YMCA of the USA (Y-USA) is committed to creating a safe, respectful, and welcoming environment at all events. Through the values of caring, honesty, respect and responsibility and adherence to the highest ethical standards, this Code establishes expectations and guidelines for adult conduct to ensure a positive experience for all participants and protect the safety and well-being of all attendees. 

This framework is applied in conjunction with the Y-USA Event Attendance Decision Rubric, which establishes the behavioral expectations and prohibited conduct standards that inform risk assessment, tier classification, and attendance determination. 

Scope 

This Code applies to all adults (18+) participating in Y-USA events, including staff, volunteers, vendors, contractors, YMCA leaders, adult athletes, and guests. It applies to all event-related settings and activities including, but not limited to, event venues, receptions, networking events, virtual platforms, event related travel, and any other activity where participants are gathered related to the event.

Core Expectations

All participants are expected to be considerate, respectful, and professional; support a safe and welcoming environment; uphold YMCA values of caring, honesty, respect, and responsibility; and comply with all event rules, policies, and laws. Participants asked to stop behavior inconsistent with this Code are expected to comply immediately. 

Prohibited Conduct 

Unacceptable behavior includes, but is not limited to: harassment, discrimination, abusive conduct, sexual misconduct or exploitation, threats or violence, bullying, hazing, or coercive behavior; boundary violations (including inappropriate one-on-one interactions or favoritism); disruptive behavior; offensive language or materials; inappropriate photography or recording; misuse of digital platforms; unauthorized access to restricted areas or failure to follow supervision or credentialing requirements; use of alcohol or drugs in violation of event policies; illegal activity; retaliation against individuals who report concerns; and failure to follow safety or event rules. 

Youth Protection 

The safety of young people is Y-USA’s highest priority. Y-USA maintains zero tolerance for physical abuse, sexual abuse, sexual misconduct, exploitation, or grooming of any kind. Any credible report of such conduct will result in immediate removal from the event and referral for further review under Y-USA’s policies. 

When events include minors, adults must comply with the YMCA child protection policies and procedures and the YMCA Code of Conduct with Youth (Code of Conduct with Youth v.1.pdf). Y-USA maintains zero tolerance for abuse of any kind.  

Reporting Expectations 

Participants must report concerns or violations to event staff immediately, report emergencies to authorities, and cooperate with investigations. Y-USA prohibits retaliation against anyone who reports a concern in good faith and their identity will be protected to the greatest extent possible. 

What to do if you witness or are subjected to prohibited conduct: 

• Report to event staff 

• Report to Y-USA’s Chief Compliance Officer (Britt Darwin-Looney) 

• Report the incident via our third-party helpline EthicsPoint (833-254-2203 )

Enforcement and Consequences 

Y-USA may issue warnings, remove individuals from activities, expel participants from events, restrict future participation, notify employers or associations, and/or refer matters to law enforcement.  Y-USA may restrict participation when, based on available information, it reasonably determines that participation presents a safety, conduct, reputational, or operational risk. Failure to comply with instructions may result in immediate removal. Individuals will be provided with an appeals process in the event of restricted participation. 

Acknowledgment 

 All registered participants, vendors, contractors, and credentialed attendees are required to review and sign an acknowledgment confirming they have read, understand, and agree to comply with this Code of Conduct prior to or upon arrival at the event. Acknowledgment may be completed electronically through the event registration process.  

Participation in any Y-USA event constitutes agreement to comply with this Code of Conduct and uphold its standards, regardless of whether a signed acknowledgment has been obtained.

Violations or concerns can be reported online using NAVEX.  

This Code of Conduct sets forth YMCA of the USA’s (“Y-USA”) expectations of staff and volunteers related to interaction with youth. This CODE applies to all YMCA of the USA staff and volunteers.

CODE REQUIREMENTS: Y-USA promotes a safe environment for youth (minors under the age of 18) that is free from abuse. No form of abuse will be tolerated. Forms of abuse includes, without limitation, the following:

• Physical abuse is injury that is intentionally inflicted upon a youth.
• Sexual abuse or sexual misconduct is any contact of a sexual nature that occurs between a youth and an adult or between two youths. This includes any activity which is meant to arouse or gratify the sexual desires of the adult or the other youth.
• Emotional abuse is mental or emotional injury to a youth that results in an observable and material impairment in the youth’s growth, development, or psychological functioning.
• Neglect or Negligent Treatment is the failure to provide for a youth’s basic needs or the failure to protect a youth from harm.

