INFORMATION

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 Code of Conduct

IAVCEI 2023 Accessibility and Inclusivity

IAVCEI 2023 COVID-19 Policy
*updated 23 January 2023.

Code of conduct

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.

Accessibility and Inclusivity

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).

COVID-19 Policy

*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:

• Most importantly, do not come to the conference if you are sick or test positive for COVID-19. You must test for Covid-19 if you feel unwell. If you get COVID-19 whilst in Aotearoa New Zealand, you must isolate yourself for seven days. Day 0 is the day your symptoms started or when you tested positive, whichever came first. We are live streaming all conference sessions so if you feel up to it we can organise remote presentation options for you (email iavcei2023@confer.nz, subject line “COVID-19 switch to remote presenting”). Everyone will receive the access link for the virtual platform in advance of the event. 
• We require masks to be worn indoors during all events held at the IAVCEI 2023 conference venues. This includes the poster hall, session rooms, plenaries, and workshops. We also require masks to be worn on field trip transportation and during field trip indoor activities (e.g., marae visits). Face masks remain an important defence against COVID-19. We are following New Zealand government guidelines on mask wearing based on the current information. We ask that you bring your own mask but we will have a limited supply available at the registration desk if you forget or lose yours. We highly recommend respirator masks with N95, KN95 or P2 ratings, which are best for high risk indoor environments. The only exceptions to this policy are if you have a mask exemption from a medical practitioner, if you are speaking to someone who lip reads, when you are presenting your talk, and when you are actively eating/drinking or playing sports. Pre- and post-field trip leaders will be in touch regarding mask wearing during their trips. 
• You must test for Covid-19 before you first attend an IAVCEI conference event, and on the Wednesday before the mid-conference field trip. We also highly encourage you to additionally test before traveling and throughout the week. Rapid Antigen Tests (RATs) are available for purchase from pharmacies.  If you are travelling from overseas, you should be collect a free pack of RATs at the airport on arrival in to New Zealand when clearing customs, please keep an eye out for them. You can also order and collect free RATs and masks through the ministry of health website or bring your own supply with you. There will be a limited supply of RATs at the registration desk. These were kindly donated.
• Sharing your COVID-19 status. We want to keep an eye on the COVID-19 situation at the conference and help people make an informed decision about attending in person.
  We have set-up a quick google form where you can report your RAT results each day you take one. No identifiable information will be collected, and the total numbers of tests taken and positive results reported will be released to attendees daily:  https://bit.ly/Covidreporting_IAVCEI
• Get fully vaccinated if you can. Being vaccinated means you are less likely to get really sick if you catch COVID-19 and less likely to pass it on to others.
• Practice good hygiene. While we encourage you to wash your hands often, hand sanitiser will be available throughout the venue and at the registration desk. Cough and sneeze into your elbow and avoid touching your face.
• Physical distancing. Please be aware of how close you are to others and give each other space. No handshakes please. 
• Keep informed. For the most up-to-date information check out https://covid19.govt.nz/ 
• Be respectful. Please adhere to the general code of conduct for the conference. 

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:

• Providing free masks at the venue - although supply will be limited, so please try and bring your own. 
• Sharing the access link for the virtual platform in advance of the event. So, if you do test positive you can access the virtual conference events. 
• Using a very large exhibition and poster space that will allow for you to have space to be distanced from others.
• The venue monitors the air quality and will make adjustments to the ventilation/air conditioning if needed. There will be CO2 monitors in some of the smaller session rooms to allow attendees to assess the situation.
• Opening doors and windows to provide ventilation - where practical. 
• For the breaks, there will be space outside the venue but unfortunately it is not covered, and Government Gardens is five minutes from the venue.  Please remember to wear sunscreen, the New Zealand sun is very fierce!
• Keeping you updated with all of the above information during the event. 
• The Local Organising Committee and Organisers will be working hard to enforce these policies where practically possible and would appreciate your full cooperation in doing so.

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

What you can do to help

Convenors

• Keep talks to time (12 minutes plus 3 for questions).
• Use inclusive language when introducing speakers.
• Encourage presenters to use inclusive language (e.g., gender neutral terms) and create accessible slides and posters.
• Remind the audience to keep questions concise, constructive, and on topic.
• Make sure everyone speaking (including those asking questions) uses a microphone. If a question is not said through a microphone, repeat the question.
• If you have time, make contact with your presenters in your session. Make sure they are aware of the deadlines, the session time/date and ask if they have any accessibility requirements they would like you to be made aware of.

Presenters

• Keep talks to time (12 minutes plus 3 for questions).
• Use inclusive language (e.g., gender neutral terms - here’s a guide from EGU).
  
• Make sure you slides or poster are accessible - check out these EGU blogs [1] [2] for more detail:
  
• If you’re uploading a recorded talk, add closed-captioning (this EOS blog post gives some good tips).
  
• If you can, prepare your talk using Microsoft PowerPoint as we’ll be using their live captions.
  
• Don’t use a rainbow colour scale or the red-green colour range - they are problematic for people who are colour blind and they distort data perception. Plus viridis is pretty or pick another colour scheme. 
  
• Check figures are understandable for people who are colour blind - you can simulate how they look beforehand to check.
  
• Use a san serif font (e.g., arial, verdana) and make sure there is high contrast between the text and background and the font is large enough to read (minimum 24 pt, but ideally 36 pt for the body of the text, especially for posters).
• Let the audience know if they can/cannot photograph/screenshot your work or share on social media (if you don’t want it to be shared, pop something on each slide in case someone comes in late).
• Don’t use flashing lights in your presentations.

Attendees

• Remember to capitalise the first letter of each word (e.g., #VolcanoesAreTheBest) in any hashtag you use to make it easier to read and help screen readers to read it properly
• If including an image on social media, use alternative text (alt text) to describe what is in the image so screen readers can describe it for those who cannot see it.
• Ask concise, constructive, and on topic questions.
• Use a microphone if asking a question during a session.