Events Code of Conduct

This event code of conduct applies to all events hosted by the IES and its sister organisations, the IAQM and CHES, unless stated otherwise. Please also refer to the relevant booking form for any additional terms and conditions which may apply.

 

 

The IES, parent organisation to the Institute of Air Quality Management (IAQM), and the Committee of Heads of Environmental Sciences (CHES), is a small, charitable organisation committed to sustainability.  

The IES is committed to building a strong, sustainable and resilient environmental science community dedicated to eliminating discrimination and widening participation across the sector. Under the Equality Act 2010, the IES has a duty of care to its members, employees and the public to promote and uphold the equality of opportunity, and to ensure that all receive fair and equitable treatment, regardless of age, disabilities, ethnicity, gender, physical characteristics, religion, sexual orientation or otherwise.  

As part of this commitment, we need to ensure our events are inclusive, safe and free from harassment for all participants, including attendees, speakers, volunteers, exhibitors, sponsors, staff members and anyone else. As a result, participants are required to adhere to the Events Code of Conduct during all events hosted by the IES, IAQM or CHES. The Code will be enforced by event organisers and IES staff members. 

Our Standards 

It is important that we foster an environment where everyone feels welcome to participate, ask questions, engage in conversation and debate in a secure and positive manner. 

Examples of behaviour that contribute to creating a positive environment include: 

  • Being kind to others 
  • Treating all on an equitable basis, without discrimination or bias 
  • Behaving professionally and with integrity 
  • Using inclusive and non-discriminatory language 
  • Being respectful of differing viewpoints and experiences 
  • Exercising consideration and courtesy in both words and actions 
  • Graciously accepting constructive criticism 
  • Maintaining civility when engaging in debate 
  • Focusing on what is best for the community 
  • Showing empathy towards others 
  • Alerting organisers and staff if you notice a dangerous situation, someone in distress, or potential violations of this Code of Conduct 

Examples of unacceptable behaviour include: 

  • Harassment or bullying of participants or the public in any manner 
  • Violent threats or language against another person 
  • Insults or inflammatory language 
  • Ableist, ageist, homophobic, racist, sexist, transphobic or exclusionary comments and jokes 
  • Sexual language or imagery in any form 
  • Intimidation, stalking or following 
  • Unwelcome sexual attention or advances 
  • Unwelcome physical contact or violence 
  • Unsolicited photography or recording 
  • Sustained disruption of talks or event schedule 
  • Excessive swearing 
  • Fraud, deceit, dishonesty or misrepresentation 
  • Other conduct that is inappropriate for a diverse and professional audience 

All participants are ultimately responsible and accountable for their own words, actions and decisions.  

Any participants asked to stop inappropriate behaviours must comply immediately. IES staff members and event organisers reserve the right to take any actions they deem appropriate if a participant engages in unacceptable behaviour that contravenes this Code of Conduct. This includes warnings or expulsion from the event without a refund. 

Speakers, exhibitors and sponsors responsibility 

As an exhibitor, sponsor or invited speaker participating towards any event programme hosted by the IES, IAQM or CHES you are subject to adhere to this policy at all times.  

Our programme contributors are invited to attend our events based on their knowledge and expertise on a particular subject. We work hard to secure the involvement from highly respected individuals and organisations and ensure contributions are referenced from reliable sources and where appropriate underpinned by sound science. As an organisation we support all contributors and ensure they are aware of and adhere to our Code of Conduct. As an event contributor you must comply with our Code of Conduct and will face ejection from the event and a possible ban from attending future events and in some cases may be escalated to a third party for review should any element of our standards be broken.  If this is an online event, your part of the event may be terminated.  

Please note, all views and opinions presented during an IES, IAQM or CHES event are the views and opinions of the contributor, not the view of the IES or of one of its sister organisations.  

During the booking process we review all exhibitors and sponsors who participate in our events to ensure they align with the organisation’s ethics. It is the responsibility of the exhibitor and sponsor to comply with the Code of Conduct at all times. Any breach of these standards will face ejection from the event and a possible ban from attending future events and in some cases may be escalated to a third party for review should any element of our standards be broken. 

Reporting an Incident 

If you believe someone has violated this Code of Conduct, we encourage you to report it, even if you are unsure whether an incident constitutes a violation. Reports should be made to the nearest staff member or event organiser as soon as possible.  

If you are unable to locate the appropriate person, you should notify venue staff or contact the IES project office on info@the-ies.org or +44 (0)20 3862 7484. In case this information becomes out of date, our most accurate contact information can be found at on our website at www.the-ies.org/contact_us 

If you suspect someone is in immediate danger, you should call 999 and alert the appropriate emergency response unit. 

Reports will remain confidential between the reporter and the IES. When discussing incidents with alleged offenders, we will do our best to anonymise details to protect the privacy of the reporter. There will be instances where one-to-one interactions may lead to the identification of reporters. If you are concerned about retaliation or your personal safety, please state this in your report so we can take appropriate action. 

IES staff members or event organisers will immediately determine how best to respond to reported incidents. Where necessary, IES staff will follow up with the reporter with an update on the status of the report and any actions taken against the alleged offender. 

Note, IES staff members or event organisers are obligated to declare any conflicts of interest with persons or circumstances raised in reports and defer the case to another responsible individual immediately. 

Please be aware that, on occasion, we may need to contact reporters after the incident has taken place to verify details, seek more information or take further action. 

Incident Response 

IES staff members and event organisers have received training in responding to incidents and have agreed to adhere to our internal procedure for handling incident reports.  

As referenced above, IES staff members and event organisers reserve the right to take any actions they deem appropriate if a participant engages in unacceptable behaviour that contravenes this Code of Conduct. This includes warnings or expulsion from the event without a refund. 

In all instances, support will be available to victims, which includes, but is not limited to: 

  • Escorting victims to an alternative safe environment 
  • Locating a trusted person or friend of the victim 
  • Contacting venue security staff or police 
  • Providing a list of emergency contacts 
  • Briefing key staff for assistance in handling reports or providing care to victims 
  • Executing additional safeguarding measures 
  • Assisting victims, and all other participants, to ensure they feel safe for the duration of the event 

If an offender is a member of the IES, it is possible that staff may refer victims – or reporters – to our formal complaints procedure against members, such that a case for further sanctions may be made.