Events Policy

Last Updated: August 6, 2025

Introduction

Pennsylvania Postal History Society (PaPHS) is committed to fostering engaging, educational, and accessible events that align with its mission of historical preservation and postal research. This policy outlines eligibility, conduct expectations, accommodations, liability protections, media guidelines, and third-party event considerations for all PaPHS-hosted events.

Event Eligibility & Registration

• Events are open to members, guests, and invited audience based on event type.
• Registration may be required for attendance, including deadlines and fees (if applicable).
• PaPHS reserves the right to limit attendance or deny entry to any individual at its sole discretion.

Code of Conduct

All audience members are expected to:

• Engage respectfully with speakers, guests, and fellow attendees.
• Follow event guidelines set by PaPHS organizers.
• Refrain from disruptive behavior, harassment, or inappropriate conduct.
• Comply with venue rules and event-specific requirements.

Violations may result in removal from the event and potential future attendance restrictions.

Accessibility & Accommodations

PaPHS is committed to ensuring inclusive participation by:

• Providing accessible materials, such as large-print documents or audio descriptions (when feasible).
• Offering reasonable accommodations upon request for audience members with disabilities.
• Selecting venues that follow ADA accessibility standards, whenever possible.

Requests for accommodations should be submitted in advance to ensure proper arrangements.

Photo & Recording Disclaimer

PaPHS events may be photographed, recorded, or live-streamed for educational, archival, and promotional purposes.

• Audience members acknowledge that their image or voice may be captured during PaPHS events.
• PaPHS retains rights to use event recordings, including photos and videos, for nonprofit purposes.
• No unauthorized recordings of PaPHS events are permitted without prior approval.

Attendees who prefer not to be included in event media should notify PaPHS in advance.

Guest Speaker & Third-Party Involvement

• Views expressed by speakers, panelists, or third-party guests are their own and do not necessarily reflect the views of PaPHS.
• PaPHS is not responsible for the accuracy or opinions presented by guest speakers.

Media & Press Guidelines

• Journalists or bloggers must request approval before covering PaPHS events.
• Event photography, video, or quotes used in press coverage must align with PaPHS guidelines.
• PaPHS reserves the right to deny or restrict media access at its discretion.

Third-Party Event & Ticketing Disclaimer

PaPHS may collaborate with external organizations, venues, or online platforms to host events. When attending a third-party hosted event or purchasing tickets through an external vendor, audience members acknowledge that:

• PaPHS is not responsible for ticket sales, fees, refunds, or policies set by third-party platforms.
• Liability, venue rules, and terms of participation are set by the external event organizer.
• Technical issues, accessibility concerns, or disputes regarding ticket purchases must be handled directly with the ticketing vendor or event host.

PaPHS will provide relevant details about third-party ticketing and logistics, but attendees are responsible for reviewing the external organization’s event policies before purchasing.

Liability & Disclaimers

• PaPHS is not liable for personal injury, lost property, or financial damages incurred during events.
• Attendance is voluntary, and audience members assume full responsibility for their engagement.
• PaPHS does not guarantee specific event outcomes, including speaker availability or program content changes.
• If events are held virtually, PaPHS is not responsible for technical issues experienced by audience members.

Cancellation & Refunds

• PaPHS reserves the right to modify, reschedule, or cancel events at its discretion.
• If a paid event is canceled, refunds will be issued based on event-specific policies.
• No refunds will be provided for audience no-shows.

Compliance & Policy Updates

PaPHS periodically reviews and updates this policy to ensure event quality, accessibility, and ethical operations.

Conclusion

PaPHS events are designed to promote engagement, education, and community-building, and all audience members are expected to contribute to a respectful and inclusive environment.

Contact Information

For event inquiries or accommodation requests, contact PaPHS at:

Pennsylvania Postal History Society (PaPHS)
paphs.org
info@paphs.org