How to use this policy
(1) Copy this template in its entirety and edit as necessary to align with your organizational context. (2) Remove the supplemental guidance text in blue boxes and replace the yellow highlighted text with the actual details of your organization.
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Introduction
[Insert organization name] is committed to organizing events where all participants can enjoy an inclusive, respectful, safe, and welcoming environment for all participants. [Insert organization name] events are guided by the highest ethical & professional standards, and all participants are expected to behave with integrity & respect towards all participants attending or involved.
[Insert organization name] believes every participant has the right to enjoy the event without fear of harassment, discrimination, or condescension, regardless of ancestry, age, color, disability, genetic information, gender expression, gender identity, marital status, medical condition, military or veteran status, national origin, race, religion, reproductive health decision making, sex/gender, sexual orientation or other protected characteristics.
Scope
The Code of Conduct applies to all participants of [Insert organization name] events, including attendees, speakers, sponsors, volunteers, and staff, across all event venues and event-related social activities, both online and in-person. This Code of Conduct is not a legal document, and is designed to supplement other relevant policies, regulations, rules & laws, including laws regulating the premises in which the event takes place. Where this Code and the law conflict, the law prevails.
Expected Conduct
Treat everyone with respect, dignity, and courtesy.
Promote inclusivity. Engage in creating a welcoming and inclusive environment. Listen and communicate openly without any prejudice.
Maintain professionalism in your interactions. Conduct yourself in a manner that reflects well on the event and its community.
Be considerate of your surroundings and the individuals you are engaging with. Respect the venue and adhere to venue rules.
[Insert expected behavior above. Note that the above are example behavior promoted. Provide behavior your organization wants to promote at the event.]
Prohibited Conduct
Unacceptable conduct include, but are not limited to:
Harassment & Discrimination
Harassment in any form and on any basis is prohibited at [Insert organization name] events. Harassment is any behavior directed at another person with the effect of offending, humiliating or intimidating them. Discrimination is the unjust or prejudicial treatment of different categories of people. All events organized by [Insert organization name] must comply with the Harassment, Discrimination, and Retaliation Policy.
Sexual Misconduct
Sexual misconduct is unwanted behavior of a sexual nature whether verbal or physical, (especially but not limited to an individual in a position of authority over the victim such as a board member, director, manager, or a senior colleague, etc.) whether a one-off incident or an ongoing pattern of behavior. The harasser can be the victim's supervisor, an agent of the employer, a supervisor in another area, a co-worker, or a non-employee.
Disruption
Deliberately disrupting talks or other events, or engaging in conduct that detracts from the inclusive and safe environment of the event.
[Insert prohibited conduct above. Note that the above are example conduct that most events should prohibit. Provide additional behavior your organization wants to prohibit or specify details as necessary.]
Regarding Attendance of Minors
If relevant to your organization, adopt the Supplemental Guidelines for Minors.
Reporting & Enforcement
Event organizers will enforce this Code of Conduct throughout the event. Participants asked to stop any prohibited conduct are expected to comply immediately.
The consequences for the offenders for violating the Code of Conduct may include one or a combination of the following:
A warning from the organizers;
Expulsion from the event without a refund;
Banning from all future events organized by [Insert organization name];
Escalation of the complaint to any investigative or disciplinary authority with jurisdiction over the offender;
In severe cases, involvement of law enforcement.
Participants who feel they have been the victim of or witness to prohibited behavior at a [Insert organization name] event may report the incident to the designated personnel in Section 8 of this policy. Participants should never knowingly make false or misleading claims about prohibited conduct. [Insert organization name] event organizers are expected to take appropriate action in accordance with applicable policies, regulations and rules.
The event organizing team will take all necessary steps to investigate and address reported concerns in a manner that respects the privacy of all parties involved.
Role of Staff & Volunteers
All [Insert organization name] staff and volunteer event organizing staff will be trained on this Code of Conduct and its enforcement. The event organizing team is responsible for enforcing the CoC, assisting in conflict resolution, and ensuring the safety and comfort of all participants.
Contact Information
For any questions or concerns about the Code of Conduct, please contact [Insert organization name] at [insert contact information provided by Organization Name organizer]. or speak directly to event staff or volunteers.
Amendments & Additions
This Code will be reviewed annually and may be amended as necessary to address new ethical challenges and evolving standards.
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