Code of Conduct

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2016 Quadrennial Physics Congress

Code of Conduct

The Society of Physic Students (SPS), Sigma Pi Sigma, and The American Institute of Physics Incorporated (AIP) are pleased to welcome all attendees, participants, staff, volunteers, speakers, media, service providers and other stakeholders (collectively, “participants”) to the 2016 Quadrennial Physics Congress (PhysCon). PhysCon is open to all SPS members and those with an interest in understanding and advancing the physical sciences community.

To foster a positive experience built upon open communication, professionalism, and respect, all PhysCon participants are expected to adhere to this Code of Conduct at all events and venues related to PhysCon, including ancillary meetings, workshops, and social events.


By registering for and attending PhysCon, you agree that you have read and will follow the guidelines and expectations in this Code of Conduct. Cooperation is expected from everyone and violations will be taken seriously.

Code of Ethical Conduct

Participants are expected to treat all other participants with respect, professionalism and consideration. Everyone should strive to foster an environment of learning, creativity and exchange of ideas. Open communication and collaboration with others is encouraged. Feedback and critiques should be limited to ideas and delivered with compassion, and should be should be received and considered in the spirit of fairness, dedication and improvement.

Be mindful of your surroundings and of your fellow participants. Promptly notify appropriate staff (whether hotel, SPS, or AIP Staff or volunteers) if you notice any dangerous physical situation or someone in distress.

All participants must respect and obey all laws, rules and regulations of the city, county, and state in which PhysCon is being conducted, as well as the rules of the conference facilities.

Inappropriate Behavior

SPS and AIP are dedicated to providing a safe and harassment-free experience for all participants regardless of gender, age, disability, sexual orientation, physical appearance, race, ethnicity, religion (or lack thereof), or other attributes protected by law. SPS and AIP will not tolerate harassment of conference participants in any form. Sexual language and imagery is not appropriate for any conference venue, including talks, workshops, social events, or related social media.

Examples of inappropriate actions can include but are not limited to harassment, verbal comments, bullying, intimidation, unwanted touching, inappropriate use of nudity, offensive images in public spaces or presentations, stalking and distasteful jokes.

Reporting Inappropriate Behavior

If you are the subject of inappropriate behavior or a witness to behavior that violates professional and respectful conduct, please immediately notify a SPS or AIP Staff member or volunteer in a leadership position. Notification may also be done by emailing bconrad [at] (Brad Conrad, SPS Director). Anyone experiencing behavior that constitutes an immediate and serious threat is advised to locate a hotel house telephone and ask for the security office and/or immediately call 911.


If a participant engages in harassing or similar inappropriate behavior, SPS and AIP reserve the right to take any action which the SPS or AIP Staff may deem appropriate, including warning the offender or expulsion from PhysCon without refund. Anyone asked to stop or modify any behavior deemed unacceptable is expected to comply immediately.

SPS/AIP will not tolerate any form of retaliation against individuals who file a complaint or provide assistance in investigating a complaint.

Respecting intellectual property

By registering for and attending PhysCon or a related event, each participant acknowledges and agrees that he or she may be photographed, audiotaped, or video recorded. Each participant grants SPS and AIP the right and permission to publish, own, modify, and edit any video photograph, audio or video recordings containing the participant’s image or likeness.

Participants are prohibited from recording or photographing another participant’s presentation or intellectual property (in whole or in part) without the express written permission of SPS/AIP and the presenting participant. Sharing content of another participant's presentation or intellectual property (via social media or otherwise) may affect or jeopardize intellectual property rights. Those authorized to photograph PhysCon events, including talks and poster sessions, for the purposes of chronicling/reporting should aim to capture the events and excitement of the conference and not capture individual’s research in a readable or specific form. The unauthorized recording, photographing, or distributing of another participant’s intellectual property shall be considered objectionable conduct allowing for recourse against the offending party.