Conference Policies 2018-11-19T14:09:39+00:00

Conference Policies

Conference Registration Payment and Cancellation Policy

Cancellation Payment

Payment is due in full once you have registered. Please check your registration information for directions on how to pay your registration fee.

A receipt will be issued for payments received. We encourage departments to issue one cheque if they are covering the cost of multiple attendees.

If you are unable to attend the conference for any reason, you must provide email notice to the conference organizer no later than one week before the conference. If your payment has been received, a reimbursement will be issued within 60 days following the conference.

If you cancel less than one week before the conference, you are required to pay the registration fee IN FULL to cover the costs that the organizers must pay for catering and materials for your participation. You are required to pay the full registration fee regardless of whether you have paid prior to cancelling. If you have already paid, no refund will be issued.

Registration Transfers

If you wish, you may transfer your registration to someone else from within your organization who has not previously registered. This must be done by email to the conference organizer no later than four days before the conference. The email must include both your registration information and the name and contact information of the person who will attend in your place.

Any deviations from this policy are at the discretion of the conference organizer in consultation with the Executive Director.

Approved April 2013

Updated March 2018

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Release of Information Policy

Science Atlantic showcases the award winners at its annual student conferences both online and in print publications such as our Awards Yearbook. This information is available freely online. The majority of people who see these materials are academics, university administrators, and students in Atlantic Canada, as well as people with an interest in science and science education.

When you register for a conference, you will be asked to agree to the following, which outlines our intended use of your information and photos should you be an award winner and/or if your photo is taken when you are attending a Science Atlantic-sponsored event.

* * *

For photographs taken for Science Atlantic, I grant to Science Atlantic:

  • Copyright and/or use of photos for promotion, marketing, and/or educational purposes.
  • Permission to identify me by name, institution, program of study and other similar information.

Further, if I am an award recipient, I grant to Science Atlantic:

  • Permission to release my name, institution, presentation title, abstract, contact information and photo to the award sponsor(s) for administrative use.
  • Permission to announce my receipt of the award on the Science Atlantic website and/or in materials including but not limited to newsletters, written reports, brochures, and multimedia presentations and Yearbook.

Note: if you do not grant permission to share your photos or award-related information with award sponsor(s) and/or Science Atlantic, it is your responsibility to contact your conference organizer and email your abstention to prior to the start of the conference

Approved April 2013

Updated March 2018

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Conference Code of Conduct


This Conference Code of Conduct is intended to prevent incidents of harassment, discrimination, and violence, and to maintain the high quality of scientific discourse that has come to be expected of Science Atlantic-supported conferences.

Organizers of Science Atlantic-sponsored conferences are committed to providing a safe, inclusive and productive meeting environment that fosters open dialogue and the exchange of scientific ideas, promotes equal opportunities and treatment for all participants, and is free of harassment and discrimination.

Participants agree to make every effort to maintain an environment that is free of harassment, even though we do not control the behaviour of third parties. All registrants, guests, volunteers, exhibitors, Science Atlantic Membership and staff, are expected to abide by this Conference Code of Conduct at all venues, including ancillary events and official and unofficial social gatherings.

Unacceptable Behaviour

Unacceptable behaviour includes (but is not limited to):

  • Intimidating, harassing, abusive, discriminatory, derogatory or demeaning speech or actions by any participant
  • Harmful or prejudicial verbal or written comments or visual images related to gender, sexual orientation, race, religion, disability, age, appearance, or other personal characteristics
  • Inappropriate or gratuitous use of nudity, sexual images, or stereotyped images in public spaces (including presentation slides)
  • Deliberate intimidation, stalking or following
  • Sustained disruption of talks or other events
  • Unwelcome and uninvited attention or contact
  • Physical assault (including unwelcome touch or groping)
  • Real or implied threat of physical harm
  • Real or implied threat of professional or financial damage or harm

Retaliation for reporting unacceptable behavior is a violation of the Conference Code of Conduct for Conference. Falsely reporting unacceptable behavior is a violation of the Conference Code of Conduct.

The conference organizers and the Science Atlantic Board and staff reserve the right to enforce this Conference Code of Conduct as appropriate. Anyone violating the Conference Code of Conduct may be: (a) warned to cease the behavior and informed that any further reports will result in more serious sanctions, (b) expelled from the conference (without refund), and/or (c) prohibited from attending future conferences indefinitely or for a period of time, (d) removed from membership in any or all of the partner societies involved in the Conference and (e) held accountable through notification of the individual’s employer of the action taken regarding this violation.

Conference organizers, host institutions, and Science Atlantic shall not be responsible for any defamatory, offensive, or illegal conduct of Conference participants, and shall not be held liable for personal injury, property damage, theft or damage of any kind suffered by the participants at or in connection with the Conference. By registering for and attending the Conference, each participant acknowledges that they have read this Disclaimer, and expressly releases the organizations involved and their Board Directors, officers, or employees from any and all liability in connection with Conference.

Procedure for Reporting a Code Violation

If you are being subjected to, or notice that someone else is being subjected to, behaviour that violates this Code of Conduct, please contact a conference organizer immediately.

All complaints will be treated seriously and responded to promptly.

All reports are confidential.

If possible, provide the following information, preferably in writing:

  • Identifying information (name/badge information, appearance) of the participant doing the harassing
  • The behavior that was in violation
  • The approximate time of the behavior (if different than the time the report was made)
  • The circumstances surrounding the incident
  • Other people involved in or witnessing the incident

Anyone experiencing or witnessing behavior that constitutes an immediate or serious threat to public safety, or a criminal act is expected to contact 911. Those witnessing a potential criminal act should also take actions necessary to maintain their own personal safety.

Approved October 2018

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