Code of conduct Symposium Cracoviense

DEI (Diversity, Equality & Inclusivity)

Our Diversity, Equality & Inclusivity (DEI) Code of Conduct reflects our commitment to creating an open, equitable and welcoming environment for all participants, speakers, partners and staff. It defines standards that underpin diversity and inclusion. Their goal is to foster a community where all people should feel safe to participate, introduce new ideas and inspire others, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), or technological choices.

General principles

Respect for all: We treat all participants with respect and dignity, regardless of their background, gender, sexual orientation, age, religion, disability or other personal characteristics.

Zero Tolerance for Discrimination and Harassment: We do not tolerate any form of discrimination, harassment, or other unacceptable behaviour at our events.

Promoting diversity: We actively seek to increase diversity among participants and speakers at our conferences and conventions.

Operational practices

Participant Registration: Our registration procedures are designed to be inclusive, eliminating barriers that may make it difficult for some people to register for an event.

• We provide an accessibility widget (accessibility widget) for participants on our event websites. This is a tool that improves the transparency of the site and facilitates accessibility for users with various disabilities. Key features include: audio playback of texts, changing the size and font of the text; adjusting colour contrast; virtual keyboard and navigation; and cursor zooming.

• In the registration form, there is an option to choose a special diet, as well as for people with special needs to request support in communicating by sign language, induction loop or other means. 

Accessibility: We ensure that our events are accessible to people with disabilities by making appropriate adjustments to venues, materials and support services.

• The facility where the event is held is free of architectural barriers in indoor circulation spaces, meeting rooms and sanitary facilities. 

• Persons using an assistance dog have free access to all conference rooms. 

• Persons with special needs are provided with means of evacuation or rescue by other means.

• Persons with special needs are provided with support in communicating by sign language, induction loop or other means, upon request in the registration form.

Safe environment: We create and maintain a safe environment in which all participants can freely participate in our events without fear of discrimination or harassment. This document outlines both expected and prohibited behaviours in the office and at Symposium Cracoviense events. 

Expected behaviour

To foster an environment that builds community and positive relationships, the following behaviours are expected of all participants in Symposium Cracoviense-organized events:

• Be present and take an active part.

• Pay attention to your surroundings and other participants.

• Behave respectfully toward all people you encounter, including event and venue personnel.

• Be considerate in your statements and actions.

Unacceptable behaviour 

Harassment, intimidation, and/or innuendo that is hurtful or interferes with other participants' experience or participation are unacceptable behaviours. Examples of unacceptable behaviour include, but are not limited to, the following:

• Demeaning, discriminatory or harassing behaviour or speech, including but not limited to personal insults, sexist, racist, homophobic, transphobic, ageist or ableist language. 

• Inappropriate physical contact; consent must be obtained before touching a person.

• Language that suggests excluding or demeaning a person based on an immutable characteristic; for example, asking a participant where he or she is really from; assuming that a person's spouse or partner is of the opposite sex; intentionally using the wrong pronoun to refer to a person.

• Unwanted attention of a sexual nature, including comments or jokes of a sexual nature, inappropriate touching, groping or sexual propositions.

• Intentional intimidation, harassment or stalking.

• Persistent disruption, including during talks and presentations.

• Display of sexually explicit or violent material, including in presented materials (e.g., slides, presentations, talks) or informal settings or on personal devices (e.g., phone).

• Violence, threats of violence or aggressive language directed against another person or group.

• Possession of dangerous or unauthorized materials, such as explosives, firearms, weapons or similar items.

• Bullying, including repeated verbal abuse; verbal, non-verbal or physical behaviour of a threatening, intimidating or humiliating nature; or sabotaging or undermining a person's performance.

• Theft or improper disposal or possession of property.

• Use, distribution, sale or transfer of illegal drugs.

• Any other illegal activity or form of harassment not covered above.

Symposium Cracoviense reserves the right to determine on a case-by-case basis for specific incidents what constitutes unacceptable behaviour and what action it will take concerning the incidents.

Monitoring and Reporting

Reporting Incidents: If you witness or are exposed to unacceptable behaviour or have any other concerns during a congress organized by Symposium Cracoviense, please notify our representative as soon as possible at tel: info@symposium.pl. We ensure the anonymity and safety of the notifiers.

Evaluation and Monitoring: We regularly evaluate and monitor our DEI practices to ensure they are effective and responsive to current needs.

Reporting: We conduct periodic reports on our DEI activities, which are available to all stakeholders.

Accountability and Commitment

Management accountability: Our management is responsible for implementing and monitoring our DEI policy, ensuring that it is an integral part of our operations.

Community Engagement: We involve our community (participants, speakers, partners) in the creation and development of the DEI policy so that it reflects their needs and expectations.

Sanctions for violations

Consequences: In the event of violations of the EDI Code, we will take appropriate disciplinary action. Unacceptable behaviour will not be tolerated either in the office or at congresses organized by Symposium Cracoviense. Any person asked by a staff member or colleague to stop unacceptable behaviour should immediately comply. If an attendee behaves unacceptably or fails to comply with expected behaviour at any time during the event, Symposium Cracoviense may take any action it deems appropriate to maintain a welcoming environment for all attendees, including, but not limited to, removing the attendee from the event without refund, or taking other interventions consistent with the law. 

Summary

We are committed to creating inclusive and diverse events that promote equality and respect for all. Our Code of Conduct is the foundation of our operations and we will continually strive to improve it to ensure the best possible EDI practices.

Consent

In connection with participation in a congress organized by Symposium Cracoviense, Symposium Cracoviense employees, suppliers and participants accept and will abide by the Code of Conduct while participating in such event. They understand that Symposium Cracoviense may take any action it deems appropriate, including admonishment, removal from the event without refund, or other intervention permitted by law, for my failure to comply with this Code of Conduct.

Kraków 27.05.2024.