Events code of conduct

Last updated in May 2021

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Introduction

The purpose of this policy is to outline the rules governing the conduct of delegates attending and participating in the events and activities of The Alan Turing Institute and Group (hereafter the Institute) and provides guidance on the expected standards of conduct, both at events within the Institute and with external providers or partners.

1.0 Scope

This policy applies to all participants of events organised or hosted by The Alan Turing Institute; both in person and virtual.

2.0 Policy

The Alan Turing Institute is committed to making its events productive and enjoyable for everyone, regardless of gender, sexual orientation, disability, physical appearance, race, nationality or belief. We will not tolerate harassment in any form. All delegates are expected to adhere to the following key principles during an in person and virtual event:

  • Delegates are required to behave professionally - harassment and/or sexist, racist, or exclusionary comments or jokes are not appropriate. Harassment includes sustained disruption of talks or other events, inappropriate physical contact, sexual attention or innuendo, deliberate intimidation, stalking, and photography or recording of an individual without consent. It also includes offensive comments related to gender, sexual orientation, disability, physical appearance, body size, race or religion.
  • All communication should be appropriate for a professional audience including people  from many different backgrounds. Sexual language and imagery is not appropriate.
  • Be kind to others. Do not insult or put down other delegates.
  • Delegates are expected to register in advance and arrive in good time for the start of events. It is at the organisers discretion to allow delegates to enter an event 15 minutes after its start time or if they have not registered.

3.0 Virtual events policy

Delegates are required to follow the key principles in point 3, as well as the additional principles for virtual events at the Turing. This section applies to the Institute and all entities owned and controlled by the Institute. This includes, but is not limited to, comments, questions and posts made during and within virtual events and their material, on platforms including Hopin, Zoom, Webex, Teams, Slido and YouTube.

  • Delegates should not use the chat inappropriately, this includes:
    • Use of expletives / swearing.
    • Posting the same message across the same chat or multiple chats.
    • Sharing links about commercial products / services / advertising.
    • Verbally attacking a speaker or delegate.
  • Delegates should not impersonate another person.
  • Delegates should not use the Q&A to have conversations.

4.0 Breach of the code of conduct

  • Any delegate who wishes to report a violation of this policy is asked to speak, in confidence, to the Event Coordinator, who will introduce themselves at the beginning of an in-person event, or via email to [email protected].
  • Delegates asked to stop any inappropriate behaviour are expected to comply immediately. Anyone violating these rules may be asked to leave an  event at the sole discretion of the organisers without a refund or removed from a virtual event.
  • Legal action may be considered if a criminal offence is suspected and, if appropriate, the matter may be reported to the Police or other relevant authorities.

5.0 Breach of the code of conduct: Virtual events

Whilst we encourage delegates to use the chat function for discussion, debates and freedom of speech, we have a duty of care for our delegates and speakers.

  • Inappropriate messages may be deleted. The delegate will be sent a private message informing them why it has been deleted and will be given a warning. If the delegate continues to send inappropriate messages they will be removed from the event.
  • Breaches of a severe nature will be removed from the event. This will be down to the discretion of the moderator. The delegate will be informed via email why they’ve been removed from the event.
  • The chat may be disabled for the duration of the event.

6.0 Health and safety

  • Delegates have a duty to take reasonable care for their own safety when attending events and have a responsibility to ensure the safety of others if affected by their own activities
  • Delegates are not permitted to tamper or adjust any event equipment, fixture or furnishing without express permission from the organisers.
  • Delegates are not permitted to enter any restricted area.
  • Delegates will have access to a cloakroom space at in person events but are solely responsible for their own belongings.
  • Delegates are expected to consume alcohol responsibly, and only when permitted as part of an in-person event.
  • Delegates are not permitted to bring in any food or alcohol from outside the premises to any in-person event unless they have permission from the organisers.
  • The Institute accepts no responsibility for any injury or for the death of any person, while attending one of our events, unless such injury or death was occasioned by the negligence of the Institute.
  • Children attending events are the responsibility of a supervising adult, and are not permitted to attend unsupervised.

7.0 Use of equipment, systems and facilities

  • The Institute’s resources should be used solely in respect of the event and the delegate’s role in the event. Delegates are not permitted to make use of equipment or facilities for other purposes.
  • The Institute has a zero-tolerance approach to fraud and will investigate suspicious activity or if registration details appear fraudulent.  

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