#TXPAYCON Conference Policies

FULL CONFERENCE REGISTRATION CANCELLATION POLICY

If you register for the 2026 conference but are unable to attend, we encourage you to send a substitute.  All substitution requests MUST be received by TPC no later than August 15, 2026. 

NOTE: Substitutions submitted on or after August 1, 2026, will incur a $125.00 admin fee.
 
If you cannot send a substitute, NO REFUND WILL BE GRANTED. However, a 50% credit of your 2026 registration fee will be considered (with board approval) to be used ONLY towards your 2027 conference registration.  A written cancellation notice MUST be received by TPC and postmarked no later than August 15, 2026. 
NOTE: Cancellation requests received after the August 15^th deadline will not be considered for credit to be used towards the 2026 Conference.
 
ONE DAY REGISTRATION CANCELLATION POLICY
 
If you have registered for the Thursday or Friday one day registration at the 2026 conference and cannot attend, we encourage you to send a substitute. If you cannot send a substitute, NO REFUND WILL BE GRANTED. No substitutions for the 2026 Texas Payroll Conference will be made after August 15, 2026.
 
NOTE: Substitutions submitted on or after August 1, 2026, will incur a $125.00 admin fee.



Admission Policy:
Upon arrival, attendees must check in at the registration desk to receive the conference badge and other conference materials.  Please be prepared to show a photo ID, as you will not be issued your conference materials without a photo ID. Your conference badge MUST always be visible. 

Admission to class sessions, meals, and the Exhibit Hall will be by conference badge only and is strictly enforced. Anyone not registered for the conference will not be admitted to any sessions or meals. Only conference attendees and registered guests will be admitted to the Friday Night Event.

CONTACT INFORMATION
Email:  Registration@txpayrollconference.org

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GENERAL POLICY
All cancellations and requests for a refund must be submitted in writing to the TPC address provided.

Cancellations received before midnight on June 20, 2026, will result in TPC retaining 25% of the initial payment. Cancellations received between June 21, 2026, and July 21, 2026, will result in TPC retaining 50% of the initial payment. No refund requests will be granted after July 21, 2026.

TPC reserves the right to resell sponsorships not paid in full, without notice or refund, after July 16, 2026. TPC also reserves the right to deny exhibit space to companies with an overdue account balance with TPC or any of its affiliates.

In the event of cancellation of the Exhibit Hall due to fire, strikes, government actions (including but not limited to actions related to domestic terrorism or war), or other causes beyond TPC’s control, TPC shall not be held liable for its failure to hold the Conference and Exhibit Hall. TPC will determine the amount of exhibit fees, if any, to be refunded.

EXHIBITOR BOOTH POLICY
Full payment for exhibit space is due at the time of registration if paying by credit card.
If paying by check, payment is due within 21 days of registration. If taking advantage of special pricing, payment is due according to the terms of that special pricing.

Payments made by check should be mailed to:
Texas Payroll Conference
Attn: Exhibitor Chair
1732 Milestone Ridge
Lewisville, TX 75067
 

CONTACT INFORMATION
The Texas Payroll Conference invites you to visit our website at www.txpayrollconference.org to obtain the most up-to-date information and to see which sponsorships are still available. You may contact our Meeting Planner, Donna Hoye, at 972-953-8822 or by email at donna@planitplanners.com or exhibitor@txpayrollconference.org

SPONSORSHIP PAYMENT POLICY
Payment terms for sponsorships are outlined in your contract, and an invoice will be provided specifying all payment due dates. After July 16, 2026, full payment must accompany the signed sponsorship contract.

Purpose
Volunteers are essential to the success of the Texas Payroll Conference. By staying organized, proactive, and engaged, you help create a smooth and professional experience for all attendees. This policy is designed to provide all conference volunteers with a set of principles and expectations for appropriate conduct and behavior.

Adherence to Policies
The Conference develops policies, procedures, and guidelines with input from both staff and volunteers and with consultation from legal, finance, and risk management experts; our policies, procedures, and guidelines are updated regularly as new situations emerge. Volunteers, attendees, exhibitors and board members are expected to comply with the Conference policies including those described in this document. Failure to comply may be grounds for disqualification and/or removal.