For staff, confirmed abuse will result in immediate disciplinary action, up to and including termination of employment. For volunteers, confirmed abuse will result in expulsion from Y-USA events. Accused staff, volunteers or youth will be suspended from Y-USA events pending the outcome of an investigation.

All reports of suspicious or inappropriate behavior with youths or allegation of abuse will be taken seriously. Y-USA will fully cooperate with authorities if allegations of abuse are made that require investigation.

Y-USA will not retaliate against any staff member, volunteer, or youth that makes a report or participates in an investigation of suspected child abuse.

The following are requirements of all staff and volunteers:

1. Youths will be treated with respect at all times.

2. Youths will be treated fairly, regardless of race, sex, sexual orientation, gender, gender-identity, age, or religion.

3. Staff and volunteers will adhere to uniform standards of displaying affection as outlined by Y-USA Child Protection policies.

4. Staff and volunteers will avoid affection with youths that cannot be observed by others.

5. Staff and volunteers will adhere to uniform standards of appropriate and inappropriate verbal interactions as outlined Y-USA Child Protection policies.

6. Staff and volunteers will not stare at or comment on youths’ bodies.

7. Staff and volunteers will not date or become romantically involved with youths.

8. Staff and volunteers will not use or be under the influence of alcohol or recreational drugs in the presence of youth at youth events. For events where alcohol is available for Y-USA staff and volunteers, those supervising youth are not allowed to be under the influence of alcohol or recreational drugs. Staff and Volunteers will not provide directly to or assist in obtaining such substances for minors.

9. Staff and volunteers will not have sexually oriented materials, including printed or online pornography in their possession during Y-USA events or provide/assist in obtaining sexually oriented materials for minors.

10. Staff and volunteers will not have secrets with youths and will only give giftswith prior permission of Y-USA.

11. Staff and volunteers will comply with Y-USA Child Protection Policiesregarding interactions with youths outside of our programs.

12. Staff and volunteers will comply with Y-USA Child Protection Policies regarding electronic communication and social media interaction with youths.

13. Staff and volunteers are prohibited from working one-on-one with youths ina private setting. Staff and volunteers will use common areas whenworking with individual youths.

14. Staff and volunteers will comply with Y-USA Child Protection Policies regarding transportation of youth.

15. Staff and volunteers will not abuse youths in anyway including, but not limited to, the following:

• Physical abuse – hitting, spanking, shaking, slapping, unnecessary restraints. 
• Verbal abuse – degrading, threatening, cursing.
• Sexual abuse – inappropriate touching, exposing oneself, sexually oriented conversations.
• Mental abuse – shaming, humiliation, cruelty.
• Neglect – withholding food, water, shelter.

16. Y-USA will not tolerate the mistreatment or abuse of one youth by another youth. In addition, Y-USA will not tolerate any behavior that is classified under the definition of bullying, and to the extent that such actions are disruptive, we will take steps needed to eliminate such behavior. 

Bullying is aggressive behavior that is intentional, is repeated over time, and involves an imbalance of power or strength. Bullying can take on various forms, including:

• Physical bullying – when one person engages in physical force against another person, such as by hitting, punching, pushing, kicking, pinching, or restraining another. 
• Verbal bullying – when someone uses their words to hurt another, such as by belittling or calling another hurtful names. 
• Nonverbal or relational bullying – when one person manipulates a relationship or desired relationship to harm another person. This includes social exclusion, friendship manipulation, or gossip. This type of bullying also includes intimidating another person by using gestures. 
• Cyberbullying – the intentional and overt act of aggression toward another person by way of any technological tool, such as email, instant messages, text messages, digital pictures or images, or website postings (including blogs). Cyberbullying can involve:
  • Sending mean, vulgar, or threatening messages or images.
  • Posting sensitive, private information about another person.
  • Pretending to be someone else in order to make that person look bad.
  • Intentionally excluding someone from an online group.
  • Hazing – an activity expected of someone joining orparticipating in a group that humiliates, degrades, abuses,or endangers that person regardless of that person’swillingness to participate.
  • Sexualized bullying – when bullying involves behaviors that are sexual in nature. Examples of sexualized bullying behaviors include sexting, bullying that involves exposures of private body parts, and verbal bullying involving sexualized language or innuendos. 

