Meeting Policies

SETAC provides open, safe forums for the purpose of exchanging ideas and information on the study, analysis and solution of environmental problems, the management and regulation of natural resources, promotion of scientific research and the development of strong environmental education.

SETAC Policies

Compliance with SETAC Policies

Attendees of SETAC meetings are expected to adhere to the highest standards of integrity and professionalism, and to comply with all SETAC policies, including SETAC the Code of Conduct.

SETAC Policies

Inclusion

Consistent with SETAC’s values, we strive for both scientific and individual diversity and inclusivity in our operations and programming. Some of the initiatives to achieve and support these values include:

  • We are committed to providing a welcoming, productive and safe environment for all meeting participants and staff.
  • We follow by-laws and charters that ensure diversity and inclusion in all governance bodies and committees
  • We offer students and underrepresented professionals financial assistance (meeting registration waivers and monetary stipends) to support their attendance
  • We follow procedures that ensure inclusivity when selecting keynote and plenary speakers at our events
  • We select venues that are accessible for physically disabled individuals
  • We retain sign language interpreters for the hearing impaired if requested in advance
  • We make family rooms available at events

Recording and Photographing

SETAC embraces a set of values, including transparency, integrity and civil dialogue. As part of our commitment to be an open and transparent society, we encourage meeting attendees to capture and share the research being presented as long as they do so in a respectful manner, honor the intellectual property of the presenter, and they provide appropriate attribution.

Attendees Photography “Opt-out” Policy

While the default assumption is to allow for open discussion of and access to scientific content of presentations at SETAC events, please respect a presenter’s request to refrain from photographing or disseminating the contents of their talk or poster. Presenters may have various reasons for opting out, such as guarding intellectual property or not wanting preliminary data disseminated while they are seeking feedback from peers. We will provide the following tools to help communicate all “no recording” restraints:
no recording icon

  • A “No Recordings or Photos” icon that presenters can download and place on slides or posters.
  • The session chair and the presenter will verbally indicate any such restriction prior to a talk.
  • We will also provide the “No Recordings or Photos” icon as a sticker on site that can be affixed to posters.

These steps will make it clear that a presenter does not want their results photographed or discussed on Twitter or other social media.

Meeting attendees should familiarize themselves with our social media guidelines.

Any photos should be discrete. Individuals should never distract from the talk, block other attendees’ view, or disrupt discussion or engagement by the posters.

Media Attendees

Media attendees, please see the media guidelines.

Photo Release

Photographs will be taken at any SETAC annual meeting. By registering for this meeting, you agree to allow SETAC to use your photo in any SETAC-related publication or website.

Copyright and Presenter Responsibilities

Your efforts as a presenter at the SETAC North America meeting are valuable, and we want to ensure you are aware of the legal and society requirements regarding to previously published material that may appear in your presentation.

SETAC does not routinely record or stream meeting content; however, when we do, we will ask for your permission and you will have the option to decline the recording of your presentation during abstract submission. When you agree to be recorded upon abstract submission, you declare your right to grant SETAC North America permission to use, reproduce, display, distribute (internally or externally) from the presentation derivative works of any or all works including your own works and those of others. Being able to grant these rights may require more stringent attention to permissions than you are accustomed to obtaining for a one-off classroom presentation or an unrecorded meeting presentation, and it is critical that you adhere to the SETAC Copyright Policy.

Meeting Safety and Responsibility Policy

SETAC is committed to providing a welcoming, productive and safe environment for all meeting participants and staff.  Staff are available to help if you encounter questionable or concerning activity. No concern is too small.

If you experience harassment, hear of any incidents of unacceptable behavior, or if you would like to talk through incidents that have made you uncomfortable in any way, please contact Executive Director Greg Schiefer at 850-469-1500 ext. 105 (phone) or Director of Publications Jen Lynch at 978-810-1344 (phone or text). They are available to help you.

Personal Safety and Security

We encourage you to follow these best practices for safety when at the SETAC meeting:

  • Be aware of your surroundings
  • Walk with friends or colleagues to and from any event during early or late hours
  • Remove your meeting badge when you leave the convention center
  • Leave cash or credit cards in your hotel room safe
  • Keep track of your personal property and do not leave it unattended

If it is an emergency or if you need immediate assistance, security personnel will be on-site to help you. The emergency line in Canada is 9-1-1.

Unacceptable Behavior

The following behavior is not tolerated:

  • Sexual or gender harassment, physical or verbal intimidation, and discrimination in any form, which include verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion or national origin.
  • Physical or verbal abuse of any attendee, speaker, volunteer, exhibitor, SETAC staff member, service provider or other meeting guest.
  • Showing nudity or sexual images in public spaces or in presentations.
  • Threatening or stalking any attendee, speaker, volunteer, exhibitor, SETAC staff member, service provider or other meeting guest.
  • Disrupting presentations at sessions, in the exhibit hall or at other events organized by SETAC at the meeting venue, hotels or other SETAC contracted facilities.

SETAC has zero tolerance for any form of discrimination or harassment, including but not limited to sexual harassment by participants or our staff at our meetings.

Meeting Responsible Drinking Policy

At most SETAC networking events both alcoholic and non-alcoholic beverages are served. SETAC expects participants at our events to drink responsibly. SETAC and event staff have the right to deny service to participants for any reason and may require a participant to leave the event.