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Submission Policies

By registering for and attending the NITOP Conference, all participants agree to be bound by, and comply with, these Terms and Policies. It is the participant's responsibility to read and understand these Terms and Policies.

CDC:  At NITOP, we strongly encourage all participants to be fully vaccinated. We ask attendees who suspect they may be sick not to attend sessions. We support attendees who may wish to be masked during activities. In case of a disease outbreak, we reserve the right to take precautionary measures to protect the health of attendees.

Participation and Behavior: Conference badges must be worn to all functions. Participants are expected to conduct themselves professionally at all conference functions.

Code of Conduct: NITOP seeks to provide an environment in which diverse participants may learn and network in an environment of mutual respect. We recognize a shared responsibility to create and hold that environment for the benefit of everyone. Some behaviors, therefore, are specifically prohibited in the conference and its related social events:

  • Harassment or intimidation based on gender, race, ethnicity, sexual orientation, gender identity, gender expression, disability, age, appearance, religion, or other group status.
  • Sexual harassment or intimidation, including unwelcome sexual attention, stalking (physical or virtual), or unsolicited physical contact.
  • Sustained disruption of speakers.

If a participant engages in harassing or disruptive behavior, event organizers retain the right to take action to keep the event a welcoming environment for all participants. Such action may include warning the offender or dismissing them from the conference with no refund.

Content of Presentations:  Presentations are accepted based on proposals submitted by attendees. Once accepted, content of the presentations should follow the proposal. Presentations may not deviate from what was proposed without the prior notification of and approval from NITOP. The content of all presentations should adhere to the Code of Conduct above.

Wifi Policy:  Limited wifi will be available in the conference meeting space. Due to network limitations, user access to the wireless network needs to be restricted to authorized personnel and devices. Authorized users are thosew hoa re registered for the in-person conference. The number of in-person attendees accessing the network can limit wifi strnegth so presenter and attendees are asked not to live stream sessions. Doing so will impair wifi for those who are present, in person, at the conference.

Children: Children of registered participants are welcome to attend the evening reception on the opening day of the conference. Children of presenters are welcome to visit posters during the set-up and take-down periods before and after the official start of each poster session. Children under the age of 18 are not permitted in any other NITOP session or social event.

Infants: Infants (6 months or under) may be in sessions; however, caregivers must be attentive to their baby without distracting other participants. Caregivers agree to remove the baby from the session if the baby becomes noisy or disruptive in order to preserve the learning environment for all. We will facilitate seating for caregivers near the exits so they may step out to soothe their infant or mitigate any disturbance. 

Insurance: Participants are responsible for taking appropriate insurance coverage in connection with their attendance at the conference. Where the participant is traveling from outside of their home country to attend the conference, appropriate travel insurance should be purchased independently and in advance of any travel or travel bookings.

Release of Liability: NITOP will use all due care for the provision of its services and activities provided to participants. Attendees and guests participate in activities and use services at NITOP Conference conferences at their own risk. No liability or responsibility is accepted by the NITOP for any injury, illness, damage, loss, accident, expense, or any other claim arising from involvement in any activities or provision of any services howsoever suffered.

Personal Property: NITOP accepts no responsibility for loss or damage to personal property. Lost items given to NITOP staff will be available with the hotel’s Lost and Found.

Video Recording: Professional video recording of any type will be scheduled and provided by NITOP as the Organizing Committee directs. NITOP reserves the right to use images taken at the conference with your photograph and/or likeness in future marketing materials.

Soliciting at the Conference: We encourage attendees to support the paid sponsors and exhibitors who, in turn, are supporting the industry. However, soliciting is prohibited at all NITOP Conferences. NITOP reserves the right to escort any individual from the conference if they are reported to be soliciting in the exhibits area and are not a conference sponsor or exhibitor. We also encourage attendees not to listen to a sales pitch from a non-sponsor or exhibitor.

Schedule changes: NITOP reserves the right to close, alter, or cancel, without prior notice, any conference event, meal function, session or other item relating directly or indirectly to the conference for any cause, or at any time. Registration Cancellation: 

Acknowledgements: Most of the language in our code of conduct was adopted from and from Geek Feminism:

Infant policy information adapted from the Healthy Children Project.

*These Terms & Policies are subject to change without prior notice

NITOP is a 501(c)3 non-profit organization. Contact:         NITOP, P. O. Box 963, Northport, AL  35476

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