The Chesapeake Bay Division of the International Association for Identification (CBD-IAI) is committed to providing a professional, inclusive, and educational environment at each Educational Conference and associated events. Vendor sponsors play an essential role in supporting this mission through responsible engagement, collaboration, and ethical conduct. This Code of Conduct defines the expectations for all vendor sponsors and their personnel.

1. Professional and Ethical Conduct
Vendor sponsors and their representatives shall conduct themselves with professionalism, integrity, and respect at all times. This includes courteous interactions with attendees, presenters, students, hotel staff, all division volunteers and fellow vendors, while recognizing the diversity of backgrounds, experience levels, and perspectives present at the conference. All conduct must support a non-discriminatory, harassment-free environment. Discriminatory, aggressive, demeaning, or offensive behavior or language—whether in person, online, or during formal or informal events—is strictly prohibited. Vendor sponsors must present truthful, accurate, and transparent information regarding their products, services, capabilities, and credentials. Misrepresentation, deceptive practices, or unethical business behavior will not be tolerated.

 

2. Exhibition and Marketing Practices
Vendor sponsors are responsible for maintaining professional, orderly exhibit spaces staffed by knowledgeable personnel. Marketing and brand promotion must be conducted responsibly and without aggressive sales tactics, disruptive behavior, or interference with conference activities. Vendors shall respect exhibitor boundaries, event schedules, and all setup and teardown requirements. Fair competition is expected; vendors must not disparage competitors and should focus demonstrations and discussions on the merits of their own offerings.

 

3. Workshop Participation and Collaboration
During CBD-IAI workshops, vendor sponsors are expected to prioritize collaboration and education over competition. Vendors shall actively engage with all attendees by sharing expertise, explaining technology, and providing guidance on equipment operation. Vendors are expected to work cooperatively with other sponsors and participants to support accurate documentation outcomes, troubleshoot technical issues constructively, and maintain a positive, team-oriented learning environment. All equipment used in workshops must be safe, fully operational, and appropriate for the educational objectives. Equipment use must enhance, not hinder, the workshop experience for other participants.

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4. Confidentiality and Data Responsibility
Vendor sponsors must respect the confidentiality of sensitive or proprietary information encountered during the conference or workshops. Unauthorized disclosure of confidential information or actions that undermine the integrity of other participants are prohibited. Any attendee information collected during the event must be handled in accordance with applicable privacy laws and CBD-IAI policies. Personal data shall not be sold or shared.

 

5. Post-Conference Engagement
Post-conference communications with attendees must be professional and respectful. Vendors are permitted to conduct professional marketing outreach using the official conference attendee list. However, any subsequent individual follow-up should be directed only to individuals who have expressed interest and must avoid unsolicited or intrusive outreach.

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6. Compliance and Enforcement
Vendor sponsors must comply with all CBD-IAI policies, guidelines, and instructions provided before and during the event. Violations of this Code of Conduct may result in corrective action, including removal from the conference and/or exclusion from future CBD-IAI events. By participating in the CBD-IAI Educational Conference and associated workshops, vendor sponsors agree to uphold the principles of respect, integrity, collaboration, and education outlined in this Code of Conduct. CBD-IAI reserves the right to enforce these standards to ensure a professional and productive environment for all participants.

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