Effective Date: August 11, 2025

Amended Date: June 18, 2026

National Speakers Association – Houston Chapter

Professional Conduct Policy

1. Purpose and Commitment

The National Speakers Association – Houston Chapter ("Chapter") is committed to providing a welcoming, inclusive, respectful, and safe environment for all members, event attendees, volunteers, vendors, and other participants. The Chapter strives to uphold the highest standards of professional integrity and ethical behavior in all Chapter activities, whether in-person, virtual, or hybrid.

This policy is designed to:

• Prevent harassment, discrimination, intimidation, retaliation, and other forms of misconduct.

• Promote respect, civility, and professionalism.

• Provide clear expectations for behavior and a process for addressing violations.

All participants are expected to conduct themselves in ways that:

• Reflect favorably on the Chapter, NSA National, and the professional speaking community.

• Support the Chapter’s mission, vision, and values.

• Foster a culture of inclusion and ethical practice.

2. Scope and Application

This policy applies to all individuals who participate in Chapter-related activities, including:

• Members, Non-Members, Student Members, prospective members, and alumni.

• Event attendees, guests, and volunteers.

• Vendors, contractors, exhibitors, sponsors, and partners.

• Speakers, facilitators, and trainers engaged by the Chapter.

• Board members, committee members, and staff.

It applies in all contexts where individuals are representing or participating in the Chapter, including:

• In-person events, meetings, and conferences.

• Online and virtual gatherings, webinars, and social media channels operated by the Chapter.

• Board meetings, committee meetings, and planning sessions.

• Social events and networking activities associated with the Chapter.

3. Definitions

Harassment: Any unwelcome conduct—verbal, physical, visual, or written—that a reasonable person would consider intimidating, hostile, degrading, or offensive. Examples include slurs, epithets, derogatory jokes, unwanted physical contact, offensive gestures, or repeated unwanted attention.

Discrimination: Unequal or unfair treatment based on a protected characteristic, including but not limited to race, ethnicity, national origin, ancestry, religion, creed, age, sex, pregnancy, gender identity or expression, sexual orientation, disability, body size, political beliefs, citizenship, genetic information, military status, or other characteristic protected by law.

Retaliation: Any adverse action taken against a person for reporting a concern, participating in an investigation, or opposing conduct believed to be a violation of this policy.

Conflict of Interest: Any situation in which a participant’s personal or financial interests could interfere with their duties or responsibilities to the Chapter. Board members are required to disclose actual or potential conflicts of interest annually on a conflict of interest disclosure form, consistent with IRS Form 990 governance requirements.

4. Expected Standards of Conduct

Participants in Chapter activities must:

• Treat all individuals with dignity, courtesy, and respect.

• Communicate professionally and avoid inflammatory, threatening, or obscene language.

• Uphold honesty, fairness, and transparency in all dealings.

• Protect the confidentiality of sensitive Chapter information.

• Avoid conflicts of interest and disclose any potential conflicts to the Board.

• Comply with all applicable laws and Chapter policies.

5. Prohibited Conduct

5.1 Harassment and Discrimination

Prohibited conduct includes, but is not limited to:

• Sexual harassment, including unwelcome advances, requests for sexual favors, sexually suggestive jokes, or other verbal/physical conduct of a sexual nature.

• Offensive or demeaning comments, slurs, or stereotyping.

• Intimidation, bullying, or threats.

• Microaggressions and subtle forms of exclusionary behavior.

• Derogatory comments based on appearance, accent, beliefs, or other protected characteristics.

5.2 Solicitation and Unapproved Promotion

Prohibited activities include:

• Using Chapter events, platforms, or membership lists to sell, market, or solicit business without prior written approval from the Chapter.

• Recruiting for unrelated organizations, political campaigns, or causes during Chapter activities without Board approval.

• Promoting multi-level marketing or investment schemes.

5.3 Alcohol and Substance Use

• Alcohol may only be consumed by individuals of legal drinking age and in a responsible manner.

• Illegal drugs and misuse of prescription medication are prohibited.

• Intoxication that impairs judgment or disrupts Chapter activities is prohibited.

6. Emergencies

In life-threatening situations or immediate physical danger:

• Call 911.

• Notify on-site security, event staff, or a Board member.

In times of crisis or urgent disruption, NSA Houston may activate emergency powers to ensure continuity, safety, and ethical standards. These powers include:

• Emergency Decision-Making Authority: The Chapter President, or a designated board member if unavailable, may act swiftly on behalf of the board to protect the organization’s interests.

• Crisis Management Protocols: A rapid response framework will guide communication, resource coordination, and operational adjustments during emergencies.

These measures are intended for rare, time-sensitive situations and must be documented, justified, and reviewed post-crisis to ensure transparency and accountability.

7. Reporting Concerns

7.1 How to Report

Anyone who experiences or witnesses behavior that may violate this policy should report it promptly to:

• The Chapter President.

• Any Board member.

• The designated Ethics Officer (currently the Immediate Past President, unless otherwise designated by Board resolution).

Reports may be made in person, by phone, or by email. An anonymous reporting channel is available through a dedicated email account managed by the Immediate Past President: pastpresident@nsahouston.org. Reports submitted to this address will be treated as anonymous if the sender requests anonymity.

7.2 Confidentiality

The Chapter will take reasonable steps to protect the confidentiality of all reports and the individuals involved, consistent with the need to investigate.

8. Investigation Procedures

• Upon receiving a report, the Chapter will acknowledge receipt within 5 business days.

• A preliminary review will determine whether an investigation is warranted.

• If warranted, the investigation may be conducted by the Chapter, an independent investigator, or both.

• All parties will be given an opportunity to present relevant facts and evidence.

• Findings will be documented, and appropriate action will be determined by the Board or designated authority.

• Investigations will be completed within sixty (60) calendar days of initiation. If the investigation cannot be completed within that period, the reporting party will receive a written status update at 30-day intervals until resolution.

Knowingly making false or malicious complaints will result in separate disciplinary action.

9. Retaliation Prohibited

The Chapter strictly prohibits retaliation against any person who reports a concern or participates in an investigation in good faith. Retaliation will result in disciplinary action, up to and including termination of membership.

10. Disciplinary Actions and Sanctions

Sanctions may include:

• Verbal or written warning.

• Removal from an event without refund.

• Suspension of membership rights.

• Loss of leadership position.

• Permanent expulsion from the Chapter.

Fast-Track Disciplinary Procedures: In cases of urgent misconduct, the board may accelerate review and resolution processes to uphold professional conduct and minimize harm.

11. Appeals

Any member subject to disciplinary action may submit a written appeal to the Board of Directors within 30 calendar days of notification. The Board’s decision will be final.

12. Alignment with NSA National Standards

This policy is intended to be consistent with the National Speakers Association’s Code of Ethics and Code of Conduct. Where there is a difference, the more stringent provision will apply.

13. Policy Review

The Board of Directors will review this policy annually to ensure compliance with applicable laws, evolving best practices, and the Chapter’s operational needs.

This version of the Professional Conduct Policy was adopted by the Chapter on August 11, 2025, amended December 1, 2025, and last amended June 18, 2026. It supersedes any previously adopted Professional Conduct Policy.