Attendance
The Conference requests volunteers to be reliable and punctual in reporting for scheduled volunteer activities. While the Conference will attempt to be flexible in all cases, volunteers are expected to notify the Volunteer Chair (or a board member if the chair is unavailable) if they will be absent or late, so arrangements can be made for handling their responsibilities.

Good Stewardship
Serving in a volunteer position requires good judgment and reasonable management risks. All volunteers will be given a general company orientation and specific training to understand and manage the risks in carrying out their specific jobs. Volunteers will be required to comply with company policy and to conduct conference business in the direction of the Conference and within the scope of their duties as a volunteer. This will help minimize the risk of liability to the Conference and reduce the risk of injury (physical or economic) to the volunteer and the people the volunteer associates with or tries to help.

Conference activities with inherent risks would include the transportation of decorations, attendees, interacting with attendees, organizing, assisting board in carrying out duties, or serving in a governance role, on a committee or in a leadership role. There are specific procedures and manuals that guide the volunteer in conducting these activities in a safe manner.

The Conference indemnifies its volunteers against liability incurred while performing their volunteer duties conducted at the request of the Conference. The Conference purchases and maintains insurance policies, wherein volunteers are additional insureds, to provide the financial ability to fully indemnify, defend and settle any claims of liability.

Code of Conduct
To ensure a positive and productive volunteer experience, consider these expectations and responsibilities:
· Arrive on time and commit to the agreed schedule.
· Communicate any absences or changes in availability promptly.
· Follow the organization’s guidelines and policies.
· Complete assigned tasks to the best of your ability.
· Be respectful and collaborative with staff and fellow volunteers.
· Provide feedback and share ideas for improvement when appropriate.

To ensure that the Conference is safe, productive, educational and enjoyable for all its attendees, we ask all volunteers to agree to this Code of Conduct.

1. Respect and Inclusion
· Treat every volunteer, staff member, and member of the public with kindness, respect and courtesy. We have zero tolerance for discrimination, bullying, or harassment based on any characteristic.
· Avoid language that could be seen as offensive, exclusionary, or inflammatory.
· Respect the different perspectives and experiences that people bring to the group.

2. Safety First
· Always follow the directions of the Conference Board Member. They are there to ensure the safety of the group and the protection of the environment.
· Only use tools after receiving instruction. Take responsibility to operate in a safe manner and not put yourself, or others, at risk.
· Do not attempt any task that makes you feel unsafe or that you are not physically comfortable doing. Your wellbeing is more important than any piece of litter.

3. Professionalism at the Conference
· When volunteering with us, you represent the Conference. Please act in a way that maintains our positive reputation in the payroll community.
· If approached by members of the public or the media, be polite and helpful. If you are unsure how to answer a question, please refer them to a conference board member.
· Treat conference tools and equipment with care. Report any damage or loss immediately so we can repair or replace items for the next event.

4. Environmental Stewardship
· While we are there to learn, ensure we do not inadvertently damage the hotel.
· Help us accurately sort waste into recycling and general refuse categories on-site.

5. Raising Concerns
· If you feel uncomfortable, witness inappropriate behavior, or spot a safety hazard, please speak to a conference Board Member immediately. We take all concerns seriously and will handle them with discretion and fairness.

6. All volunteers shall abide by and conform to these professional standards:
· act honestly and ethically while in the performance of their volunteer duties.
· treat all conference attendees, volunteers, and board members with respect, courtesy, and dignity.
· not discriminate and shall be respectful of ethnic, national, cultural, and political differences.
· not harass, bully, or mistreat attendees or other volunteers.
· obey all applicable local, state, and federal laws, while acting on behalf of the Conference, including all laws and regulations that govern appropriate conduct in the workplace.
· deter wrongdoing and ensure accountability for adherence to the Code of Conduct.
· seek assistance if they have questions about any volunteer guidelines, including the Code of Conduct.
· If an attendee or volunteer has any questions or concerns about the code of conduct or wishes to file a formal complaint, they may contact president@txpayrollconference.org.

NOTE: The conference does not engage volunteers who have committed crimes of theft, violence, or dishonesty, or who have financial or sex-related offenses. Volunteers with a criminal record that includes these offenses are not eligible to serve.

Contact Information

Texas Payroll Conference
1732 Milestone Ridge
Lewisville, TX 75067
Email: Info@txpayrollconference.org
Website: txpaycon.org

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