Conference Registration

All attendees of the STC Annual Conference, Exhibitor Showcase and outside events must be registered for the meeting. Registration for the conference should be completed by the attendee using the online registration form. E-mailed or phoned-in registrations are not accepted.

 

Early Bird / HOTEL Registration

To receive the early bird registration rate, you must first book your hotel through the STC-approved conference reservation system. If you change your hotel to a hotel outside the conference block after registering, your registration will be charged an adjustment to the current conference rate. 

Early Bird registration deadline is August 22, 2025. After this date, an additional $100 per person will apply. 

Regular registration deadline is September 30, 2025. After this date, an additional $50 per person will apply. 

Onsite rates begin October 12, 2025. After this date, an additional $75 per person will apply. 

Group discounts are available for member companies that register 2 or more people at the same time. Discounts cannot be issued retroactively.

Room reservations are subject to cancellation if not registered for the STC Annual Conference by 10 days prior to the event start date.

Registration fees must be paid in full before the rate increases to the next level (i.e. Early Bird to regular and so on). If full payment is not received, registrations will be canceled and attendees must re-register at the prevailing higher rate. On-site registration is available on a limited basis, additional fees may apply. Advance registration is strongly encouraged to ensure entrance in to the meeting.

Attendees from companies within 75 miles of the conference site and where company travel guidelines will not allow an overnight stay due to close proximity may request a waiver of the requirement of staying at a conference hotel. Contact office@syntheticturfcouncil.org to request the exemption.

Spouses/guests of meeting registrants who wish to attend the Welcome Reception and Tuesday luncheon should register in the Spouse/Guest registration category. This includes admission to the Welcome Reception and Tuesday luncheon only. Those registering in this category may not have business interests in the meeting.

Non-registered attendees or guests/clients of attendees may not attend outside social events including the Golf Outing or Welcome Reception.

 

ATTENDEE Registration Types

• Member Delegate: This is the primary registration type for an individual from an STC member company. Registration can be transferred post checkout by no later than 30 days prior to the meeting.
  

• *Additional Member Delegate (ie. group registration): This is the additional registration type for individuals from an STC member company (ie. group registration). Can be added onto a new Member Delegate registration prior to checkout, or added by modifying a Member Delegate registration post checkout (see confirmation email or registration confirmation page). Discounts cannot be issued retroactively.

• Spouse/Partner: This is the primary registration type for a spouse/partner of a registration that will be attending meals or receptions. Can be added onto a Delegate registration prior to checkout, or added by modifying a Delegate registration post checkout (see confirmation email or registration confirmation page).

• Non-Member Delegate: This is the primary registration type for an individual from a non-STC member company. 

 

Be Aware of Housing Solicitations

STC does NOT contract with any companies that will call or email you to set up hotel reservations. Please disregard any hotel communications from outside companies as there have been scams circulating. The STC has only one authorized booking platform and that is directly with the hotel through the authorized link on the STC Annual Conference page.

NAME Badges

All attendees should wear registration name badges at all times during the meeting. Only those with registration badges will be permitted access to the meeting sessions and events.

There may be individuals who “just want to look” at the exhibit hall, come “only to the opening reception” or “sit in on just one session.” The STC does not offer partial registrations or permit access to those not registered for the meeting.

If you plan to meet or entertain non-registered clients, guests or family members, please do so outside of the STC conference sessions and events.

 

Non-Members

Non-Members are employees of companies in the synthetic turf industry that are not Full Members. Non-members must meet the STC membership eligibility requirements.

Any attendee from a non-STC member company or organization must register at the Non-STC member rate, including any non-member attending with an STC member. Representatives from subsidiaries of member companies that are not STC members, must register at the Non-Member rate.

Only STC members in good standing (annual dues paid) are entitled to receive the member rate.

Non-Members may attend two (2) STC conferences at the Non-Member registration rate. After the two (2) conferences attended, a company must join the STC in order to register for future meetings.

 

Replacement Registrants

If after registering, you find that you are unable to attend and wish to send a replacement, please provide the replacement’s name to office@syntheticturfcouncil.org so that a registration/admission badge may be prepared for your replacement.

 

Cancellation Policy

If you have paid your registration in advance and find it necessary to cancel, your request must be sent in writing (30) days in advance of the meeting to office@syntheticturfcouncil.org in order to be eligible for a refund of pre-paid registration fees. A refund of the full conference fee, minus a $75 administrative fee, will be given for cancellations received by that date. No refunds will be granted for requests submitted after September 12, 2025. 

Substitutions/Transfers within this program are gladly accepted. A substitution of your full registration is permitted prior to the conference by submitting a written request to office@syntheticturfcouncil.org. Only one substitution is permitted per original registrant. The individual submitting the substitution request is responsible for all financial obligations (any balance due) associated with that substitution. Badge sharing, splitting, and reprints are strictly prohibited.

 

Exhibitor Showcase

Exhibitions must be relevant to the interests of the STC conference attendees.

