AOAC SEA Conference Policy

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AOAC SEA Conference Policy

Code of Conduct

The AOAC SEA Code of Conduct guides the expected, professional behavior of all attendees present at AOAC SEA conferences, regardless of whether your registration is submitted by you or your proxy.

Acceptable behaviors include:

  • Treating everyone with respect and consideration;
  • Communicating with openness and consideration of the multitude of views and opinions that may be different from yours;
  • Being respectful and mindful when presenting your critiques and opinions;
  • Being mindful of your surroundings and of the other attendees.

Unacceptable behaviors include:

  • Harassment and intimidation, including any verbal or physical conducts under any kinds of forms, in order to threaten, intimidate, or coerce any individual, whether they are participants, speakers, exhibitors, conference/event organizers/staff, service providers, volunteers, or guests;
  • Discrimination based on gender or gender identity, sexual orientation, age, disability, physical appearance, body size, race, religion, national origin, culture, or any other characteristic commonly provided by laws and international recommendations;
  • Physical or verbal abuse of any individual, whether they are participants, speakers, exhibitors, conference/event organizers/staff, service providers, volunteers, or guests;
  • Disrespectful disruption of presentations.

Consequences of unacceptable behavior:

Anyone who violates this Code of Conduct may be subject to the below consequences. AOAC SEA reserves the right to take action beyond these consequences as necessary.

  • Anyone requested to stop unacceptable behavior is expected to comply immediately;
  • Immediate removal from the event without warning and without refund;
  • Prohibition from attending future meetings or events in the sole determination of AOAC SEA.

Whom to contact:

AOAC SEA is proud of our community and annual conferences and wants everyone to have a positive learning and networking experience. Embracing the above professional behaviors will help ensure a great experience for all involved.

Text adapted from https://www.frontiersin.org/articles/10.3389/fmars.2016.00103/full, Favaro Brett, Oester Samantha, Cigliano John A., Cornick Leslie A., Hind Edward J., Parsons E. C. M., Woodbury Tracey J., “Your Science Conference Should Have a Code of Conduct”, Frontiers in Marine Science, 2016, 3, 103 and https://www.asms.org/conferences/annual-conference/conference-regulations-and-policies, ASMS Conference Regulations, accessed on Jul 30th, 2023.

Conference Regulations

Regardless of whether your registration is submitted by you or your proxy, the following conference regulations apply to you and your attendance at the AOAC SEA annual conference.

All Health & Safety Plan protocols must be followed by all conference attendees and their companions.

Name badge is required for throughout your attendance at the conference and its events.

All devices must be silenced and screens darkened in oral sessions. No phone answering inside the conference room.

No photography or recording is allowed in oral sessions or in the poster hall.

Publicity Release. By attending in AOAC SEA conferences, attendees agree to allow their names, likeness and images, in audio, photographic or video format recorded for the event and onsite, to be used by AOAC SEA for educational, promotional, or marketing of AOAC SEA events or activities.

Material presented or displayed at AOAC SEA conferences, including but not limited to orals, posters, workshops, and exhibit booths, is the intellectual property of the presenter and may not be recorded, photographed, quoted, disseminated or transmitted by summary in any form without express written authority of the author.

The placement of any unauthorized advertising materials inside the conference venue is prohibited.

Media Regulations

The following media regulations are to ensure a controlled and respectful presence of external media at AOAC SEA annual conferences. The regulations apply to capturing photographs and other media during the events.

Prior Approval:

  • External media, including photographers, must obtain prior approval from the event organisers before capturing any photographs or media at the conference. They should provide relevant details about their intent, equipment, and areas they wish to access. 
  • Organisers reserve the right to deny media access if it conflicts with the objectives, privacy concerns, or security requirements of the event. 
  • Media representatives should raise any concerns with your direct contact who you will be issued prior to the event. 

Identification:

  • All authorised external media personnel must wear visible identification badges or lanyards, as provided by the event organisers, at all times during the conference. 
  • Unauthorised individuals found capturing media without proper identification will be asked to cease their activities or may be asked to leave the event premises. 

Respect for Privacy and Consent for Individual Shots:

  • External media personnel must respect the privacy and personal space of conference attendees, speakers, and volunteers/staff. 
  • Photographers are prohibited from taking photos in private or sensitive areas such as toilets and changing rooms. 

Consent and Release:

  • Approved external media personnel may capture photographs or media of large groups or crowds. However, if media personnel wish to capture photos, videos, audio, or any other media format, of specific individuals, they must obtain the written consent of those individuals and AOAC SEA before doing so.
  • Usage and release of media content must also be pre-approved by AOAC SEA. AOAC SEA may exercise its discretion to determine the suitability and appropriateness of the photographs or media in line with the objectives and values of the conference. 

Intellectual Property Rights:

  • All intellectual property rights to the captured media remain with the event organisers. 

Other regulations:

  • All external media must obey the Code of Conduct and Conference Regulations mentioned above, in addition to these Media Regulations