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Congress Policies


Recording & Privacy policy

AV recordings of the panels/sessions and congress content WILL BE RECORDED BY DEFAULT by the congress organisers but others may not record content (using external software/hardware).


  • On request of a Speaker: e.g. to NOT record their keynote.
  • On request of a Panel Convenor e.g. to NOT record their panel sessions.

In such cases the Speaker(s) or Panel Convenor(s) must provide NomadIT with the following information ahead of the congress for their records:

  • Why the session is NOT to be recorded/live streamed.
  • Which panel/sessions they wish NOT to be recorded? (These will be marked in the panel explorer so attendees can see that this session is NOT being recorded.)


The accountable person has the responsibility to obtain informed consent before the start of the congress from presenters/panelists to record their presentations in Zoom. They must provide clear answers to the following:

  • Congress content is being recorded so delegates can see content they were unable to attend live. Content may be displayed some weeks after the congress to a wider audience (not just delegates).
  • The recording will be posted within the panel explorer and congress website.
  • The following Creative Commons licence will be applied (licences stipulate what others are allowed to do with the recording once posted online)
  • Attribution-NonCommercial-NoDerivatives 4.0 International licence: the recording can only be shared in its original form (i.e. others cannot not take sections of the recording and create and distribute an altered form of the work) and is used for non-commercial purposes only.
  • If a presenter opts-out will they still be filmed and edited out later.


The congress organisers will inform all delegates by email prior to the event that the content will be recorded/live streamed, inviting anyone who wishes to opt-out from being recorded to contact them.

Each session/panel convenor/organiser is responsible for informing audience members (verbally and in the chat function of Zoom at the beginning of the session and periodically).

  • That the panel is being filmed/live streamed.
  • That the recording will be embedded on the WCEH website.
  • That the congress organiser is the accountable person.
  • That delegates can opt-out by contacting the accountable person and clearly explain that opting-out means that while they will be recorded if they ask a question they will be edited-out of the final version for dissemination.

Anyone who does not wish to appear at all in recordingsshould be instructed to turn off their webcam and if asking a question, to do so via the chat (text format), as opposed to asking verbally in Zoom.

The congress organisers are responsible for post-production editing to ensure that any audience member or panelist/presenter who wished not to be included in the film be edited out before dissemination (e.g. posting online).

WCEH / the organisers reserve the right to use background footage, crowd scenes and short clips of presenters without audio for future use in promotional videos.

Anti-harassment policy

WCEH is committed to providing a harassment- discrimination-free congress experience for everyone. We do not tolerate harassment, discrimination or inappropriate behaviours of congress participants in any form, whether in person or online. This includes, but is not limited to:

  • Discrimination against or harassment on the basis of an individual’s gender identity and expression, sexual orientation, disability, ethnicity, physical appearance, body size, age, religion, socio-economic status, birthplace or any other aspect of an individual’s identity.
  • Intimidation, stalking, abusive or threatening behaviour, or bullying.
  • Attacks against participants who raise behaviour concerns.

We provide confidential reporting mechanisms (see below) and all reports will be treated seriously and responded to promptly.

This policy outlines our expectations of all those participating in the online congress, including delegates, sponsors, exhibitors, volunteers, congress organisers etc. In particular, those people presenting a paper, convening, or exhibitors should not use sexualized, indecent or offensive language, images or activities. If such language images or activities are deemed to be an essential part of, and strictly related to, the content of the congress, the context and justification for their use must be made explicit.

Guidelines for behaviour

Expected behaviour at the congress

  • Treat all participants, delegates, sponsors, exhibitors, volunteers, congress organisers etc. with respect and consideration, irrespective of the diversity of views and opinions others may express.
  • Be considerate and uphold others’ right to dignity and courtesy. Communicate openly with respect for others, and where you make critical remarks, try to make them constructive, avoiding any personal or derogatory statements.
  • Do not make any personal attacks against participants directly, via social media, email or other electronic formats.
  • Be mindful of your surroundings and of your fellow participants. Alert the congress organisers if you notice a dangerous or offensive situation or someone in distress.
  • Take care to avoid the use of images and language that is likely to cause offence or appear to show disregard or disrespect towards others.

Unacceptable behaviour at the congress

Unacceptable behaviour includes, but is not limited to:

  • Harassment, bullying, psychological abuse or discrimination in any form.
  • Offensive, degrading, defamatory, frightening, intimidating or insulting verbal or written comments or behaviour.
  • Any statements or behaviour that reinforce hierarchies and prejudice relating to gender, sexual orientation, disability, ethnicity, physical appearance, body size, age, religion, social class, birthplace or any other aspect of an individual’s identity.
  • Use of nudity and sexual images in public spaces (including presentation slides) unless these are closely related to the content of the congress and necessary to support understanding.
  • Deliberate intimidation or stalking online or in person.
  • Photography without consent.
  • Unauthorised recording of colleagues – see recording and privacy policy.
  • Sustained disruption of talks or other events.
  • Sexist, misogynist, transphobic, homophobic, classist or racist language, expression, or behaviours.
  • Unwanted or unwelcome sexual attention.
  • Real or implied threat of professional or financial damage or harm.
  • Advocating for, or encouraging, any of the above behaviour.

Guidelines for reporting and enforcement


Anyone asked to stop any of the above unacceptable behaviour is expected to comply immediately.

If a participant engages in unacceptable behaviour, the congress organisers can take any actions necessary to maintain the welcoming environment of the congress for other participants. This includes warning the offender and/ or barring them from the congress altogether with no refund. The congress organisers may take action to redress anything designed to intentionally disrupt the congress or make the environment hostile for any participant.

We encourage participants to be mindful of behaviour that is or could be perceived as harassment, sexual or otherwise. While we encourage networking and strengthening of connections between participants we expect everyone to follow these rules at congress-related social activities such as mingling with virtual drinks, visiting exhibitor rooms, virtual parties and coffee breaks.


If someone makes you or anyone else feel unsafe or unwelcome or you have any other concerns please report it as soon as possible. If you have witnessed any unsafe, unwelcome or unacceptable behaviour, please respond first to the affected person’s needs and safety. Support that person if they choose to report the incident, but respect their decision if they choose not to.

You can make a report either personally or anonymously. We can’t follow up an anonymous report with you directly, but we will fully investigate it and take whatever action is necessary to prevent recurrence.

If possible, provide the following information:

  • Identifying information (name, appearance) of the participant who acted inappropriately
  • The unacceptable behaviour experienced from the list above
  • The approximate time of the incident
  • The circumstances surrounding the incident
  • Other people involved in or who witnessed the incident

All reports will be treated seriously and responded to promptly. They will be read and dealt with by NomadIT’s Anti-harassment Officers: Triinu Mets and Elaine Morley on behalf of the WCEH. Submit your report in one of the following three ways:

  1. Submit your report through this form, choosing whether to include contact details or omit (anonymous). The form does not gather any personal or IP information.
  2. Email your report (including as much of the above detail as possible) to report(at)
  3. Send your report by text or Whatsapp to +447482613951 (Triinu Mets). State if you wish to remain anonymous.

Our team will do its utmost to help you to feel safe throughout the congress. We value your attendance.

Additional resources

University of Oulu
Bioverse Anthropocenes