All individuals staffing exhibits in the Exhibitor Showcase must also be registered for the conference.

Non-member companies are limited to two (2) exhibitor showcases as non-members. Following two (2) exhibitions, companies must become full members of the STC to exhibit at any subsequent conferences.

Non-exhibitors are not permitted to distribute product or service literature in the exhibit hall or during the conference.

STC does not give out e-mail addresses or phone numbers of its members or event attendees (unless agreed to by the attendee in the event registration form). STC does provide an attendee list for registered attendees that includes the attendee name, company name, membership category and company location of registered attendees. Contact information for STC members is included in the online STC Buyers Guide and Member Directory at www.syntheticturfcouncil.org/buyers-guide.

 

EXHIBITOR SHOWCASE & SPONSORSHIP CANCELLATION AND REFUND POLICY

All requests for cancellation of exhibitor/sponsorship packages must be made in writing to office@syntheticturfcouncil.org; and shall become effective upon receipt by STC. Due to the difficulty of determining and detailing the losses which would result from the cancellation of exhibit space, the Exhibitor/Sponsor agrees to pay the following as liquidated damages (and not as a penalty) if the Exhibitor/Sponsor cancels its package:

• If written notice of cancellation is received by STC after initiation of the exhibitor/sponsorship package but before June 30, 2025, STC will retain or shall be owed a cancellation fee of 25% of the total sponsor/exhibitor fee; any registrations associated with the exhibitor/sponsor package will be canceled and Exhibitor/Sponsor will have to re-register at current registration rate.
• If written notice of cancellation is received by STC by July 31, 2025, STC will retain or shall be owed a cancellation fee of 50% of the total sponsor/exhibitor fee; any registrations associated with the exhibitor/sponsor package will be canceled and Exhibitor/Sponsor will have to re-register at current registration rate.
• If written notice of cancellation is received by STC by August 22, 2025, STC will retain or shall be owed a cancellation fee equal to 100% of the total sponsor/exhibitor fee; any registrations associated with the exhibitor/sponsor package will be canceled and Exhibitor/Sponsor will have to re-register at current registration rate.
• Group discounts are available for member companies that register 2 or more people at the same time. Discounts cannot be issued retroactively. 
  

The above cancellation fee terms shall apply regardless of the execution date of this Agreement and regardless of any re-sale of booth space canceled by the Exhibitor/Sponsor.

 

Continuing Education

As an approved provider of education with the Landscape Architecture Continuing Education System (LA CES), the STC qualifies the educational content of its Membership Meetings so that licensed landscape architects may earn continuing education credits.

Every program that we offer which qualifies for CEU’s will clearly identify the number of credits granted for full participation, and we will maintain records of your participation in accordance with LA CES policies. For more information about the LA CES program or Approved Provider Guidelines, please visit https://laces.asla.org.

To participate, please complete a sign-up sheet and an evaluation survey for each course you attend (required). Sign-up sheets and evaluation surveys are available at the STC meeting registration desk. For questions or information, contact the STC staff at office@syntheticturfcouncil.org.

 

Onsite Recordings

Recordings of the sessions are not permitted without the advance written permission of the presenter(s). If advance permission is granted and you intend to record presentation(s), please provide documentation of the presenter(s) approval to the STC fourteen (14) days in advance of the meeting to office@syntheticturfcouncil.org. Recording equipment may not be obtrusive or obstruct the presentations in any way.

 

Cell Phone Policy

Conference attendees with cell phones are requested to switch them off or set them to vibrate while attending sessions, meals, social events or other planned functions. If you are expecting a call or need to make one, please remain outside the meeting room and conduct your business in a place that will not disturb others.

 

Conference Wi-Fi

For information on Wi-Fi access please contact STC staff at the registration desk.

 

Consent for Use of Photographic Images 

Registration and attendance at, or participation in, STC conference and other activities constitutes an agreement by the registrant to STC’s use and distribution (now and in the future) of the registrant or attendee’s image or voice in photographs, videotapes, electronic reproductions and audiotapes of such events and activities.

 

Disclaimer

Opinions expressed by speakers are their own and do not necessarily represent the opinions of the Synthetic Turf Council (STC). The STC assumes no responsibility for the accuracy or completeness of the information presented by any speaker. A speaker’s appearance at the STC Annual Conference or the presence of an exhibit at the trade show does not constitute an endorsement by the STC.

 

Need Assistance Onsite?

If you should encounter an issue with your hotel room, please contact the hotel front desk for assistance. For information on airport shuttles, local transportation and restaurants please contact the hotel's concierge desk. The concierge also can direct you to the business center where you can access fax, typing, photocopying or other business services.

If you need any other assistance during the meeting, please visit the STC staff at the registration and information desk.

For assistance with your registration or any other inquiries, please contact the STC staff at office@syntheticturfcouncil.org.

