Policies

Harassment Policy

Keystone Symposia is committed to maintaining a positive and respectful environment at its conferences and other events. We expect participants in our events to engage in constructive and professional discussion, in which all are valued for their scientific contributions and work. We value diversity, and desire that no participant should be subjected to harassment while involved in our events.

For purposes of this policy, harassment means unwelcome and offensive comments or behavior directed to the participant's sex, race, color, national origin, religion, sexual orientation or gender identity, disability, or other status protected under applicable law. Harassment can include, for example, unwelcome attention, comments or jokes that focus on gender differences or sexual topics and that distract from the professional topics under discussion, unwelcome advances or requests for dates or sexual activities, and the use of language or images that demean or degrade persons of particular gender, racial, ethnic, religious or national identity.

To this end, we expect all participants to support these values and to avoid harassment of others participating in our conferences and other events. We expect all attendees to assist in ensuring that Keystone Symposia events are free from harassment of any kind, including reporting any instances of harassment directly to the Dr. Jane Peterson, CEO at janep@keystonesymposia.org and/or Dr. David Woodland, CSO at davidw@keystonesymposia.org. Anyone who has experienced harassment, or who has witnessed such behavior, should notify one of the above persons as soon as possible.

Persons who act contrary to these values and expectations may be warned or asked to leave the event in which the behavior occurred, may be excluded from access to Keystone Symposia conferences and/or other events, and/or may be subject to other disciplinary or corrective action, at the discretion of Keystone Symposia.


Nondiscrimination Policy

Equality of opportunity is of utmost importance in the pursuit of scientific discovery and collaboration. Keystone Symposia therefore strives to provide appropriate and effective services without discrimination on the basis of an individual's geographic place of residence, national origin, race, color, gender, sexual orientation, religion, political views, marital status or other criteria protected by US law. It will thoroughly investigate and address any breaches of this policy.


Abstract Submission Ethics Statement Policy

Those submitting abstracts for publication on the Keystone Symposia website and mobile app must attest to the following statement:

"As the submitting author, I attest to the integrity of the data and experimental methodologies used. I have given all abstract authors the appropriate credit and secured the necessary permission from the institution(s) and authors listed.

I grant Keystone Symposia the right to publish my abstract on their website and secure mobile app, which are provided to registered attendees, and after the conference, make my abstract available for purchase by other interested persons."

Media and Communications Policy

Keystone Symposia recognizes that presenters of scientific data may have reasons for not wanting early results reported to the general public prior to peer review. We also recognize, however, that raising society's level of science knowledge and awareness is essential for appropriate scientific input into public policy and decision-making by political leaders, which is in everyone's best interest. We therefore encourage and will try to facilitate interactions between the scientists attending our conferences and the media. We ask both to be understanding when considering each other's objectives and the overarching goal of raising science literacy worldwide. If approached with sufficient advance notice, Keystone Symposia can provide assistance to journalists to contact our speakers. We can prearrange interviews with specific meeting organizers, speakers, authors or Keystone Symposia staff.

We ask that all writers attending a Keystone Symposia conference gain approval from a speaker or poster presenter prior to quoting or publishing that individual's scientific results. This policy applies whether you are a professional writer/journalist or a non-journalist blogging about the conference or otherwise sharing information among a group of individuals.

Audio, still photo and video recording by any device (e.g., cameras, laptops, PDAs, cell phones, watches) is strictly prohibited during the sessions, unless in certain circumstances when prior permission must be obtained from Keystone Symposia. Photographs taken by Keystone Symposia may be available on request.

Keystone Symposia welcomes members of the scientific and general media at our meetings. Due to the costs of providing meals and other facilities, registration and the payment of the regular registration fee are required. Keystone Symposia may be able to give some consideration to journalists from non-profit organizations, as well as to journalists who wish to attend the meeting for just one day. Such inquiries and arrangements should be made in advance.

Keystone Symposia does not require our presenters to submit papers, nor do we record or transcribe our sessions. Speaker abstracts are available in the meeting book and meeting program provided to each registrant.

Keystone Symposia provides a venue for scientists to come together and share their ideas with each other in a relaxed setting. While we wish to accommodate members of the press, we ask that all members of the media respect our mission and the freedom we allow our scientists to discuss their work in a protected and informal environment.

If you have any questions regarding the above, please contact Yvonne Psaila, Director of Marketing and Communications, +1 970-262-2676.


