Conferences

Conference Regulations

Code of Conduct

Updated May 1, 2024

The ASMS Code of Conduct guides the expected, professional behavior of all participants at conferences, short courses, and conference-related activities and events, regardless of whether your registration is submitted by you or your proxy.

Acceptable behaviors include: 

  • Treating everyone with respect and consideration;
  • Communicating openly and thoughtfully with others and being considerate of the multitude of views and opinions that may be different from your own;
  • Being respectful and mindful in your critique of ideas;
  • Being mindful of your surroundings and of your fellow participants.

Unacceptable behaviors include:

  • Harassment and intimidation, including any verbal, written, or physical conduct designed to threaten, intimidate, or coerce any participant, speaker, exhibitor, conference or event organizer or staff, service provider, volunteer, or guest;
  • Discrimination based on gender or gender identity, sexual orientation, age, disability, political affinity or belief, physical appearance, body size, race, religion, national origin, culture, or any other characteristic provided by law;
  • Physical or verbal abuse of any participant, speaker, exhibitor, conference or event organizer or staff, service provider, volunteer, or guest;
  • Threats of physical violence against any participant, speaker, exhibitor, conference or event organizer or staff, service provider, volunteer, or guest; and
  • Disrespectful disruption of presentations, including politicized use of clothing, accessories, or flags.

Consequences of unacceptable behavior:

Anyone who violates this Code may be subject to the below consequences. ASMS reserves the right to take action beyond these consequences as necessary based on a participant’s behavior in violation of the Code. 

  • Anyone requested to stop unacceptable behavior is expected to comply immediately;
  • Immediate removal from the meeting or event without warning and potentially without refund; and/or
  • Prohibition from attending future meetings or events in the sole determination of ASMS.

Whom to contact: 

ASMS Executive Director, Jennifer Watson, jennifer@asms.org

ASMS is proud of our annual conferences, short courses, and conference-related events and wants everyone to have a positive learning and networking experience.  Embracing the above professional behavior will help ensure a great experience for all involved. 
 
Text adapted from https://www.frontiersin.org/articles/10.3389/fmars.2016.00103/full
Favaro Brett, Oester Samantha, Cigliano John A., Cornick Leslie A., Hind Edward J., Parsons E. C. M., Woodbury Tracey J., “Your Science Conference Should Have a Code of Conduct”, Frontiers in Marine Science, 2016, 3, 103.

Conference Regulations

Regardless of whether your registration is submitted by you or your proxy, the following conference regulations apply to you and your participation at the ASMS annual conference.

All Health & Safety Plan protocols in effect for a specific conference must be followed by all conference attendees and their companions.

Name badge is required for all conference sessions, short courses, and conference-related events (hospitality suites, closing event.)

All devices must be silenced and screens darkened in oral sessions.

No photography or recording is allowed in oral sessions or in the poster hall.

Publicity Release. By attending or participating in an ASMS event, attendees agree to allow their names, likenesses and images, in audio, photographic or video format recorded for the event and onsite, to be used by ASMS for educational, promotional, or marketing of ASMS events or activities.

Material presented or displayed at the ASMS Conference, including but not limited to orals, posters, workshops, exhibit booths and hospitality suites, is the intellectual property of the presenter and may not be recorded, photographed, quoted, disseminated or transmitted by summary in any form without express written authority of the author. If you wish to cite an abstract presented at the annual conference, please use the citation guidelines for conference proceedings found here.

The placement of advertising in the meeting area is prohibited. There are poster boards and tables in the Poster/Exhibit Hall for approved announcements. Ask at Registration desk to have your announcement approved.

Hardware, accessories or any items for sale may be displayed only in corporate exhibit booths and hospitality suites.

No organized activities (even off-site) other than those approved by ASMS are allowed during the conference week (5:00 pm on Sunday through 6:00 pm on Thursday).

Corporate hospitality suites may be used during the daytime hours of 8:00 am – 8:00 pm for one-on-one and small group meetings (no more than 25 persons per organization) by appointment only (no walk-ins). No music, programs, seminars, or refreshments may be included in these private, business meetings.

Parents. Conferences during the pandemic will mean that all persons in the conference space must follow any prescribed Health & Safety Plan protocols in effect for the event. This includes accompanying persons and children age 5 and older. The following applies to children under age 5 and infants:

  • Children age 2 and older must follow any masking guidelines in effect
  • Children under age 5 are not subject to any proof of vaccination or negative test result

In general, ASMS provides the following advice for parents considering bringing child(ren) or infant(s):
Planned conference sessions and hospitality suites may not be appropriate for children. Please respect the interests of your colleagues by allowing them to attend activities without disruption and without concern for the safety of children. Strollers, child backpack carriers or similar devices are permitted in the poster hall, and parents/caregivers are asked to keep in mind safety and well-being of children and conference attendees, taking care to avoid crowded spaces. Strollers are prohibited in the hospitality suites.  

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