Guidelines

1. Registration and Attendance

• Registration Process: Instructions on how to register, deadlines, and fees (if applicable).
• Cancellation Policies: Details about refunds, substitutions, or modifications.
• Attendance Confirmation: How to confirm your participation, especially for virtual events.

2. Presentation Guidelines

• Speaker Instructions: Format and duration of presentations, use of visuals, and submission deadlines for materials.
• Poster Sessions: If applicable, guidelines for poster size, layout, and submission.
• Technical Requirements: Information on supported formats (e.g., PowerPoint, PDF) and equipment available at the venue.

3. Code of Conduct

• Behavior Expectations: Professional and respectful behavior for all participants.
• Anti-Harassment Policy: Zero tolerance for harassment, with a clear process for reporting incidents.
• Dress Code: Professional or business casual attire unless specified otherwise.

4. Agenda and Participation

• Event Schedule: Start and end times, keynote speakers, breakout sessions, and networking events.
• Interactive Elements: Guidelines for Q&A, workshops, or other interactive parts of the program.
• Time Management: Adhering to allocated times to ensure smooth transitions.

5. Technical and Logistical Support

• Venue Information: Address, layout, and accessibility details.
• Virtual Conference Tools: Platforms used (Zoom, Teams, etc.), along with login details and troubleshooting tips.
• Support Contacts: How to get assistance during the event.

6. Content Sharing and Confidentiality

• Copyrights and Permissions: Rules on using conference materials (e.g., recordings, slides).
• Photography and Recording: Policies for taking pictures or recording sessions.
• Data Privacy: Ensuring compliance with data protection regulations (e.g., GDPR).

7. Networking and Social Events

• Networking Opportunities: Breaks, receptions, and other informal gatherings.
• Inclusivity Guidelines: Ensuring events are welcoming for all attendees.
• Optional Activities: Details of pre/post-conference workshops or tours.

8. Health and Safety

• COVID-19 Protocols: Vaccination or mask requirements, if relevant.
• Emergency Procedures: Instructions for fire drills, medical emergencies, and other contingencies.

9. Feedback and Follow-Up

• Surveys: Encouraging participants to provide feedback for improvement.
• Certificates of Participation: Process for obtaining certificates, if offered.
• Post-Event Resources: Access to recordings, materials, or proceedings.