Anyone who sees an act of bullying, and who then encourages it, is engaging in bullying. This Code applies to all youths, staff and volunteers. In addition to following all state specific mandatory reporting requirements, all  allegations of sexual abuse or victimization of minors (under 18) involving Y staff, volunteers, members or participants must be reported to the appropriate  authorities. Staff and volunteers should be trained to be aware of and understand their legal and ethical obligation to recognize and report suspicions of mistreatment and abuse.

Staff and volunteers will: 

• Be familiar with the symptoms of child abuse and neglect, including physical, sexual, verbal, and emotional abuse. Know and follow organization policies and procedures that protect youths against abuse. 
• Report suspected child abuse or neglect to the appropriate authorities as required by state mandated reporter laws within twenty-four (24) hours. An additional report will be made to the Center for Safe Sport concerning any suspected abuse at sports events. https://uscenterforsafesport.org/report-a-concern/
• Report all allegations and incidents of abuse to Y-USA through the incident reporting system: https://go.ymca.net/formstack/incident_reporting
• Follow up to ensure that appropriate action has been taken.

17. Y-USA cooperates fully with the authorities to investigate all cases of alleged abuse. Staff and volunteers shall cooperate to the fullest extent possible in any external investigation by outside authorities or internal investigation conducted by Y-USA or persons given investigative authority by the Y-USA. Failure to cooperate fully may be grounds for termination of employment for Y-USA employees and expulsion from current and future Y-USA Events.

18. In order to participate in Y-USA events, staff and volunteers must not have engaged in or been accused or convicted of youth abuse, indecency with a youth, or injury to a youth. 

I acknowledge that I can report Code of Conduct concerns online. 

Important Information Regarding Y-USA’s Event Emergency Notification System

I am 18 years of age or older and, if not, my parent or legal guardian has also provided their consent by signing below.

As part of our continuing efforts to enhance the safety and security of Y-USA events, we have established an event emergency notification system (“System”) in conjunction with Everbridge, a robocalling system specializing in emergency notification. Everbridge is used exclusively to communicate with event participants in the event of an emergency. It is not a marketing tool.

The System will allow us to communicate via telephone, e-mail, text message, and/or voice message if we become aware of a substantial threat to the health or safety of attendees during the event.

The effectiveness of the System depends upon whether you provide your correct contact information. If your cell phone or email information changes before the date of the event, you must update your contact information by notifying the Y-USA registration staff at registrar@ymca.net.

DISCLAIMER/HOLD HARMLESS: YMCA of the USA, and its officers, agents, representatives and employees, make no warranty, express or implied, and assume no legal liability or responsibility for the accuracy, completeness or usefulness of any information provided, or not provided, by the System, including but not limited to identification of lost or misdirected notifications, malfunction of communications equipment, computer equipment, software, or notifications that fail to be transmitted or
received due to problems with servers or transmission (e.g., cable, telephone, satellite, etc.), human error, or any other cause.

I am 18 years of age or older and, if not, my parent or legal guardian has also provided their consent by signing below.

Consent & License. For my participation in activities to be conducted by the National Council of Young Men’s Christian Associations of the United States of America (“YMCA of the USA”) or any of its chartered member associations in the United States (collectively “the Y”), and collaborating third parties, I consent, now and for all time, to the making, reproduction, editing, broadcasting or rebroadcasting of:

• video film or footage of me
• sound track recordings of me
• photo reproductions of me
• any narrative account of my experience

My consent includes a perpetual license to the Y and collaborating third-parties for the use of the above materials for publication, display, sale or exhibition in promotions, advertising, education and commercial uses. Use includes reproductions in any form and media currently existing or later conceived, adaptations and/or revisions, throughout the world in perpetuity.

I understand and agree there may be no additional compensation for this license, and I will not make any claim for payment of any kind from the Y or collaborating third-parties. I may, or may not be, identified in such licensed uses; however, my name will not be used to endorse any particular products or services.

