opportunities in our prospectus.

When will we receive our booth number?

You can select your preferred booth location on the floor plan (from the available booths) after you select your sponsor or exhibit level.

When will I receive an invoice for our booth?

You will receive an email confirmation of your sponsor or exhibit level, booth number, and any sponsorship selections with payment received. If you have a balance due, there will be an invoice included in the email confirmation.

Do you offer free parking for exhibitors?

The Colorado Convention Center does not offer parking for exhibitors.

What is the booth cancellation policy?

Cancellation of a sponsor or exhibit level must be made in writing to APA. No refunds will be made for any reason, even if the booth is resold. In addition, the sponsor or exhibitor loses the right to use the complimentary full conference registrations or exhibit-only badges granted by the contract. APA reserves the right to terminate the contract immediately and to withhold from the sponsor or exhibit possession of the space and the sponsor or exhibitor shall forfeit all space rental and sponsorship fees paid if, (a) the sponsor or exhibitor fails to pay all fees due upon submittal of the contract online (or make payment via check or wire transfer by the deadline posted) or (b) the sponsor fails to perform any material terms or conditions of the contract or refuses to abide by the exhibit contract Rules & Regulations.

I will be speaking and exhibiting, could I use my exhibitor comp in exchange for speaker registration?

We do not allow the use of complimentary exhibitor registration for speakers who will be presenting at our conference.