Code of Conduct: Conferences, Events and the Promotion of Plant Pathology
In addition to BSPP conferences, the BSPP also makes awards as part of its Event Organisation Fund and Promotion of Plant Pathology Funds. Applicants for awards made through these funding schemes are required to demonstrate adherence to our EEDI Policy Statement by considering the impact of their conference, event or activity on EEDI.
Conference and event organisers are required to ensure that EEDI is considered in their application for funding and at all stages of organisation, including the topics addressed, the diversity of speakers, the accessibility of venues and printed material or presentations, and in ensuring that the needs of attendees are met.
We ask all members, attendees at our events and those participating in Society activities to abide by our Code of Conduct, to help ensure a safe and respectful environment for all.
Event Organiser Checklist
Essential:
Dietary requirements should be taken into account at catered events
Consider accessibility and inclusivity in terms of location suitability, and facilities (e.g. step-free access, disabled parking, disabled toilet facilities, induction-loop system)
Images on websites should be accompanied by alt-text, and printed material should be available in an alternative format on request
Accommodation of dietary requirements, including alternatives to caffeinated beverages during breaks and to alcohol at receptions
Provide detailed information on travel and access to the venue. Organisers should ensure that any equipment required for access (e.g. lifts, chair-lifts) is operational shortly before the event)
Consider the safety of the venue(s) and travel to and from the venue, particularly at night, and provide advice to delegates on safe travel to and from the venue
Follow advice from the Foreign and Commonwealth Office on whether particular countries are safe destinations (https://www.gov.uk/foreign-travel-advice). We do not fund international conferences in countries that are not safe destinations for attendees or where attendees may be at elevated risk because of protected characteristics (e.g. gender, sexual orientation, religion, ethnicity).
Preferable:
Provision of a quiet room for delegates
Access to gender-inclusive toilet facilities
Encourage sharing of pronouns at registration and on badges/IDs
Closed-captioning of presentations where content is recorded or streamed online
Attendee registration information [example – to be included in the registration]
The BSPP is committed to a policy of inclusivity. To enable us to improve inclusivity at conferences, please let us know if you have any requirements that would either improve your conference experience or enable you to attend. This could include, but is not limited to:
- Step-free access to the venue(s)
- Quiet room
- Dedicated breastfeeding room
- Creche facility
- Printed material in an electronic or large print format
- Hearing/induction loop system
- Dietary requirements (please specify)
- Other (please specify)