Policy for Displaying Literature at Keystone Symposia Meetings

Keystone Symposia provides financial and in-kind donors with the ability to display a limited amount of literature or small promotional items on a table near the registration desk at Keystone Symposia meetings. Financial donors at certain levels can also insert literature into delegate bags at the specific meeting(s) they have chosen to support. Literature placed by organizations that are not current supporters will be removed until the meeting participant who placed it can be contacted.

Please contact the following Keystone Symposia staff if you are interested in displaying literature at our meetings and becoming a donor:

Financial support
(e.g., corporations, foundations)
Amanda Deem, Assistant Director of Development
Phone: +1 970-262-2668   Email: amandad@keystonesymposia.org

In-kind support
(e.g., publishers, societies/associations, conference organizers)
Yvonne Psaila, Director of Marketing and Communications
Phone: +1 970-262-2676   Email: yvonnep@keystonesymposia.org

Nonprofit, academic and government institutions may post a flyer about grant and job opportunities or upcoming events of interest on the bulletin board in the registration area. Please see a Keystone Symposia on-site representative if you need help with this or have questions while at the conference.


Meeting Room Policy

No video equipment, cameras, audio equipment or any other type of recording device will be allowed in the meeting rooms or poster sessions, unless arranged by Keystone Symposia. Keystone Symposia may hold workshops that are recorded and made available to the general public. In these cases, a notice will be included in the meeting book and announcements will also be made at the event. While we do not prohibit laptop computers, tablets and cell phones, they must not be used for recording and should be operated in "silent" mode out of consideration for speakers and other conference attendees.

Attendees will be required to wear name badges for access to meeting sessions. Due to problems we have encountered at some meetings, we will be performing random badge checks. Attendees without badges will be turned away from the session.

Please note that spouses traveling with registered conference attendees are not permitted inside the sessions unless they pay the registration fee. However, they are welcome to attend evening receptions. They may attend breakfasts upon payment of a nominal daily fee.


Privacy Policy

Keystone Symposia is committed to protecting the privacy of its website visitors and meeting attendees. Keystone Symposia collects personal information when individuals register for our meetings and upon a visitor's request to subscribe to newsletters and meeting announcements (both print and online). Information that our visitors and attendees provide or that is derived from internal website tracking is not sold, rented or shared with any third-party individual or organization. Once on our mailing lists, individuals always have the option of unsubscribing so that they no longer receive all or certain types of our communications.

By participating in a Keystone Symposia meeting, attendees acknowledge that their name and photograph may be published in a limited fashion in materials produced by Keystone Symposia. For example, to make the meeting a more valuable experience for all involved, attendee names and institutions are listed on our website in a secure section accessible only by attendees of the same meeting. Attendee names and contact information are also listed in the meeting book and mobile app. Other than in the meeting book and mobile app in this fashion, we will not disclose attendee contact information, even to other attendees. Photographs of meeting interactions taken by Keystone Symposia may occasionally be used in our marketing literature.

For our full privacy policy, please click here.

If you have any further questions or comments about our privacy policy, please send your feedback to info@keystonesymposia.org.


Consent and Liability Waiver

Those registering for Keystone Symposia meeting must agree to the following statement:

"I agree and acknowledge that I am undertaking participation in Keystone Symposia events and activities as my own free and intentional act and I am fully aware that possible physical injury might occur to me as a result of my participation in these events. I understand that it is my responsibility to be aware of any travel restrictions, visa requirements or health issues that may affect my participation. I give this acknowledgement freely and knowingly and that I am, as a result, able to participate in Keystone Symposia events and I do hereby assume responsibility for my own well-being. I also agree not to allow any other individual to participate in my place. Keystone Symposia may take photographs at this meeting and reproduce them in educational, news or promotional material, whether in print, electronic or other media, including the Keystone Symposia website. By participating in the meeting, you grant Keystone Symposia the right to use image, photograph and biography for such purposes. All postings become the property of Keystone Symposia. Postings may be displayed, distributed or used by Keystone Symposia for any purpose. Keystone Symposia may hold workshops that are recorded and made available to the general public. In these cases, a notice will be included in the meeting book and announcements will also be made at the event. I have read, understand, and consent to Keystone Symposia's Terms of Use and all other Keystone Symposia policies and procedures and will comply with all such policies and procedures while participating in any Keystone Symposia event."