SITC Meeting Code of Conduct

Approved by the SITC Executive Committee June 2018, Updated September 2020

The Society for Immunotherapy of Cancer (SITC) is committed to providing a safe, secure, collegial and welcoming environment for all participants and attendees at its in-person and virtual meetings and events, and to provide for equal opportunity and treatment of all participants and attendees, regardless of actual or perceived gender, gender identity, race, ethnicity, sexual orientation, ability, socioeconomic status, age or religion. All participants, including, but not limited to, attendees, speakers, volunteers, exhibitors, staff (including venue staff), exhibitors, contractors, vendors and other service providers, and anyone else present at SITC in-person or virtual meetings or events, are expected to abide by this policy. This policy applies to all SITC meeting-related events, including those sponsored by organizations other than SITC but held in conjunction with SITC events, in public or private facilities or on online platforms.

Photography, Social Media and Recording Policy

Photography, Screenshots and Recording

Program attendees at SITC in-person or virtual programs may use photographs, screenshots and audio/video recordings taken during oral or poster presentations provided that the photographs and recordings are strictly for personal, noncommercial use and are not to be published in any form, EXCEPT when the speakers or poster presenters explicitly state otherwise at the start of their presentations or by indicating so on their slides and posters through one of two mechanisms:

  • A camera icon with a black circle and slash on slides or posters indicate that picture taking, audio recording and video recording are not allowed: No_Photo.jpg
  • The words “DO NOT POST” written on slides or posters indicates that picture taking, audio recording and video recording are not allowed.

Virtual program attendees should not copy, take photographs, screenshots or videos of Q&A or any chat that takes place in the virtual space.

Social Media

SITC encourages live tweeting and other social media during in person and virtual programs. Guidelines for the use of social media include:
  • Promoting the dedicated program hashtag in your tweets
  • Using tweets as a forum for discussion and engagement (use of “@” nametags)
  • Do not live-tweet presentations or posters until the presentation or poster session has officially opened.
  • Be respectful and do not share information of presenting authors who:
    • Opt-out of social media, or who use a “no social media” icon in their material: No_Social_Meida.jpg
    • Indicate that content should not be shared publicly using a camera icon with a black circle and slash on slides or posters: No_Photo.jpg
    • Include the words “DO NOT POST” on slides or posters
  • Do not use digital photographs of slides in social media and avoid posting raw data unless it is already in the public domain.
  • Be mindful that live-tweeting provides an open-air forum for the presenters, the conference attendees and the public – good manners and respect should prevail.

Responsible Drinking: In-Person Programs

Both alcoholic and non-alcoholic beverages may be served at SITC networking and other events. SITC expects participants at its events to consume alcoholic beverages responsibly and comply with such rules, requirements and restrictions as SITC may establish in connection therewith. This may include rules, requirements and restrictions pertaining to the imposition of conditions (such as the requirement of providing identification) to obtain an alcoholic beverage, allowing SITC and other event staff to limit or deny service to any participant for any reason, and/or to require a participant to leave an event on account of failure to comply with applicable rules, requirements and restrictions.

Anti-Harassment and Other Misconduct

SITC in-person and virtual meetings and events are convened for purposes of professional development, to promote scholarly and educational interchange in the spirit of free inquiry and expression and to carry out SITC’s stated purposes and mission. Harassment of colleagues and other meeting or event participants undermines the principle of equity at the heart of SITC’s meetings and events and is inconsistent with the principles of free inquiry and free expression. Consequently, SITC considers such harassment to be a form of misconduct subject to appropriate remedial action as described herein.  

Expected Behavior

All participants and attendees at SITC meetings and events are expected to abide by this anti-harassment policy in all meeting settings, virtual or in-person, as well as at any ancillary events and official and unofficial social gatherings.

  • Participants and attendees must abide by the norms of professional respect that are necessary to promote the conditions of free expressions and interchange.
  • Participants and attendees who witness potential harm to a meeting or event participant or attendee, are expected be proactive in helping mitigate or avoid that harm, to the extent practicable.

Unacceptable Behavior

    • Persistent and unwelcome solicitation of emotional or physical intimacy, whether or not accompanied by real or implied threat of professional, financial or physical harm
    • Harassing photography or recording
    • Harassment, intimidation, stalking, following, or discrimination in any form
    • Excessive swearing and offensive jokes
    • Verbal or online abuse of participants and attendees
    • Disruption of presentations at sessions, in exhibition areas, or at other events organized by SITC, including in the form of disruptive or abusive use of virtual chat or engagement features. All in person and virtual participants must comply with the instructions of the moderator and any SITC event staff.
    • Retaliation for reporting harassment
    • Reporting harassment in bad faith
    • Examples of unacceptable behavior include, but are not limited to, verbal or online comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin, inappropriate use of nudity and/or sexual images in public spaces or in presentations, or threatening any attendee, speaker, volunteer, exhibitor, SITC staff member, service provider, or other person present at a SITC meeting or event whether in-person or virtual.
    • Participants should not copy, take photographs, screenshots or videos of Q&A or any chat room activity that takes place in the virtual space.
    • Presentations, positing, and messages should not contain promotional materials, special offers, job offers, product announcements, or solicitation for services. SITC reserves the right to remove such messages and potentially ban sources of those solicitations

    SITC reminds meeting and event participants and attendees that SITC has zero-tolerance for any form of harassment or discrimination at SITC in-person and virtual meetings and events. The Executive Directors (see contact information below) or any other SITC staff are available for consultation with any meeting or event participant or attendee who believes they have experienced any form of harassment while at any SITC meeting or event.

    SITC reserves the right to take any action it deems necessary or appropriate, including immediate removal from or revocation of access to the meeting or event without warning or refund as well as imposition of further sanctions, in order to respond to any violation of this policy. Further, SITC reserves the right to prohibit anyone who violates this policy from attending any SITC future meeting or event.

    Reporting Harassment or Unacceptable Behavior

    Any participant or attendee who is subjected to or witnesses an incident of harassment or abusive behavior may be asked to file a written report. Reports should include identification of the offender (or description); behaviors or actions by that person; circumstances around the incident; day, time and session; and others present. All written reports will be kept confidential.

    Threatening behaviors, harassment, intimidation or other unacceptable behaviors not reported during the meeting or event may be reported to SITC staff after the conference by contacting Tara Withington (see contact information below). All complaints will be treated seriously and responded to promptly.

    Grievances

    A participant or attendee who believes he or she was falsely or unfairly accused of violating this policy should notify the Executive Director (see contact information below).

    SITC Executive Director Contact Information:

    Tara Withington, CAE
    Executive Director, SITC
    555 East Wells Street, Suite 1100
    Milwaukee WI 53202
    Phone: 414-276-6445  |  Mobile: 414-271-2456
    E-mail: twithington@sitcancer.org

    Personal Safety and Security: In-Person Programs

    In addition to the foregoing, SITC works diligently to provide a safe and secure environment for all participants and attendees at its meetings and events. In this regard, SITC recommends the following precautions in connection with attendance at meetings and events:

    • Be aware of your surroundings at all times
    • Use the buddy system when walking to and from the event venue and networking event locations during early or late hours
    • Do not wear your meeting badge on the street. Take it off as soon as you leave the building/venue
    • Do not carry a lot of cash or credit cards. Leave in your hotel room safe
    • Do not leave personal property unattended anywhere, anytime

    If there is an emergency or if you need immediate assistance, you are encouraged to ask any SITC staff member, venue staff, on-site security personnel and/or the local police to help you.



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