Code of Conduct

2019 Annual Meeting Code of Conduct

The 2019 Annual Meeting of the Society for the Preservation of Natural History Collections (SPNHC) will take place in Chicago, Illinois, USA May 26-30, 2019. By registering for the meeting and/or participating in any workshops, panels, or other activities associated with this conference, you agree to the following Code of Conduct:

Authors: Authors of presentations and workshops should conform to the highest standards of scientific attribution and citation in their presentations and other materials submitted. All authors connected to a presentation and associated abstract must be aware of and agree with the information presented. Obtaining consent from all authors to be associated with the presentation is the responsibility of the lead and presenting author(s).

An author who submits an abstract for presentation at this conference must have intention of registering, attending, and presenting at the meeting once the submission is accepted into the program. Authors must abide by any submission deadlines, presentation time limits, or other format-related instructions provided by the meeting’s organizers.

All authors must complete a Speaker Release form prior to their presentation, allowing SPNHC to record the presentation for non-commercial educational and outreach purposes.


Harassment and Safety: SPNHC is dedicated to providing a safe, hospitable, and productive environment for everyone attending their events, regardless of ethnicity, national origin, religion, disability, physical appearance, sex, gender expression, or sexual orientation. It is important to remember that a community where people feel uncomfortable or threatened is neither healthy nor productive. Accordingly, SPNHC prohibits intimidating, threatening, or harassing conduct during our conference. This policy applies to speakers, staff, volunteers, and attendees. Conference participants violating these rules may be sanctioned or expelled from the conference, at the discretion of leadership.

Harassment of participants at SPNHC-sponsored events will not be tolerated in any form. Harassment includes offensive gestures or verbal comments related to ethnicity, national origin, religion, disability, physical appearance, sex, gender expression, or sexual orientation in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome attention. Participants asked to stop any harassing behavior are expected to comply immediately.

If a participant or exhibitor engages in harassing behavior, conference leaders may take any action they deem appropriate, ranging from a simple warning to expulsion from this and future conferences. If you are being harassed, need to file a complaint, or have other concerns about the safety of participants, please do not hesitate to contact one of the conference organizers who will work with you to resolve the situation.

We will help participants contact venue or hotel security or local law enforcement, and otherwise assist those experiencing harassment, to enable them to feel safe for the duration of the conference. We value your attendance, and want to make your experience as productive and professionally stimulating as possible.


Photography and Image Release: Participants may not take photographs or videos that may be disruptive to presenters (flash; shutter sounds; distracting presence) during sessions.

The nature and mission of SPNHC’s activities is to reach as broad an audience as possible. To this end, not only are abstracts published, but presentations (audio/video, slides, and posters) themselves and conference events may be photographed, streamed, recorded, and made publically available. Both SPNHC and the Field Museum of Natural History (the 2019 Annual Meeting’s host) reserve the right to use photographs and videos taken and testimonials given during any conference event or in subsequent meeting surveys for educational, reporting, promotional, advertising, and fundraising purposes; you agree that SPNHC and the Field Museum may use your name, voice, and likeness as captured in such recording for these purposes.

Personal Data: During the registration process and conference, SPNHC may need to collect personally identifiable information from you. SPNHC will use your personal data only for the purposes of conference registration, organization, and communication with conference organizers. SPNHC may also contact you about future meetings or community events that may be of interest to you; you can opt out of these communications at any time. SPNHC will share your personal data with third parties only to the extent necessary for such third parties to carry out the above purposes on SPNHC’s behalf.

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