Conference Policies

Attendee Policies

Code of Conduct | Unacceptable Behaviors | What to do if you Witness or Experience Conduct that Violates the Code | Consequences of Unacceptable Behavior | Permission to Share Research Information | Social Media Policy | Video and Photography release for conferences | Press Registration | Press Embargo

Code of Conduct

The American Physiological Society is committed to providing a friendly, safe, and welcoming environment for all, regardless of gender, sexual orientation, disability, race, ethnicity, religion, national origin, or other protected characteristics. We expect all attendees, media, speakers, volunteers, organizers, venue staff, guests, and exhibitors to help us ensure a safe and positive conference experience for everyone.

We expect all participants at any APS Conference to abide by this Code of Conduct in all venues, including ancillary events and official and unofficial social gatherings.

• Exercise consideration and respect in your speech and actions.
• Refrain from demeaning, discriminatory, or harassing behavior and speech.
• Be mindful of your surroundings and of your fellow participants. Alert the APS Staff at the registration desk if you notice a dangerous situation, someone in distress, or violations of this Code of Conduct.

Unacceptable Behaviors Include

• Intimidating, harassing, abusive, discriminatory, derogatory or demeaning speech or actions by any participant at the conference and at all related events
• Harmful or prejudicial verbal or written comments or visual images related to gender, sexual orientation, race, religion, disability, or other personal characteristics
• Inappropriate use of nudity and/or sexual images in public spaces (including presentation slides)
• Deliberate intimidation, stalking, or following
• Harassing photography
• Photographing slides of oral presentations and posters without the express permission of the presenter/author
• Recording of scientific and other sessions without the express permission of the participants
• Sustained disruption of scientific sessions or other events
• Unwelcome and uninvited attention or contact
• Physical assault (including unwelcome touch or groping)
• Real or implied threat of physical harm
• Real or implied threat of professional or financial damage or harm

What to do if you Witness or Experience Conduct that Violates the Code

The American Physiological Society staff will be happy to help participants contact hotel/venue security or local law enforcement, and otherwise assist those experiencing harassment, to enable them to feel safe for the duration of the conference. We value your attendance, and want to make your experience as productive and professionally stimulating as possible.

Need to file a complaint? Please contact the APS Registration Desk. All reports will be confidential.

Consequences of Unacceptable Behavior

Unacceptable behavior from any participant at any APS Conference, including attendees, sponsors, exhibitors, contractors, volunteer leaders, vendors, venue staff, and anyone with decision-making authority, will not be tolerated. Anyone asked to stop unacceptable behavior is expected to comply immediately.

If a participant engages in unacceptable behavior, the American Physiological Society staff may take any action they deem appropriate, including removal from the above named conference, without refund, and/or future APS Conferences and Meetings. Egregious violations will result in more severe sanctions, including the possibility of reporting to local law enforcement.

Permission to Share Research Information Policy

Photo or video capture of any scientific presentation in whole or part without the express permission of the presenter is prohibited. Recording or taking photography of another person without their express permission is prohibited. Individuals observed photographing or videotaping any presentation, in whole or part, will be asked to leave the meeting immediately, forfeiting the registration fee. You must receive express permission from a presenter before sharing the contents of their presentations on social media. Please respect these requests for privacy as a professional courtesy.

Social Media Policy

APS encourages the use of social media during meetings as a way of connecting with other attendees and expanding the reach of science being presented at our meetings and conferences. If you plan on using social media to discuss the meeting, please use the official the hashtag (found on the APS Meetings webpage). Note: Sharing of specific research presentations, poster or slides is prohibited without the express permission of the presenter. (See Permission to Share Research Information Policy.)

Video and Photography release for conferences

APS captures photos and video at its events which may be used in future promotions.  We will be capturing activities, including portions of the symposium, poster sessions, meals and symposium attendees. These materials may be used in future promotions of the APS and the Physiology in Focus conference series.  

By taking part in this event, you grant the event organizers full rights to use the images resulting from the photography and video filming, and any reproductions or adaptations of the images, for the promotion of the APS or its publications, fundraising, publicity or other purposes. This may include (but is not limited to) the right to use them in printed and online publicity, social media, press releases and funding applications. 

If you do not wish to be photographed or filmed please inform an APS staff member.

Press Policies

Press Registration Policy

Complimentary registration is available for qualified press to cover APS conferences and scientific meetings. Pre-registration for media and freelance writers is encouraged.

Journalists working at print, television, radio and online media outlets should forward the following to communications@the-aps.org so that your registration request can be reviewed:

• A copy of your press credentials
• A letter of assignment on official letterhead from your publication/media organization
• Online outlets must provide content that is original and independent of advertising and sponsorship. Personal online websites do not qualify
• Freelancers, bloggers or other journalists who do not have press credentials must present:
• A letter of assignment on official letterhead from your publication/media organization
• Three recent samples of your bylined work, along with appropriate identification
• Bloggers must provide content that is original and independent of advertising and   sponsorship. Personal blogs do not qualify

Please note: Representatives of journals that do not contain news sections are not eligible for press passes; nor are editors of journals or other publications who do not edit their outlet’s news section. This rule will be strictly enforced.

Representatives of book, magazine and journal publishers as well as advertising and marketing representatives are ineligible for press passes.

Public information officers and individuals representing public relations firms must register as nonmembers and pay the nonmember conference rate.

Registered journalists must wear their press badges when attending the conference and when covering EB-sponsored events. All of the scientific sessions are open to the press. Camera crews must register all members and wear badges at all times.

For more information, contact the APS Office of Communications 301.634.7209 or communications@the-aps.org).

Press Embargo Policy

Research presented at APS meetings and conferences is embargoed until the time that the session or poster is presented and should not be released in advance of the poster/session start time. Taking or sharing photos of posters, figures, slides or other related materials before the presenter’s session time is not allowed.