BAPS annual meeting is professional scientific meetings that provide a respectful, harassment-free and inclusive environment for all participants, regardless of gender identity, sexual orientation, physical or mental disability, appearance, ethnicity, race, national origin, pregnancy, medical condition, genetic information, ancestry, marital status, citizenship, age or religion.
All delegates, in person and online, including speakers, exhibitors, poster presenters, media, staff and other participants are expected to behave with integrity and respect towards other delegates attending or involved with the BAPS meeting and/or any related event or activity.
The present Code of Conduct supplements, but does not affect, the application of other relevant policies, regulations, rules and laws, including laws regulating Belgium.
BAPS is committed to informing the participants about the Code of Conduct. Likewise, BAPS is committed to installing procedures and guidance for appropriate reporting of unacceptable behaviour of any kind.
All delegates, in person and online, including speakers, exhibitors, poster presenters, media, staff and other participants are expected to behave with integrity and respect towards other delegates attending or involved with the BAPS meeting and/or any related event or activity.
The present Code of Conduct supplements, but does not affect, the application of other relevant policies, regulations, rules and laws, including laws regulating Belgium.
BAPS is committed to informing the participants about the Code of Conduct. Likewise, BAPS is committed to installing procedures and guidance for appropriate reporting of unacceptable behaviour of any kind.
Reporting
In case of a breach of the Code of Conduct, the concerned individuals or witnesses are encouraged to report it in the following ways:
Any details that help identify the perpetrator and describe the incident will assist in addressing the situation.
- For immediate action onsite, contact any BAPS staff member.
- If you feel threatened, do not hesitate to approach a security person onsite or a BAPS staff member.
- For reporting online, write to [email protected].
- In addition to reporting to conference organizers, individuals may report aggressions to the Police. The Belgian police can be reached by dialing the emergency number 101 or the European emergency number 112. Ask BAPS staff or security personnel if you need assistance.
Any details that help identify the perpetrator and describe the incident will assist in addressing the situation.
Harassement
For the purpose of these guidelines, harassment consists of improper or unwelcome conduct that might reasonably be perceived as causing offence or humiliation to another person. Harassment may involve any conduct of a verbal, non-verbal or physical nature, including written and electronic communication. Harassment in any form is not tolerated at the conference.
Examples of harassment include, but are not limited to:
Examples of harassment include, but are not limited to:
- Comments – whether verbal or written – that reinforce social structures of domination related to e.g., career status, gender, gender identity, sexual orientation, disability, physical appearance, body size, ethnicity, race, age, religion, political affiliation, etc.
- Any form of bullying or abuse of power through coercion, manipulation, etc.
- The production or non-consensual sharing of photography or unwanted recording, including sexual images, in public spaces (in any format, electronic or otherwise)
- Deliberate intimidation, humiliation, stalking or following
- Sustained disruption of poster presentations, talks, sessions or other events
- Inappropriate physical contact
- Unwelcomed sexual attention
- Advocating for, or encouraging, any of the above behaviors
Required behavior inside and around the conference venue
Mobile phones, tablets, computers and other electronic devices must be set to silent mode throughout all scientific sessions of the BAPS meeting.
Smoking is prohibited inside the entire congress center, except in designated smoking areas where applicable. Smoking outside is permitted according to the specific guidelines of the venue.
Where alcoholic beverages are available in the context of the meeting, participants are expected to drink responsibly. Individuals that are visibly under the influence of alcohol or other legal or illegal substances will be escorted from the meeting venue and will not be allowed re-entry.
Delegates should express cultural sensitivity and respect towards all participants with regards but not limited to clothing and appearance.
Any recording, filming, or other capturing of presentations at the meeting, including of scientific posters, is not acceptable without the expressed clear consent of the presenter.
Smoking is prohibited inside the entire congress center, except in designated smoking areas where applicable. Smoking outside is permitted according to the specific guidelines of the venue.
Where alcoholic beverages are available in the context of the meeting, participants are expected to drink responsibly. Individuals that are visibly under the influence of alcohol or other legal or illegal substances will be escorted from the meeting venue and will not be allowed re-entry.
Delegates should express cultural sensitivity and respect towards all participants with regards but not limited to clothing and appearance.
Any recording, filming, or other capturing of presentations at the meeting, including of scientific posters, is not acceptable without the expressed clear consent of the presenter.
Registration and/or admittance of people under 18 years of age
In accordance with national and European law, including national health and safety rules, registration and/or admittance to a BAPS event is exclusively reserved for participants who are 18 years of age or older. Registration of a person under 18 is unauthorized and in violation of the conference’s terms and conditions for delegates.
Unregistered individuals will only be granted access to the venue following special agreement with the organizers. If special access to the conference/meeting/event is needed for any reason, and no registration is available, the person should contact the registration desk for support. Supervised minors and invited adults may, in special instances, have access to the BAPS event. Such access will be granted case by case by the organizers.
