Meeting Policies

SETAC provides open, safe forums for the purpose of exchanging ideas and information on the study, analysis and solution of environmental problems, the management and regulation of natural resources, promotion of scientific research and the development of strong environmental education.

Copyright and Presenter Responsibilities

Your efforts as a presenter at the SETAC Europe 30th Annual Meeting are valuable, and we want to ensure you are aware of the legal and society requirements regarding to previously published material that may appear in your presentation.

SETAC does not routinely record meeting content; however, when we do, we will ask for your permission and you will have the option to decline the recording of your presentation during abstract submission. When you agree to be recorded upon abstract submission, you declare your right to grant SETAC Europe 30th Annual Meeting permission to use, reproduce, display, distribute (internally or externally) from the presentation derivative works of any or all works including your own works and those of others. Being able to grant these rights may require more stringent attention to permissions than you are accustomed to obtaining for a one-off classroom presentation or an unrecorded meeting presentation, and it is critical that you adhere to the SETAC Copyright Policy.

SETAC Policies

Compliance with SETAC Policies

Attendees of SETAC meetings are expected to adhere to the highest standards of integrity and professionalism, and to comply with all SETAC policies, including SETAC the Code of Conduct.

SETAC Policies

Recording and Photographing

SETAC embraces a set of values, two of which include transparencyintegrity, and civil dialogue. As part of our commitment to be an open and transparent society, we encourage meeting attendees to capture and share the research being presented as long as they do so in a respectful manner, honor the intellectual property of the presenter, and they provide appropriate attribution. 

Attendees Photography “Opt-out” Policy

While the default assumption is to allow for open discussion of and access to scientific content of presentations at SETAC events, please respect presenter’s request to refrain from photographing or disseminating the contents of their talk or posterPresenters may have various reasons for opting out, such as guarding intellectual property or not wanting preliminary data disseminated while they are seeking feedback from peers. We will provide the following tools to help communicate all “no recording” restraints:  

  • A “No Recordings or Photos” icon that presenters can download and place on slides or posters.
  • The session chair and the presenter will verbally indicate any such restriction prior to a talk.
  • We will also provide the “No Recordings or Photos” icon as a sticker on site that can be affixed to posters.

These steps will make it clear that a presenter does not want their results photographed or discussed on Twitter or other social media 

Meeting attendees should familiarize themselves with our social media guidelines

Any photos should be discrete. Individuals should never distract from the talk, block other attendees’ view, or disrupt discussion or engagement by the posters. 

Media Attendees 

Media attendees, please see the media guidelines. 

Audio, Photo and Video Release

SETAC has the right to record, film and photograph during the SETAC Europe 30th Annual Meeting. By registering for this meeting, you agree to allow SETAC to use your photo or video shot in any SETAC-related publication, on SETAC websites and on SETAC social media pages.
If you prefer to have your image removed from selected photos or videos on the website, SETAC will remove the original publication upon your request.

Inclusion

Consistent with SETAC’s values, we strive for both scientific and individual diversity and inclusivity in our operations and programming. Some of the initiatives to achieve and support these values include:

  • We follow by-laws and charters that ensure diversity and inclusion in all governance bodies and committees
  • We offer students and underrepresented professionals financial assistance (meeting registration waivers and monetary stipends) to support their attendance
  • We follow procedures that ensure inclusivity when selecting keynote and plenary speakers at our events
  • We select venues that are accessible for physically disabled individuals
  • We retain sign language interpreters for the hearing impaired if requested in advance
  • We make family rooms available at events