Guidelines

Inclusion, Conduct & Safety

IEEE Code of Ethics

We, the members of the IEEE, in recognition of the importance of our technologies in affecting the quality of life throughout the world, and in accepting a personal obligation to our profession, its members, and the communities we serve, do hereby commit ourselves to the highest ethical and professional conduct and agree:

  1. to hold paramount the safety, health, and welfare of the public, to strive to comply with ethical design and sustainable development practices, and to disclose promptly factors that might endanger the public or the environment;
  2. to avoid real or perceived conflicts of interest whenever possible, and to disclose them to affected parties when they do exist;
  3. to be honest and realistic in stating claims or estimates based on available data;
  4. to reject bribery in all its forms;
  5. to improve the understanding by individuals and society of the capabilities and societal implications of conventional and emerging technologies, including intelligent systems;
  6. to maintain and improve our technical competence and to undertake technological tasks for others only if qualified by training or experience, or after full disclosure of pertinent limitations;
  7. to seek, accept, and offer honest criticism of technical work, to acknowledge and correct errors, and to credit properly the contributions of others;
  8. to treat fairly all persons and to not engage in acts of discrimination based on race, religion, gender, disability, age, national origin, sexual orientation, gender identity, or gender expression;
  9. to avoid injuring others, their property, reputation, or employment by false or malicious action;
  10. to assist colleagues and co-workers in their professional development and to support them in following this code of ethics.

Changes to the IEEE Code of Ethics will be made only after the following conditions are met:

  • Proposed changes shall have been published in THE INSTITUTE at least three (3) months in advance of final consideration by the Board of Directors, with a request for comment, and
  • All IEEE Major Boards shall have the opportunity to discuss proposed changes prior to final action by the Board of Directors, and
  • An affirmative vote of two-thirds of the votes of the members of the Board of Directors present at the time of the vote, provided a quorum is present, shall be required for changes to be made.

IEEE Code of Conduct

IEEE ICAS 2020 is committed to providing an inclusive and harassment-free environment in all interactions regardless of gender, sexual orientation, disability, physical appearance, race, or religion. This commitment extends to all IEEE ICAS 2020 sponsored events and services (webinars, committee meetings, networking functions, online forums, chat rooms, and social media) and any interaction regardless of affiliation or position. As a community that aims to share ideas and freedom of thought and expression, it is essential that the interaction between attendees take place in an environment that recognizes the inherent worth of every person by being respectful of all. [site:name] does not tolerate harassment in any form. Harassment is any form of behavior intended to exclude, intimidate, or cause discomfort. Harassment includes, but is not limited to, the use of abusive or degrading language, intimidation, stalking, harassing photography or recording, inappropriate physical contact, and unwelcome sexual attention.

Anyone who experiences, observes, or has knowledge of threatening behavior is encouraged to immediately report the incident to the Conference Manager. All information shared will be kept confidential. In cases where a public response is deemed necessary, the identities of victims and reporters will remain confidential unless those individuals consent otherwise.

IEEE ICAS 2020 reserves the right to take appropriate action to foster an inclusive and respectful environment. Attendees violating these rules may be asked to leave the conference without a refund, at the sole discretion of the conference organizers. In addition, attendees are subject to the IEEE Code of Ethics.

IEEE Non-discrimination Policy

IEEE prohibits Discrimination, Harassment and Bullying against any person for any reason, for example, because of age, ancestry, color, disability or handicap, national origin, race, religion, gender, sexual or affectional orientation, gender identity, appearance, matriculation, political affiliation, marital status, veteran status or any other characteristic protected by law. IEEE employees, volunteers, members, and other constituents of the IEEE, when and where ever those individuals are conducting IEEE business or participating in IEEE events or activities, shall maintain an environment free of Discrimination, including Harassment, Bullying, and Retaliation. Discrimination or harassment of [site:name] participants will not be condoned or tolerated in any form. Conference participants violating this rule may be sanctioned or expelled from the conference without a refund at the discretion of the conference committee.

See IEEE Policies, Section 9.26 – IEEE Policy Against Discrimination and Harassment (PDF, 45 KB) for the complete Policy.

Event Conduct & Safety Statement Language

IEEE believes that science, technology, and engineering are fundamental human activities, for which openness, international collaboration, and the free flow of talent and ideas are essential. Its meetings, conferences, and other events seek to enable engaging, thought provoking conversations that support IEEE’s core mission of advancing technology for humanity. Accordingly, IEEE is committed to providing a safe, productive, and welcoming environment to all participants, including staff and vendors, at IEEE-related events.

