SPOKESPERSON POLICY

Approved by Board of Directors
May 12, 2026

PURPOSE

To safeguard the organization’s independence, avoid conflicts of interest, and ensure consistent messaging, this policy defines when and how board members may engage with exhibitors, vendors, and sponsors as spokespersons or representatives.

SCOPE

This policy applies to all members of the Board of Directors, with additional restrictions for members of the Executive Committee.

POLICY STATEMENT

1. Executive Committee Restriction (Full Prohibition)

Members of the Executive Committee (including the Board President, President-Elect, Treasurer, Past President, and any other designated officers):

• May not serve as spokespersons, advocates, or representatives for any exhibitor, vendor, or sponsor affiliated with the organization.

• May not participate in promotional activities, endorsements, testimonials, or media appearances on behalf of such entities.

• May not lend their name, title, or organizational affiliation in connection with exhibitor or vendor marketing or communications.

This restriction applies regardless of whether the activity is compensated or voluntary.

2. Board Member Participation (Limited & Controlled)

Non–Executive Committee board members may engage as spokespersons or participants for exhibitors, vendors, or sponsors only under the following conditions:

• Prior Approval Required

  • All requests must be submitted to and approved in advance by the Executive Director (ED) or their designee.

• Centralized Coordination

  • The Executive Director will serve as the sole point of contact for all exhibitor/vendor requests involving board members.

  • Board members may not independently accept or solicit such opportunities.

• Alignment with Organizational Interests

  • Participation must align with the organization’s mission, values, and strategic interests.

  • The ED, in concert with the Board President, may deny requests that pose reputational, ethical, or operational risks.

• Clear Role Distinction

  • Board members must clearly state when they are acting in an individual or professional capacity, not as representatives of the organization.

• No Implied Endorsement

  • Participation must not suggest organizational endorsement of the exhibitor or vendor.

3. Prohibited Activities (All Board Members)

Regardless of role:

• Using board affiliation to provide preferential access, influence, or advantage to any exhibitor or vendor.

• Participating in promotional activities that conflict with the organization’s interests.

• Representing themselves as speaking on behalf of the organization without explicit authorization.

4. Disclosure and Conflict of Interest

• Board members must disclose any financial, professional, or advisory relationships with exhibitors, vendors, or sponsors.

• Any board member with such a relationship must recuse themselves from related discussions and decisions.

5. Use of Title and Affiliation

• Board titles may not be used in vendor or exhibitor materials without prior written approval from the Executive Director.

• Even when approved, such use must include a disclaimer clarifying that views expressed are those of the individual.

6. Enforcement

• The Executive Director, in consultation with the Board President, will oversee implementation.

• Violations may result in corrective action, including revocation of participation privileges or removal from the board, consistent with the bylaws.

7. Acknowledgement

All board members must review and acknowledge this policy annually.