Hybrid Conference Policy

8th WCRI Athens 2024 Hybrid Conference Policy

By registering for WCRI 2024 Hybrid Conference, you acknowledge your registration is subject to Conference GDPR Policy

All attendees of the Hybrid WCRI 2024 must comply with its Hybrid Policy.
If you have any questions regarding these policies, please contact info@wcri2024.org

Preliminary remarks

WCRI 2024 strongly believes in attendees' participation and in this respect intends to facilitate virtual access for attendees to its WCRI 2024 Conference through the use of electronic means (a “Hybrid Conference”) next to on premises access.
WCRI 2024 facilitates the Hybrid Conference by providing attendees the opportunity to follow the proceedings of the WCRI 2024 and to participate virtually during the Conference.
WCRI 2024 has used its best efforts to ensure that attendees are offered the best virtual experience, attendees may experience issues that are common to any innovative application.

1. General

1.1 WCRI 2024 aims to assist the WCRI 2024 Conference delegates who wish to attend the Hybrid Conference virtually by providing an adequate opportunity to participate electronically and real time during the Conference.

1.2 The platform for the Hybrid Conference will be provided by WCRI 2024.

1.3 Virtual attendees must identify themselves electronically via WCRI 2024 to enter the Hybrid Conference through a secured access as set out in the Terms of Use of the Digital Platform.

1.4 Participation instructions for Attendees will be included in the relevant convocation of the Hybrid Conference.

1.5 WCRI 2024 reserves the right at all times to modify, suspend, cancel or restrict the mechanisms for electronic participation when this becomes necessary or advisable for technical or security reasons.

2. Special Assistance

WCRI 2024 is committed to diversity, inclusion, and making the WCRI 2024 website and other digital assets readily accessible to the interested parties, including to those with disabilities. We are continuously improving all digital assets to comply with all standard accessibility guidelines. If you have questions regarding accessibility of the site and content, please contact info@wcri2024.org

3. Meeting rights by Virtual Attendees in Hybrid Conference

3.1 Each Attendee may follow the program of the Hybrid Conferenec virtually and participate in real time electronically, provided that he/she timely selects this option via the online Services Booking Form in accordance with the instructions provided in the convocation of the Hybrid Conference.

3.2 Virtual Attendees are strongly advised to logged in to the online platform facilitating the Hybrid Conference prior to the start of it.

3.3 Delegates attending the Hybrid Conference, either virtually, or in-person, are counted at the start of the Hybrid Conference as in-person attendees for calculating how many Attendees are represented at the Hybrid Conference.

3.4 Virtual Platform, including recorded sessions, will be accessible for 2 months after the Conference for all registered delegates.

4. Cancellation

WCRI 2024 reserves the right to switch to a purely Virtual Conference if special circumstances forced us for such alteration.

5. Technical infrastructure

5.1 WCRI 2024 ensures, to the extent reasonably possible, that the technical infrastructure for virtual participation in a Hybrid Conference is properly in place, secured and accessible for Attendees with compatible devices.

5.2 Virtual Attendees should be aware that there will always be certain residual risks in relation to the technical infrastructure used for Hybrid Conferences. These risks include, amongst others: any failure in virtual meeting equipment, software, network infrastructure, servers, internet or telephone connectivity, video or voice equipment, whether or not caused by an information security incident (which includes any unauthorized use, hacking, a Denial of Services attack, a denial of access, any failure or intrusion resulting from the theft or unlawful interception of a password or network access code and any other cyber-attack) or caused by any type of mechanical failure such as any electrical power outage during the Hybrid Meeting. The failure of technology can happen either on the side of WCRI 2024 or on the side of Virtual Attendees.

5.3 WCRI 2024 will take all reasonable efforts to keep technical support lines available for Attendees who attend the meeting virtually.

5.4 Attendees may inform WCRI 2024 of any failure of the technical infrastructure via the technical support lines. Any failure in virtual meeting equipment, software, network infrastructure, servers, internet or telephone connectivity, an electrical power outage or similar events, including an information security incident (which includes any unauthorized use, hacking, a Denial of Services attack, a denial of access, any failure or intrusion resulting from the theft or unlawful interception of a password or network access code and any other cyber-attack), that might prevent virtual participation in the Hybrid Meeting, will in any event be at the risk and to the account of the attendee.