Ownership, Confidentiality, and Shared Use. With respect to any of the above uses, I further agree:

• All works shall belong to YMCA of the USA
• The Y has no duty of confidentiality regarding any licensed uses
• YMCA of the USA shall exclusively own all known or later existing rights to the uses throughout the world
• The Y and collaborating third-parties may use any video film, footage, sound track recordings and photo reproductions of me and/or my narrative account for any purpose without additional compensation to me.

Release from Liability. I agree that my consent is irrevocable. I hereby release and discharge The Y and collaborating third-parties, from any and all claims, actions, lawsuits or demands of any kind arising out of my consent, license grants, uses, or the shared uses of any works or materials referenced herein.

The safety of your guest at a Y-USA event is a top priority for Y-USA. As part of our continuing efforts to enhance the safety and security of Y-USA events, we have established an event emergency notification system (“System”) in conjunction with Everbridge, a robocalling system specializing in emergency notification. Everbridge is used exclusively to communicate with event participants in the event of an emergency. It is not a marketing tool.

The System will allow us to communicate via telephone, e-mail, text message, and/or voice message if we become aware of a substantial threat to the health or safety of attendees during the event.

With your purchase of a special event guest ticket for this conference, you are acknowledging that you assume responsibility to pass on any information sent to you via the notification system to your guest.

The effectiveness of the System depends upon whether you provide your correct contact information. If your cell phone or email information changes before the date of the event, you must update your contact information by notifying Y-YUSA registration staff at registrar@ymca.net.

DISCLAIMER/HOLD HARMLESS: YMCA of the USA, and its officers, agents, representatives and employees, make no warranty, express or implied, and assume no legal liability or responsibility for the accuracy, completeness or usefulness of any information provided, or not provided, by the System, including but not limited to identification of lost or misdirected notifications, malfunction of communications equipment, computer equipment, software, or notifications that fail to be transmitted or received due to problems with servers or transmission (e.g., cable, telephone, satellite, etc.), human error, or any other cause.

By purchasing the special event guest ticket, you acknowledge that you have read the above information and that you agree to the terms above.

In addition to Early Bird discount savings, if you register in December, you can take advantage of our two-part payment plan. Fees will come in two installments, allowing you to maximize your Y’s staff and volunteer participation by spreading the cost over fiscal years 2025 and 2026.

When registering in December, select the two-part payment plan option, which will prompt an initial payment of $400 to secure your registration. One remaining payment of $350 plus the cost of any additional tickets will be due on Mar. 15, 2026. You will receive an email reminder to make your second payment by Mar. 15, 2026. If the balance due is not paid in full by Mar. 15, 2026, the remaining balance due will automatically be drafted from your YMCA via payment information that Y-USA has on file for dues. Your registration will not be final until full payment is received.

There are no refunds for cancellations; however, substitutions are allowed.

If you have registered and are unable to attend the conference, someone may be sent in your place. However, the maximum number of substitutions that will be accepted per registrant is two.

The original registrant will need to access the registration site by clicking on the “View Registration” button in their confirmation email or by clicking on the “Already Registered” link on the registration home page. The original registrant will enter their email and confirmation number (can be found in the confirmation email), then click the “Log In” button. Click the “Substitute Registration” button and enter the new registrant’s first name, last name and email address.

The new registrant will receive a confirmation email. Once received, the new registrant will click on the “View Registration” button in the confirmation email and enter their email and confirmation number (can be found in the confirmation email). Then click the “Log In” button. Once on the registration site, the new registrant will click on the “Modify Registration” button to enter their own registration information and, if applicable, change selections for educational sessions and special events. This must be completed before arriving onsite.

All substitutions must be made by Aug. 15. Substitutions after Aug. 15 must be made onsite and will be assessed a $25 processing fee at time of check-in.

The Sneaker Bash is strictly for guests aged 21 and over. By purchasing or presenting this ticket/badge, you affirm that you are at least 21 years of age. Valid government-issued photo ID will be required for entry. No exceptions. Alcohol will be served at this event. The organizers reserve the right to refuse entry or service to anyone without proper identification or who appears intoxicated. Anyone found providing alcohol to minors will be removed from the premises and may be subject to legal action. By attending, you acknowledge and accept all risks associated with alcohol consumption and agree to hold the event organizers, venue, and affiliates harmless from any liability arising from your participation.

Questions? general.assembly@ymca.net