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. Deborah Johnson, CEO at [email protected]posia.org and/or Dr. Thale Jarvis, CSO at [email protected]. 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 have notified all abstract authors of this submittal.

I grant Keystone Symposia the right to publish my abstract on their website and secure mobile app, which are viewable to registered attendees only, and after the conference, make my abstract available to 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 to attendees in our secure mobile app and on our website.

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 Nick Dua, Senior Director of Communications, +1 970-262-1179.

Policy for Displaying Literature at Our 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)
Development Office
Phone: +1 970-262-2660 Email: [email protected]

In-kind support
(e.g., publishers, societies/associations, conference organizers)
Nick Dua, Senior Director of Communications
Phone: +1 970-262-1179 Email: [email protected]

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, announcements will 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 (if applicable) 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 mobile app. Other than in the 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 [email protected].

Consent and Liability Waiver


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

"I agree that I am undertaking participation in Keystone Symposia events as my own free and intentional act. Once registered, I agree not to allow any other individual to participate in my place. Travel, Visas, Health. I understand that it is my responsibility to be aware of any travel restrictions, visa requirements or health issues that may affect my participation and affirm that, knowing these, I am able to participate in Keystone Symposia events. Release of Liability. I affirm that, while participating in Keystone Symposia events, I am responsible for my own well-being. I am aware there is a risk that I may experience possible serious personal injury or illness, economic loss, or property damage as a result of my participation in these events, such as from defects in facilities, equipment, or food, adverse weather, or accidents while traveling. In exchange for the privilege of participating, I assume all such risks arising out of my participation, and I also release, agree to indemnify, and hold harmless, Keystone Symposia, and its employees, directors, agents, successors and assigns from all claims and lawsuits arising out of such injury, illness, or damage. Photos and Recording. Keystone Symposia may photograph, record or film the interactions at its meetings and reproduce the resulting content in educational, news or promotional material, whether in print, electronic or other media, including the Keystone Symposia website and social media. By participating in a meeting, I grant and assign to Keystone Symposia the right to use this content for such purposes. All content so used becomes the property of Keystone Symposia. Keystone Symposia may hold workshops that are recorded and made available to the general public. In these cases, announcements will be made at the event. Speakers will have the ability to opt out of such workshops if they desire. Terms of Use and Policies and Procedures. I have read, understand, and consent to Keystone Symposia's Terms of Use and Policies, at (Terms of Use and (Policies), and will comply with all such requirements. My registration affirms that I have read, understand and agree with all the above statements."

Conflict of Interest Policy


Purpose
1. The purpose of the conflict-of-interest policy is to protect Keystone Symposia’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the organization or might result in a possible excess benefit transaction.
2. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
Definitions
1. Interested Person-Any director, principal officer, or member of a committee with governing board–delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.
2. Financial Interest-A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:
a. an ownership or investment interest in any entity with which the organization has a transaction or arrangement
b. a compensation arrangement with the organization or with any entity or individual with which the organization has a transaction or arrangement
c. a potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the organization is negotiating a transaction or arrangement
Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.
A financial interest is not necessarily a conflict of interest. A person who has a financial interest may have a conflict of interest only if the Board or Executive Committee decides that a conflict of interest exists, in accordance with this policy.
Procedures
1. Duty To Disclose-In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the Board or Executive Committee.
2. Recusal of Self-Any director may recuse himself or herself at any time from involvement in any decision or discussion in which the director believes he or she has or may have a conflict of interest, without going through the process for determining whether a conflict of interest exists.
3. Determining Whether a Conflict of Interest Exists -After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he or she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining Board or Executive committee members shall decide if a conflict of interest exists.
4. Procedures for Addressing the Conflict of Interest
a. An interested person may make a presentation at the Board or Executive committee meeting, but after the presentation, he or she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.
b. The Chairperson of the Board or Executive committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
c. After exercising due diligence, the Board or Executive committee shall determine whether the Keystone Symposia can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the Board or Executive Committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Keystone Symposia’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination, it shall make its decision as to whether to enter into the transaction or arrangement.
2. Violations of the Conflicts-of-Interest Policy
a. If the Board or Executive committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.
b. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
Records of Proceedings
The minutes of the governing board and all committees with board-delegated powers shall contain
a. the names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the Board’s or Executive Committee’s decision as to whether a conflict of interest in fact existed
b. the names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings
Compensation
1. A voting member of the governing board who receives compensation, directly or indirectly, from the Keystone Symposia for services is precluded from voting on matters pertaining to that member’s compensation.
2. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Keystone Symposia for services is precluded from voting on matters pertaining to that member’s compensation.
3. No voting member of the Board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Keystone Symposia, either individually or collectively, is prohibited from providing information to any committee regarding compensation.
Annual Statements
Each director, principal officer, and member of a committee with Board–delegated powers shall annually sign a statement that affirms such person
a. has received a copy of the conflict-of-interest policy
b. has read and understands the policy
c. has agreed to comply with the policy
d. understands the Keystone Symposia is charitable and in order to maintain its federal tax exemption it must engage primarily in activities that accomplish one or more of its tax-exempt purposes
Periodic Reviews
To ensure the Keystone Symposia operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:
a. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm’s-length bargaining
b. Whether partnerships, joint ventures, and arrangements with management organizations, if any, conform to the Keystone Symposia’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes, and do not result in inurement, impermissible private benefit, or in an excess benefit transaction.


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