IEEE has no tolerance for discrimination, harassment, or bullying in any form at IEEE-related events. All participants have the right to pursue shared interests without harassment or discrimination in an environment that supports diversity and inclusion. Participants are expected to adhere to these principles and respect the rights of others.

IEEE seeks to provide a secure environment at its events. Participants should report any behavior inconsistent with the principles outlined here, to on site staff, security or venue personnel, or to eventconduct@ieee.org.

Conference Policies & Information

Applicant Promotional Materials

Materials and logos for any recognition at the conference in the conference program guide need to be received by no later than <DATE>.

Exhibitor Space Assignments & Signage

Exhibit booth, display space and other signage and promotions will be assigned by the Conference. In the event of a duplicate application for the same space, the conference will attempt to place the exhibitors by the booth priority given by the company.

No promotional materials may be placed outside the area of the booth. Nothing may be placed on posts or pillars adjacent to booths, or on carpeted areas of the aisles beyond the standard booth limits.

All displays or exhibited materials must be fireproof to conform to local fire regulations. Displays must be self-supporting and nails or screw are not permitted in building floors or walls. Displays must be wholly confined within exhibitor’s booth and must not obstruct the clear view of nearby exits or other exhibits. All wiring on booths or display fixtures must conform to local electrical and fire regulations.

The side of any display cabinet or structure facing a side aisle or facing an adjacent exhibit booth must be finished or suitably decorated at the expense of the exhibitor erecting or installing such display.

Maximum height of the displays in the balance of the area is 8 feet, except that products to stand on the floor may extend higher than this limit, but must be positioned as close to the back wall as possible, to avoid blocking the view of adjoining exhibitors.

Distribution of Promotional Items

To achieve greater exposure and attention exhibitors may donate items to be given away in a daily door prize drawing if established by the conference. Souvenirs or samples which have no resale or negotiable value may also be given away. Any distribution must be conducted within the exhibitor’s designated booth space. In all cases, exhibitors planning giveaways of any nature should make arrangement well in advance with the conference organizers, which reserves the right to prohibit the distribution of anything which, in its opinion, is not in keeping with the character of the conference.

Booth Personnel & Activities

With the exception of convenience help, such as secretaries or professional product demonstrators, all booth personnel must be regular employees or representatives of the company, and must be fully capable of explaining the technical aspects of products or processes on display on an appropriate level at the conference.

No exhibitor may advertise or promote any outside activity, such as an open house or separate exhibits wherever located, occurring during the hours the conference exhibits are open, or which detracts from the exhibit or convention operations.

Only registered exhibitors and patrons may publicly advertise hospitality rooms and only on those bulletin boards provided in the exhibit area.

Responsibility of Booth Materials

Show and hotel management will not be responsible nor liable for injury to the person or property, nor loss of property of exhibitors, their guests, invitees, employees, or agents. Furthermore, the exhibitor agrees to defend or hold harmless the conference, its directors, employees, and agents from any liability of personal injury and loss or damage to property. Exhibitors should insure against such contingencies.

Damage to inadequately packed property is exhibitor’s own responsibility. If exhibit fails to arrive, exhibitor is still responsible for the booth rental.

Exhibitors should be on hand to supervise during set-up and dismantling of products, projection equipment and other items of high value. At least one person should remain with the exhibit until visitors have left the premises at the closing hour each day. Exhibitor’s empty crates, boxes and cartons will be removed from the show area before the opening.

At move-out, specific arrangement should be made to package or place under lock any items of extremely high value and especially items of general interest such as small instruments, walkie-talkies, high fidelity equipment, projectors, etc.
The handling of exhibitor’s material into and out of and within the exhibit buildings shall be at exhibitor’s expense.

Sub-letting Exhibit Space

No exhibitor may assign, sublet or apportion any of the space contracted for by him/her or their company.

Security

The entry to exhibit areas will be secured to prevent entrance by anyone not authorized by the conference or not wearing proper badge for admission to such areas outside of exhibit hours.

Any equipment to be removed from the exhibit area during the conference must be authorized by the Exhibit Manager in conjunction with the specific exhibitor.

Interpretation of Rules

IEEE shall have final authority as to the interpretation of these rules and their applications and shall have the authority to establish penalties in the event of violations.

Amendments to Rules and Regulations

IEEE reserves the right to amend these rules and regulations or to make additions thereto.

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