As mentioned above, infants and small children of registered delegates (or similar) may access the conference/event premises under the sole responsibility and constant supervision of a registered parent and/or designated individual.
Unregistered individuals will only be granted access to the venue following special agreement with the organizers. If special access to the conference/meeting/event is needed for any reason, and no registration is available, the person should contact the registration desk for support. Supervised minors and invited adults may, in special instances, have access to the BAPS event. Such access will be granted case by case by the organizers.
As mentioned above, infants and small children of registered delegates (or similar) may access the conference/event premises under the sole responsibility and constant supervision of a registered parent and/or designated individual.
Use of camera and video
Attendees of the conference are required to respect the privacy of other participants and refrain from any unauthorized or unwelcomed recording. Participants are not allowed to take videos, or other recordings of scientific material shown unless express prior consent by the presenter has been ascertained. Moreover, integral recording of complete oral presentations is not allowed unless these are done by a professional entity that has been contracted for this purpose by or on behalf of the organizer. The use of flash is not allowed in any session or in the exhibition areas unless performed by an authorized professional photographer.
Recordings or filming within the conference environment for professional use is not allowed without obtaining prior permission from the organizer.
BAPS follows the guideline for consent related to the use of pictures with identifiable persons in a public space under the EU General Data Protection Regulation. Recording via video, photography or other means of participants to the BAPS meeting is in general allowed as long as people are not shown in incriminatory or private situations and images are not used in a misleading or derogatory way. Any publication of filming or recordings on social media requires the clear consent of all participants. It is highly recommended for anyone to obtain written permission before sharing such content, including on social media.
BAPS adheres to the copyright laws guiding the appropriate sharing of scientific research material, including data. Authors’ consent may be requested by BAPS in case sharing of scientific material from abstracts / posters / presentations will be required as part of BAPS educational activities.
Recordings or filming within the conference environment for professional use is not allowed without obtaining prior permission from the organizer.
BAPS follows the guideline for consent related to the use of pictures with identifiable persons in a public space under the EU General Data Protection Regulation. Recording via video, photography or other means of participants to the BAPS meeting is in general allowed as long as people are not shown in incriminatory or private situations and images are not used in a misleading or derogatory way. Any publication of filming or recordings on social media requires the clear consent of all participants. It is highly recommended for anyone to obtain written permission before sharing such content, including on social media.
BAPS adheres to the copyright laws guiding the appropriate sharing of scientific research material, including data. Authors’ consent may be requested by BAPS in case sharing of scientific material from abstracts / posters / presentations will be required as part of BAPS educational activities.
Social media
BAPS encourages open and respectful discussions on social media and blogging platforms. Nonetheless, participants are requested not to post images or video online without obtaining appropriate permission. Participants are requested to respect any request from an author not to disseminate the contents of their presentation/poster. BAPS highlights the importance for delegates to express cultural sensitivity and respect with regard to clothing and appearance.
Enforcement & reporting
The BAPS organizers reserve the right to take any action as deemed necessary as a consequence of any breach of the present Code of Conduct. This includes reporting to host institutions and permanent removal of BAPS credentials.
In case of a breach of the Code of Conduct, the concerned individuals are requested to contact a member of the BAPS staff, or follow the designated conference procedures for reporting.
Participants are encouraged to report any experienced harassment to the designated BAPS staff:
BAPS reserves all rights to take any action to prevent and report violations of the Code of Conduct. Such actions can include involving the onsite security team and filing a police report when appropriate, reporting to host institutions and permanent removal of in-person or online meeting credentials. BAPS cannot investigate reports of harassment or other misconduct onsite but will inform the appropriate departments of the accused person’s host institution about any such filed report.
Original source and credit: Code of Conduct at FENS Forums - FENS 2024 - International Neuroscience Conference / Code of Conduct ESCAN 2023. The content was adapted for BAPS.
In case of a breach of the Code of Conduct, the concerned individuals are requested to contact a member of the BAPS staff, or follow the designated conference procedures for reporting.
Participants are encouraged to report any experienced harassment to the designated BAPS staff:
- reaching out to [email protected].
BAPS reserves all rights to take any action to prevent and report violations of the Code of Conduct. Such actions can include involving the onsite security team and filing a police report when appropriate, reporting to host institutions and permanent removal of in-person or online meeting credentials. BAPS cannot investigate reports of harassment or other misconduct onsite but will inform the appropriate departments of the accused person’s host institution about any such filed report.
Original source and credit: Code of Conduct at FENS Forums - FENS 2024 - International Neuroscience Conference / Code of Conduct ESCAN 2023. The content was adapted for BAPS.
Questions?
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