5.5 Any failure of the technical infrastructure that occurs during the Hybrid Conference which comes to the attention of the Organizers and which affects significantly the course of the Hybrid Conference shall be communicated by the Organizers to all Attendees who participate in-person or virtually in the Hybrid Meeting. The Organizers may decide at their own discretion, taking into account the potential impact on the decision making-process within the Hybrid Conference, whether or not the Hybrid Meeting must be suspended or cancelled due to such failure, or proceed without the possibility for some or all Virtual Attendees to participate and/or follow the Hybrid Conference virtually.

6. Authorization for use of image, name and other likeness (Recording / Audio, Video, and still photography)

WCRI 2024 reserves all rights associated with the Conference, including (without limitation), the rights to all recordings or reproductions of presentations at this Conference.

By attending the Conference or logging into the Conference website or application(s) and engaging in any interactive features, you agree WCRI 2024 and/or third parties authorized by WCRI 2024 may photograph or record your likeness, image, name, voice, and/or words, and may publish, display, reproduce, copy, and distribute your likeness, image, name, voice, and/or words for, educational, or membership activities worldwide in all forms of media now known or later developed, including but not limited to advertising, training, websites, and presentations materials.

You further acknowledge that WCRI 2024 and/or third parties authorized by WCRI 2024 shall have the right, but not the obligation, to identify you in connection with such media by name and/or affiliation. No royalties will be payable in connection with this authorization or these uses.

Any photography, filming, taping, recording, or reproduction in any medium, including via the use of tripod-based equipment or screen recording applications, of any of the programs presented at the Conference without the express written consent of WCRI 2024 is strictly forbidden.

Exception: limited photography for, strictly personal, social, or noncommercial use, are permitted.

7. Hybrid Virtual Event Code of Conduct Policy

You are invited to come as you are, and engage with data in a way that is meaningful and applicable to your own personal perspective. As such, we are committed to creating events (including virtual &/or hybrid events) that are diverse, inclusive, safe, and free from discrimination, regardless of race, religion, color, national origin, citizenship status, sexual orientation, gender expression or identity, transgender status, age, disability, veteran or marital status, physical appearance or any other classification / characteristics (“personal characteristics”) protected by law.

WCRI 2024 expects individuals to uphold the professional and educational purposes of WCRI 2024 and its conference by respecting the rights, privacy, safety, and dignity of all persons. WCRI 2024 expects individuals to exercise professionalism, consideration, and respect in their speech and actions. WCRI 2024 expects individuals to refrain from harassing speech and other harassing behavior.

Expected Behavior

Be considerate, respectful, and collaborative.
Refrain from demeaning, discriminatory or harassing behavior and speech (both verbal and written).

Alert WCRI 2024 organizers if you notice any behavior that is not aligned with this code of conduct by e-mailing info@wcri2024.org

Unacceptable Behavior

Unacceptable behaviors may include but are not limited to:

Unwelcome and uninvited attention or contact with another Participant
Verbal or written comments, or visual images, that are sexually suggestive, or that denigrate or show hostility or aversion toward an individual, or group of individuals, or that create an intimidating, hostile, or offensive environment, or that unreasonably interfere with an individual’s ability to participate in the WCRI 2024;
Unwelcome sexual advances, requests for sexual favors, or other unwelcome physical, verbal, visual, or other conduct of a sexual nature;
Inappropriate, unnecessary, or irrelevant use of nudity and/or sexual images;
Intimidating, harassing, abusive, defamatory, profane, discriminatory, derogatory or demeaning speech;
Harmful or prejudicial verbal or written comments or visual images related to personal characteristics;
Deliberate intimidation or stalking;
Harassing photography or recording;
Sustained or repeated disruption of talks or other events;
Express or implied threat of physical or professional harm;
Wearing clothing in video or photos that is not suitable for a professional work environment, that is provocative, inappropriate or otherwise potentially offensive.
Possession of a weapon or any item that can be used as a weapon in your photos or video.
Being intoxicated, as determined by WCRI 2024, in any event site or function. Please drink responsibly.
Show casing or promoting any illegal substance in conversation, chat, photo, video, or text.
Assembling for the purpose of, or resulting in, disturbing the peace, or committing any unlawful act or engaging in any offensive behavior.
Any other illegal activity not already covered above.
Failure to obey any of the rules or regulations of the event or instructions of the event staff.
Sharing your event login credentials with other individuals.

