Zero-Tolerance Policy
HFSA maintains a zero-tolerance policy for any form of discrimination or harassment, including sexual harassment, by participants or staff at our meetings. If you experience or witness any incident of unacceptable behavior, please report it immediately to one of the following contacts:
Joori Jeon, Chief Operating Officer — [email protected]
Kris Fridgen, Chief Learning Officer — [email protected]
Unacceptable Behavior
The following behaviors are considered violations of this Code of Conduct:
- Unwelcome or uninvited attention or contact with another participant.
- Harassment, intimidation, or discrimination in any form.
- Verbal abuse of any attendee, speaker, volunteer, exhibitor, HFSA staff member, service provider, or other meeting guest — including, but not limited to, comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, or national origin; inappropriate use of nudity or sexual imagery in public spaces or presentations; or threatening or stalking any participant.
- Real or implied threats of personal, professional, or financial harm.
- Disruption of presentations during sessions, in the exhibit hall, or at other events organized by HFSA. All participants are expected to comply with the instructions of moderators and HFSA event staff.
- Unauthorized promotional activity: except for official HFSA event sponsors and exhibitors, participants may not use presentations, postings, or messages to distribute promotional materials, special offers, job postings, product announcements, or solicitations for services. HFSA reserves the right to remove such content and ban repeat offenders.
- Distribution of materials: attendees may not distribute printed or digital materials, flyers, promotional items, or any other unsolicited content to other attendees without prior written approval from HFSA.
- Unauthorized recording or sharing: participants may not copy or take screenshots of Q&A sessions or chat room activity in virtual platforms. Other screenshots are permitted.
- Unauthorized use of artificial intelligence (AI) tools: participants may not use AI-powered tools to record, transcribe, summarize, or reproduce session content, presentations, or discussions without prior written authorization from HFSA. This includes AI note-taking applications, voice recorders, and similar technologies during sessions or events.
- Off-site solicitation (suitcasing): commercial activity targeting HFSA meeting attendees is prohibited outside of official exhibit spaces, including in hotel guest rooms, hospitality suites, restaurants, or any other venue used in conjunction with the meeting. Any hospitality suites or ancillary events must receive prior written approval from HFSA and may not conflict with official meeting programming.
- Unprofessional conduct related to alcohol or substances: attendees are expected to behave responsibly at all HFSA-hosted events. Conduct that is disruptive, offensive, or otherwise unprofessional as a result of alcohol or substance use is a violation of this Code of Conduct.
Age Requirements
All meeting attendees must be 21 years of age or older to participate in any HFSA meeting-related event, including educational sessions, scientific programming, and the exhibit hall. Valid government-issued photo identification may be required for entry. Exceptions may be granted for accepted abstract presenters for the purposes of their presentation only.
HFSA staff and event personnel reserve the right to request proof of age at any time. Individuals who do not meet this age requirement will not be permitted entry.
Enforcement & Reporting Process
HFSA reserves the right to take any action deemed necessary and appropriate in response to violations of this Code of Conduct, including immediate removal from the meeting without warning or refund, and prohibition from attending future HFSA events, in person or virtually.
Upon receiving a report, HFSA will:
- Acknowledge receipt of the report promptly and handle all reports with discretion and confidentiality to the extent possible.
- Provide the individual named in the report an opportunity to respond before any final determination is made.
- Base any findings on substantial evidence and communicate the outcome to relevant parties.
- Offer a reasonable opportunity to appeal any adverse decision to a separate reviewer.
Reporters may request to remain anonymous. HFSA will make reasonable efforts to honor that request while still conducting an appropriate review.
VIDEO / PHOTOGRAPHY POLICY
HFSA staff members, HFSA photographers/videographers, and pre-approved videographers/photographers, are the only ones authorized to photograph and film events and educational sessions throughout the Annual Scientific meeting and will be identified by name badges. The photographs and videos taken by our HFSA Staff and HFSA photographers/videographers are used exclusively by HFSA for promotional purposes and continuing education offerings. They may be used in the Association’s publications, website, social media accounts, programs, or other HFSA promotional materials. If you are at an event or session and you do not wish to be photographed or recorded, please identify yourself to the photographer/videographer and your request will be respected.