 

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Event Code of Conduct Policy

STC is dedicated to a harassment-free event experience for attendees. All participants including, but not limited to, attendees, STC staff, speakers, volunteers, exhibitors, and others are expected to adhere to the STC Event Code of Conduct. This Policy applies to all STC events.

 

Virtual events code of conduct

You will acknowledge receipt, review and acceptance of the Virtual Meeting Code of Conduct via the online registration form. Any violation of the Virtual Code of Conduct could result in revoking of your virtual meeting access with no refund. We thank you for respecting your colleagues, peers and clients. 

 

Alcohol & Drug Use

In the current legislative environment, certain drug use is legal in many states; inappropriate behavior related to drug use will not be tolerated.

Many STC events serve both alcoholic and non-alcoholic beverages. STC expects participants at our events to drink responsibly. STC and/or the hosting event staff have the right to deny service to participants for any reason, and may require a participant to leave the event in the event of inappropriate or disruptive behavior associated with alcohol consumption.

 

Unacceptable Behavior

STC has zero-tolerance for any form of discrimination or harassment including, but not limited to, sexual harassment by participants at STC events. This includes:

• Harassment, intimidation, or discrimination of any form.
• Physical or verbal abuse of any attendee, STC staff, speaker, volunteer, exhibitor, hosting event staff, or other meeting guest.
• Unacceptable behaviors include, but are not limited to comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin, inappropriate use of nudity and/or sexual images in public spaces or in presentations, or deliberate intimidation, unwanted photography/recording, threatening, or stalking of any attendee, STC staff, speaker, volunteer, exhibitor, hosting event staff, or other meeting guest.

 

Enforcement & Reporting

Participants asked to stop any harassing behavior(s) are expected to comply immediately.

STC reserves the right to take any action deemed necessary and appropriate, including immediate removal from the meeting without warning or refund, in response to any incident or unacceptable behavior, and STC reserves the right to prohibit attendance at any future meeting.

If you experience harassment or hear of any incidents of unacceptable behavior, STC asks that you contact a staff member, who can be identified by the “staff” ribbon on their badge, and ask for Melanie Taylor, President and CEO, so that appropriate action can be taken.

 

Staff Procedures

Reporting: Internal Procedures for Staff

Any member of staff can issue a verbal warning to a participant that their behavior violates the event’s anti-harassment policy. Warnings should be reported to the President and CEO as soon as possible and include: Identifying information (name of participant), time the warning was issued, behavior that was in violation, approximate time of behavior (if at a different time than the warning), circumstances surrounding the incident, and other people involved in the incident.

 

Reporting

When taking a personal report, staff should find a space that is safe and that cannot be overheard. Recommended that one other staff member or STC Board member be present as a witness to the report. Staff will not ask the individual to confront anyone and the individual’s identity will remain with event staff only.

 

Presentations

Presentations or similar events should not be stopped for one-time gaffes or minor problems, although a staff member should speak to the presenter afterwards. However, staff should take immediate action to politely and calmly stop any presentation or event that repeatedly or seriously violates the anti-harassment policy.

 

Expulsion

A participant may be expelled for material breaches of appropriate meeting conduct, of which the following circumstances are examples:

• A second offense resulting in a warning from staff
• Continuation of the harassing behavior after being directed with “No” or “Stop” instructions.
• A pattern of harassing behavior, with or without warnings
• A single serious offense (e.g. punching or groping someone)
• A single obvious intentional offense (e.g. taking up-skirt photo)

A participant who is expelled may apply for reinstatement no sooner than one (1) year after the expulsion. However, expelled participants shall have no right to be reinstated.  Any application requirements, forms, and procedures for reinstatement will be determined by STC Board.

 

Discrimination and Harassment

STC’s goal is to provide an organizational environment for its members which is free from discrimination or harassment on the basis of race, color, religion, sex, age, national origin, marital status, sexual orientation and gender identity, or disability. Harassment can include derogatory statements, conduct or treatment relating to a member’s race, color, religion, sex, age or disability.

If a member believes in good faith that he or she was discriminated against or harassed by any member executing official duties on behalf of STC, the member should report the incident immediately to the Executive Director and President of STC (first preference), or to any other member of the STC Board, who will then report it to the STC Ethics Committee. The STC Ethics Committee, and if necessary legal counsel, will conduct a thorough investigation and recommend or take any appropriate action. STC will maintain confidentiality of the complaint to the extent possible, commensurate with the need to investigate and resolve reported problems. STC will not retaliate against a member who files a good faith report of discrimination or harassment. If a member feels they have been retaliated against, they are encouraged to use this same reporting method and it is suggested a different board member is notified.

 

Ethics Committee

The Ethics Committee will receive and, if necessary, investigate any complaints or reports regarding the actions of a STC member and take any appropriate action which may consist of filing the report in association records and/or contacting the member in which the complaint was made against to discuss corrective actions.

 

Contact Us

Email: office@syntheticturfcouncil.org