Spring Meeting Code of Conduct

Code of Conduct - Overall Statement

By registering for and attending this AHTD meeting, all attendees acknowledge receipt of and agree to comply with the AHTD Spring Meeting Code of Conduct and the Spring Meeting Duty of Care. AHTD is dedicated to creating and maintaining an engaging and productive environment in which all individuals are treated with respect and dignity; one that is welcoming and free from any form of harassment or other discrimination. This Policy guides everyone who participates or engages in AHTD sponsored events. AHTD wants to ensure that all participants understand what behavior is expected and what behavior will not be tolerated. The environments covered by the Code of Conduct include, but are not limited to, any venue or vehicle, including hotels, meeting rooms, field sites, or other locations where an AHTD meeting, conference, presentation, workshop, roundtable, or online interaction occurs, and additionally at offsite locations where conference or meeting-related social gatherings take place.
 

Expected Conduct

By participating in an event covered by this Code of Conduct, you agree to:

• Be considerate and respectful to each other.
• Refrain from harassing, discriminatory, or demeaning conduct.
• Comply with all rules, policies, and procedures of the facilities at which the event is being held, along with all applicable laws and regulations.

Unacceptable Behaviors

AHTD expressly prohibits harassment and discrimination based on race, color, religion, sex (including pregnancy and related medical conditions, gender identity, and sexual orientation), age, national origin, familial status, physical appearance, disability, genetic information, veteran or military status, or any other protected class.
 
The following behaviors are unacceptable and will not be tolerated:

• Disruptive and/or disrespectful behavior during any interaction, including presentations and discussions.
• Physical or verbal abuse of any participant, event organizer, staff member, vendor, volunteer, or guest.
• Discrimination, innuendos, verbal or nonverbal harassment of any kind, or hostility against any person or group of people in the above categories.
• Behavior may consist of a single or persistent actions that are considered demeaning, abusive, offensive, or create a hostile environment for others.

Reporting Procedure

If any participant believes they or another participant has been subject to conduct that violates this Code of Conduct, or witnesses such conduct, they should report the violation to one of the event organizers or AHTD staff, while onsite at the event or as soon after the event as possible, either directly or by emailing AHTD at ahtd@ahtd.org. All reported concerns will be treated seriously and investigated promptly and as discreetly as possible. All participants are expected to cooperate fully and honestly with any investigation.
 

Consequences

Participants asked to stop harassing behavior are expected to comply immediately.  At AHTD’s sole discretion, any violation of this Code of Conduct may result in removal from or denial of access to the event without a refund of any applicable registration fees and being prohibited from attending future events.  A participant’s employer may be notified in the case of any proven violation.  After a full investigation, additional consequences may apply.
 

No Retaliation

AHTD will not tolerate any actual or attempted reprisals or retaliation against individuals who raise, in good faith, a concern that this Code of Conduct has been violated or who participate in the investigation of such a concern.  AHTD takes all allegations of harassment and discrimination seriously and is committed to ensuring an environment that is free of all harassment and discrimination.
 
 

Code of Conduct - Considerations for COVID and Other Viral Illnesses

AHTD has offered guidelines outlining steps that can be implemented to provide as safe an environment as possible when meeting in-person for Spring Meeting 2024. Responsibility is shared equally among event organizers, the event venue, and the event attendees – all have a role to play. This Code of Conduct may be revised.

Before Leaving Home

• Follow relevant guidance provided by the World Health Organization (WHO), or your local health authority.
• Adhere to government-issued travel restrictions and guidance issued by the region you will be traveling to and the region you are traveling from (including compliance required by airlines or other travel services).
• Evaluate your health and that of people you are in close contact with.
• Stay home if you feel sick.

On-site During the Event

• Follow guidance from your local health authority, for everyday preventive actions to help prevent the spread of respiratory viruses including:

• Washing hands often with soap and water for at least 20 seconds, or an alcohol-based sanitizer with at least 60% alcohol.
• Avoiding touching eyes, nose, and mouth with unwashed hands.
• Covering your nose and mouth when coughing or sneezing. Throw used tissues in the trash.
• Cleaning and disinfecting frequently touched objects and surfaces using a regular household cleaning spray or wipe.

• Agree to have your temperature taken before entering the meeting/event venue if required by local authorities, event organizers, or venue.
• Agree to wear a mask or facial covering if required by state/local authorities, event organizers, or venue.
• Adhere to social distance protocols put in place by the event organizers or venue and respect others’ personal space.
• Seek medical attention at any time if you feel unwell or are experiencing flu-like symptoms. 

Post-event

Based on current contact tracing advice from many health authorities if you test positive for COVID-19 up to 14 days after returning home, please contact the meeting/event organizers to advise them.