Applied HoloGenomic Conference 
Policies

Updated December 16, 2021

Code of Conduct

All participants and attendees of the 1st Applied HoloGenomics Conference (AHC), regardless of their role, are obliged to follow the conference Code of Conduct while attending any portion of the conference.

The Code of Conduct covers all in-person sessions and events as well as online participation to the conference, including keynote presentations, concurrent sessions, live poster Q&A, workshops, conference-related social media and slack channels, online Q&A sessions, email and texts.

The organisers of AHC value your attendance and wish to make your experience productive and inspiring in order to foster an open exchange of ideas and discussion in a professional setting. Our Code of Conduct was created in order to establish a clear and transparent set of standards and guidelines of acceptable behaviour during the AHC conference and provide a positive, safe and welcoming environment for all attendees, vendors, volunteers and staff.

Expected Behaviour

The following behaviours are expected and requested of all community members:

> Participate in an authentic and active way. In doing so, you contribute to the health and longevity of this community.

> Exercise consideration and respect in your speech and actions.

> Attempt to respectfully resolve issues before conflicts arise.

> Refrain from demeaning, discriminatory, or harassing behaviour and speech.

> Be mindful of your surroundings and of your fellow participants. Alert organisers if you notice a dangerous situation, someone in distress, or violations of this Code of Conduct, even if they seem inconsequential.

> Remember that events may be shared with members of the public; please be respectful to all patrons of these locations.

Unacceptable Behaviours

Unacceptable behaviours include but are not limited to any of the following:

> Violence, threats of violence or violent language directed against another person.

> Sexist, racist, homophobic, transphobic, ableist or otherwise discriminatory jokes and language.

> Posting or displaying sexually explicit or violent material.

> Posting or threatening to post other people's personally identifying information ("doxxing").

> Personal insults, particularly those related to gender, sexual orientation, race, religion, or disability.

> Inappropriate photography or recording.

> Inappropriate physical contact. You should have someone's consent before touching them.

> Unwelcome sexual attention. This includes, sexualized comments or jokes; inappropriate touching, groping, and unwelcomed sexual advances.

> Deliberate intimidation, stalking or following (online or in person).

> Advocating for, or encouraging, any of the above behaviour.

> Sustained disruption of community events, including talks and presentations.

> Recording of scientific and other sessions without permission.

> Furthermore, we will follow all legal guidance from the European Commission on non-discrimination

Consequences of non-compliance and/or unacceptable behaviour 

Anyone asked by AHC staff, organiser, session chair, workshop leader, moderator, presenter or online representative to stop unacceptable behaviour is expected to comply immediately. Retaliation toward anyone reporting an incident or toward AHC organisers and scientific committee will not be tolerated and may result in additional sanctions.

The consequences of non-compliance with the AHC Code of Conduct may include:
> Immediate removal from in-person meeting with no financial refund.
> Immediate removal from accessing the online meeting
> Restrictions from future AHC related events.
> Incidents may be reported to the proper authorities

If you are subject to or witness unacceptable behaviour, or have any concerns, please notify the AHC conduct officers (listed below under contact information) as soon as possible. The officers will ensure that the report can be given a safe space, and will be recorded as respectfully as possible. 

Social Media/Photo/
Video Policy

Attendees are permitted to live tweet during presentations, unless the speaker explicitly opts out by stating so at the beginning of their talk.
Taking and sharing photos, videos or reproductions of posters is not permitted unless you have the presenters’ consent.

All talks (keynote or other) will be recorded and available for on-demand viewing for a limited time to registered attendees. 

Posters

Unless explicitly communicated by the poster presenter, when you view poster materials at the conference remember that posters are typically work in progress. Please do not cite or reproduce any part of posters without the presenter’s permission. 

Contact Information

AHC conduct officers:
Anna K. Fotaki (Globe Institute, University of Copenhagen, anna.fotakis [ at ] sund.ku.dk)

Health & Safety

AHC is committed to providing a safe environment for conference attendees, staff, exhibitors, vendors and others on site and at the conference. We are monitoring the emerging situation related to the pandemic.

At present we strongly encourage all participants to use a face mask while in the conference auditorium and when in the buses for the social gala event. Masks will be made available at the information point if needed.

Although too early to determine, we will continue to follow guidelines from WHO and EU and local governments. We will update this website and notify our community as soon as we determine whether we need to adjust our health protocols and plans for the conference.


Vaccination Requirement

All participants at the in-person AHC conference in Bilbao, presenters, attendees, exhibitors, staff, guests and vendors will be required to be fully vaccinated at least 14 days prior to the start of the conference. You will be asked for proof of vaccination.
All WHO and European Commission approved vaccines are acceptable for meeting the vaccination requirement. Please refer back to this page should guidelines change.

Approved vaccines include:

  • Janssen (Johnson & Johnson)
  • Moderna
  • Oxford / AstraZeneca
  • Pfizer/BioNTech

If you are unable to meet the vaccination requirement, we invite you to join as a virtual attendee and participate in the online programming.
Please contact appliedhologenomics@tisasa.es if you have any questions.

Please do not travel or attend the conference if you are sick, have been exposed to anyone with a documented or suspected case of COVID-19 or experience any symptoms of COVID-19.

Cancellation Policy

Cancellations should be made with a written notice to: appliedhologenomics@tisasa.es

Refunds of the Social evening event will be available until August 31 with a cancellation charge.
No refunds will be available after the 1st of September. 

Contact
About
  • The 1st Applied HoloGenomics Conference project is part of the HoloFood IA activities and has received funding from the European Unionʼs Horizon 2020 research and innovation programme under grant agreement No 817729  

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