Terms and Conditions
Code of conduct
Oak Ridge National Laboratory is adopting The New Phytologist Foundation code of conduct for this symposium.
The New Phytologist Foundation and Oak Ridge National Laboratory celebrate diversity, and we expect participants in meetings we support to be respectful, considerate, and supportive of each other, to offer constructive critiques and embrace the variety of opinions on offer. The Anthromes, CO2, and terrestrial carbon symposium is an opportunity to share, develop and broaden our viewpoints within a safe and inclusive setting. We have established a set of core principles that outline the standards expected of individuals involved in symposia. We strive to treat all individuals with respect and promote a safe environment free from discrimination, harassment, and victimization.
Expected behaviour
- We respect the rights of all individuals to dignity, privacy and confidentiality and delegates must treat everyone with respect.
- We ask delegates to respect their fellow participants and ensure they undertake good practices for intercultural collaborations. Several tips for intercultural communication can be found at Commisceo Global and CHRYS .
- We ask that you remain mindful of your surroundings and respect the surroundings of your fellow participants.
- Do not share, copy, or reuse any materials presented by speakers unless this is expressly permitted.
- All delegates must ensure they respect the staff, rules and protocols of the meeting venue, accommodation, and online platform. This also includes protocols linked to Covid-19.
We will not tolerate behaviours that involve discrimination of individuals or groups on the basis of sex, race, ethnicity, gender identity, age, religion, disability, or any other characteristic protected by applicable laws. Sexual harassment, bullying, intimidation, or harassment in any form will not be tolerated.
Any delegates that do not meet the expected respectful behaviour may be immediately removed from the online or physical meeting.
Oak Ridge National Laboratory reserve the right to deny the registration of any delegate.
If you have any concerns or suggestions, please speak to the Events and Promotions Manager, Christine Phillips , the Executive Editor, Sarah Lennon , or one of the organising committee. Alternatively, you can email np-symposia@lancaster.ac.uk
Covid-19 safety protocols
We want to provide a safe environment for all of our delegates and will update Covid-19 protocols as necessary in the run-up to the symposium. Oak Ridge National Laboratory will be following all protocols issued at the national, local and host institution level. We will also enact additional best practice measures to ensure the safety of all participants as needed.
Additional measures may include:
- During the event, we may ask delegates to wear masks while indoors (unless exempt). Arrangements will be made to enable presenters to remove their masks safely while speaking.
- All delegates may be asked to confirm they have received a negative Covid-19 test taken within 2 days before arriving at the event.
Should an attendee test positive for Covid after arriving / during the event, they should isolate in their hotel room and inform the organisers by phone or email.
All delegates are encouraged to ensure that they have appropriate travel insurance with health care, Covid and cancellation cover.
Further details regarding Covid-19 safety protocols will be confirmed to all in-person attendees in due course.
Filming and photography
Photography and filming will take place at the Anthromes, CO2, and terrestrial carbon symposium.
The resulting photographs and video footage will be used by Oak Ridge National Laboratory and the New Phytologist Foundation for the purpose of outreach and promoting their activities and may be published on the Oak Ridge National Laboratory and/or the New Phytologist Foundation’s website and social media channels.
As part of your registration to attend the event you will be asked to confirm your consent to be photographed and/or filmed during the meeting.
If you have any concerns, please contact the Events and Promotions Manager.
Cancellation and refund policy
Delegates are strongly encouraged to take out appropriate travel insurance with health care, Covid and cancellation cover.
Delegates can cancel their in-person place and request a refund of their registration fee, minus a $50 administrative charge, up to 28 February 2023. Refunds will be processed as soon as possible after the refund request.
A delegate can transfer their in-person registration to a colleague. However, please note the ORNL visitor registration will need to be done for the new attendee with all the associated notice periods. The delegate needing to transfer their place should contact the Symposium Administrator to arrange a transfer, a $50 administrative charge is required for a delegate transfer.
If the cancelling delegate planned to present a poster, and the replacement delegate is a co-author, the poster can still be presented by the replacement delegate. If the replacement delegate is not a co-author of the poster, they can submit their own poster abstract if it is submitted by 25 January 2023. If the cancelling delegate is a selected speaker, the presentation would not be automatically transferred to the replacement delegate. The organising committee is responsible for selecting any replacement speakers.
Should circumstances beyond our control force the cancellation of the symposium, Oak Ridge National Laboratory would endeavour to refund all registration fees. Oak Ridge National Laboratory is unable to accept liability for any additional costs incurred, including travel costs, and delegates are strongly encouraged to take out appropriate travel insurance to cover them in the event of cancellation.
Privacy Policy
Organisation of this symposium is by Oak Ridge National Laboratory, with support from the New Phytologist Foundation. Relevant delegate and speaker information provided during registration and abstract submission will be shared between the two organisations.