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We would like to make you aware of the following policies the conference adheres to (click links to download information as printable PDF documents):
IAVCEI 2023 Accessibility and Inclusivity
IAVCEI 2023 COVID-19 Policy
*updated 23 January 2023.
IAVCEI 2023 encourages the open expression and exchange of ideas - in an inclusive, supportive, and safe space - free from all forms of discrimination, retaliation, and harassment.
All attendees, speakers, sponsors, and volunteers at the IAVCEI 2023 conference are required to agree with the following code of conduct. IAVCEI 2023 organisers will enforce this code throughout the event; this includes all kinds of interaction (on-site, online, or on social media) at the conference, field trips, workshops, and conference-related social events. We expect cooperation from all attendees to help ensure a safe environment for everybody.
Behaviour
Be inclusive, respectful, and considerate throughout IAVCEI 2023. Make sure you listen to others and critique ideas not people. Promoting or participating in any form of bullying, harassment, or discrimination will not be tolerated. This includes, but is not limited to:
Offensive comments (verbal, written, or any other form) related to gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, or religion;
Physical abuse;
Deliberate intimidation, stalking, following, or harassing photography or recording;
Sustained disruption of talks or other events;
Inappropriate physical contact, sexual attention, or innuendo;
Inappropriate use of nudity and/or sexual images.
Photography, recordings, and social media by attendees
Photography is allowed for personal and social media use unless indicated by the presenter (e.g., stated by the presenter, indicated on the poster or presentation). However, recordings are not permitted. Explicit permission of a parent or guardian is required for photography or recordings that include individuals under the age of 18. Do not use flash when taking photographs.
Open discussion of presentations given at IAVCEI 2023 on social media is allowed unless indicated by the presenter (e.g., stated by the presenter, indicated on the poster or presentation). Include the name of the presenter so they get credit for their work if you share photographs of them or their slides/poster.
Consequences and reporting
Anyone not complying with this code of conduct will be removed from IAVCEI 2023 and other appropriate actions will be taken if necessary. Attendees asked to stop any unacceptable behaviour must comply immediately. If an attendee is not complying with this code of conduct, please contact the registration desk or email iavcei2023@confer.co.nz [subject line: Code of Conduct], who will follow up as soon as possible.
This code of conduct benefited from the EGU General Assembly rules of conduct, AGU Meetings Code of Conduct, VMSG Code of Conduct for Meetings and Events, and GSA Events Code of Conduct.
At IAVCEI 2023, a diverse, equitable, inclusive, and accessible environment is one where all community members and event attendees, whatever their age, education, ethnicity, gender, gender expression, gender identity, national origin, neurotype, race, religion, belief system, spiritual practice, sexual orientation, physical ability, physical appearance, body size, or other unique characteristics feel valued and respected. We respect and value diverse life experiences and heritages and strive to ensure that all voices are valued and heard. All attendees are required to follow the IAVCEI 2023 Code of Conduct.
IAVCEI 2023 is committed to empowering diverse, equitable, inclusive, and accessible participation. Below is some specific information about what IAVCEI 2023 is doing to ensure the event is accessible, followed by some advice for what attendees can do to help IAVCEI 2023 achieve this. If you have other requests not covered below, please contact us iavcei2023@confer.co.nz as some actions require advanced notice for implementation. This is an evolving process and we would love to hear feedback so that we can improve upon our actions - please email iavcei2023@confer.co.nz with thoughts.
What IAVCEI 2023 is doing
Assistance If you need assistance, please visit the registration desk which will have someone there from 10am on Sunday 29 January through to the end of the conference on Friday 3 February. There will be people onsite who are trained in first aid, they will be at the registration desk. If you require medical care, Rotorua hospital is ~1.5 km away or GPs/accident and urgent medical care facilities within Rotorua can be found here: https://www.healthpoint.co.nz/gps-accident-urgent-medical-care/lakes/rotorua/ . The phone number for the emergency services in New Zealand is 111.
Food and drink During online registration, you can indicate dietary requirements for morning/afternoon teas, fieldtrips, workshops, and social events where food is provided. Food will be clearly labelled with dietary information. Water will be available all the time throughout the venue (recyclable paper cups are available but please bring a bottle to fill up). There will be a wide range of beverages at poster sessions. Morning tea and a light lunch will be catered for but feel free to bring your own food and drink to all events. Food and drink will be served on crockery and there will be recycling and composting bins available for any food waste - spare food will be given to Love Soup.
Audio Microphones will be used by speakers and people asking questions. If you require a hearing aid loop, please request this during registration or contact us separately.
Mobility. All areas of the venue are accessible using a wheelchair (see venue map for wheelchair accessible routes). There will be chairs available in all spaces to sit rather than stand. In session rooms, there will be space for wheelchairs and those who wish to stand. For presenters who wish to sit to present, a seat will be available.
Bathrooms. Gender neutral bathrooms are available in the conference venue.
Childcare. We will be providing a childcare facility at one of the nearby hotels during the conference. It is hoped that the conference can subsidise some of the cost for this, cost will be confirmed by October 2022. Please indicate if you would be keen to use the childcare facility when registering. A quiet room will be available for breastfeeding/pumping (see “Well-being” below).
Well-being. A quiet room will be available for taking a break - whether that is simply to get away from everyone, pray, or to breastfeed/pump (see venue map for its location).
*Updated 23 December 2022
We want to ensure a safe and comfortable meeting for those who attend in person and reduce the risk of people getting sick, especially the vulnerable in our community. If you get COVID-19 whilst in Aotearoa New Zealand, you must isolate yourself for seven days - seeing as many of you are coming from overseas, we want to limit the risk of this happening so you get to enjoy the conference and your time in Aotearoa New Zealand. The key points are: do not come to the conference if you are sick; wear masks when inside (including buses) during IAVCEI 2023 events; and test for COVID-19 before coming to the conference and before the mid-conference field trips. More details are below. The policy was last updated 23/01/23.
To help us achieve a safe and comfortable meeting for all, there are a few simple steps we need you to follow:
If you test positive with COVID-19 before, during and after the conference, we do not take responsibility for any costs incurred. Please ensure you have plan in advance for what you might need to do – ensure you have travel insurance, check their polices around COVID and make sure you have the correct contact details in relation to your travel and accommodation bookings in case you need to change these. Please reach out (email iavcei2023@confer.nz) if you need any support managing covid while in isolation and we can link you with the right information.
We are also following guidelines in order to make the event as safe and comfortable for everyone. These include:
These policies were informed by Te Pūnaha Matatini guidance and from community feedback. Thank you to all of those who contacted us with information. We understand that some of the policies above are inconvenient and could be uncomfortable, but we really appreciate your adherence and support in protecting our community. We are monitoring global trends and government policy on COVID-19 and will update this policy if the situation changes. Please email iavcei2023@confer.co.nz, subject line: “COVID-19 Policy”, if you have feedback or comments or would like to cancel your registration
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