Code of Conduct
for Participants at AAVMC Meetings and Events
The AAVMC is committed to providing a safe and productive meeting environment for all participants that fosters open dialogue and the exchange of ideas, promotes equal opportunities and treatment, and is free of harassment and discrimination.
This policy applies to all attendees, speakers, sponsors, exhibitors, staff, contractors, volunteers, and guests at all AAVMC events, whether they are conducted in person or by electronic means such as teleconference or videoconference.
AAVMC reserves the right to remove any individual who violates this policy from the event without notice or refund, notify the individual’s employer, and prohibit attendance at future AAVMC events.
Participants
AAVMC prohibits any form of harassment and disruptive or unruly behavior. All meeting and event participants are expected to treat others professionally, with respect and consideration, and to alert staff or security personnel of any dangerous situations or anyone in distress.
Speakers
Speakers are expected to uphold standards of scientific integrity and professional ethics. This includes notifying the AAVMC prior to the meeting about any potential conflicts of interest. Speakers are also asked to frame discussions as openly and inclusively as possible and to be aware of how language and images may be perceived by others, especially given the international and multicultural membership of the association.
Social Media
All meeting content is under embargo until presented. Attendees are not permitted to photograph or record presentations unless explicit permission is given by the speaker. Speakers may also reserve the right to request that session materials not be shared across social media networks. Speakers are asked to include a statement before and during their presentation regarding session photography, recording and sharing of their presentation materials.
Event Photography
Registration and attendance at, or participation in, AAVMC Meetings and other activities constitutes an agreement by the registrant to the use and distribution of the registrant or attendees' image or voice in recordings (both live and on-demand), photographs, videotapes, electronic reproductions and audiotapes of such events and activities by AAVMC and other third parties, including but not limited to the vendors, the host city, and the host Convention and Visitor’s Bureau.
Seeking Assistance and Reporting Harassment
If an individual experiences or witnesses harassment or disruptive behavior they may notify any AAVMC staff member or AAVMC officer, or file a formal report via: AAVMC Code of Conduct Incident Form. All reports will be investigated by the AAVMC’s Chief Operating Officer (COO). The results of any investigation will be reported to the Chief Executive Officer and the Executive Committee of the Board of Directors for appropriate action.
If an individual experiences harassment, it is recommended that they write down the details. They are not expected to discuss the incident with the offending party. Their confidentiality will be maintained to the extent that it does not compromise the rights of others.
For any questions about this policy, please contact Dotty Gray, AAVMC COO at dgray@aavmc.org.
The health and safety of our community and stakeholders is of paramount concern. While the release of vaccines and boosters has marked a significant advance in managing this public health crisis, safety and health concerns around large gatherings will likely persist. AAVMC will follow all guidelines set forth by the CDC and the District of Columbia.Masks are encouraged as a personal preference but are not required. It is also encouraged that if you feel unwell, please do not attend this conference. To learn more about the CDC and District of Columbia guidelines, please visit here.
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