How to report Unacceptable Behavior or Suspicious Person/Behavior

Remember: if you see Something, Say Something

If you experience or witness a life safety emergency, please contact local law enforcement immediately.

If you have a complaint or concern about harassment, discrimination, bullying or any other conduct that violates the WCRI 2024 Code of Conduct, we encourage you to contact us immediately. If you witness this happening to someone else, please report that, too.

You may request that your report remain completely confidential.

Contact via email: info@wcri2024.org and someone will get back to you.

Consequences of Reported Unacceptable Behavior

Upon receiving a report of unacceptable behavior, WCRI 2024 first priority will be the safety and security of Participants. In order to preserve a safe, educational environment, WCRI 2024 reserves the right to temporarily suspend or terminate specific features available to a Participant or to suspend or terminate the Participant’s entire account. When facts are in dispute or cannot be fully established, WCRI 2024 reserves the right to take the action most likely to safeguard safety and security of Participants, including termination of a Participant’s account for the remainder of WCRI 2024 Event.

A report of an adjudicated or officially confirmed history of a Participant’s prior unacceptable behavior, if impacting the experience of other Participants at a WCRI 2024 Event may, in WCRI 2024 discretion, be the basis for a response under this Policy.

Violation of this Policy, as determined by WCRI 2024 in its sole discretion, is grounds for any action that WCRI 2024 deems appropriate, including but not limited to:

- warning the offender,

- denying the offender access to an WCRI 2024 Conference (including revoking or denying registration to a WCRI 2024 Conference),

WCRI 2024 reserves the right to take whatever action it, in its sole discretion, deems appropriate, with respect to the investigation of any matters related to this Policy.

Communication from WCRI 2024

WCRI 2024 will communicate with an individual who reports unacceptable behavior if the individual chooses to submit and attributed report.

WCRI 2024 will also communicate with an individual concerning whom a report has been made, to the extend that WCRI 2024 is able to identify and contact the individual.
The nature, scope, and content of any such communication is in the sole discretion of WCRI 2024. If warranted, WCRI 2024, may communicate more broadbly with Participants at an WCRI 2024 Conference.
WCRI 2024 has the right to communicate about its responses under this Policy to the employes or sponsors of involved Participant's vendors, local law enforcement, media and the public as WCRI 2024 deems reasonable and appropriate.

8. Scope and Application
The Hybrid Virtual Code of Conduct Policy, applies to WCRI 2024Conference and all activities related to that, hosted by WCRI 2024.

This policy applies to any and all participants in WCRI 2024Conference, including but not limited to employees, members, volunteers, interns, guests, vendors, contractors, exhibitors, faculty and other attendees (each a "Participant"). All participants of WCRI 2024Conference must abide by this policy.

9. Contact Information

For questions regarding the Hellenic WCRI 2024please contact info@wcri2024.org

The Code of Conduct may be revised at any time by WCRI 2024 and the terms are non-negotiable. This Code of Conduct is without prejudice to WCRI 2024's rights, all of which it expressly reserves.

Together, we can ensure WCRI 2024 and all its activities related to that, hosted by WCRI 2024, are safe and welcoming experiences.

Sample of the report “submission form”

(For Unacceptable Behavior or Suspicious Person/Behavior)

Introductory message:

Kindly note that the following information is needed to proceed with an investigation of the incident or behavior that you are reporting.

All the fields are optional so you can disclose as little, or as much, information as you are comfortable with sharing.

You may choose to remain anonymous; however, WCRI 2024 will not be able to follow up with you about the report and may have less ability to investigate fully an anonymous report.

WCRI 2024 will only use the information disclosed in this report for the purpose of investigating the report and responding in the manner described in the present Code of Conduct.

- Date of incident:

- Approximate time of incident:

- Name of person making this report:

- If this report is being made on behalf of another person, name of that other person:

- Contact information of person making this report (mobile phone and e-mail):

- Name of person whose behavior prompted this report (if known):

- Location where the incident occurred:

- Is the incident continuing?

- Brief description of the incident or behavior, and concerns:

- Names and contact information of witnesses to the incident (if available):

- Have you previously complained or provided information about this incident or related incidents to WCRI 2024, law enforcement, or other party?

If yes, when and to whom did you provide information?

Additional Comments/ statements at the end of the form:

Information must be truthful; any individual knowingly providing false information may be subject to disciplinary action by WCRI 2024.

Reports of incidents that are determined not to violate WCRI 2024 policy are not assumed to be false.