Purpose and Scope

The conference is dedicated to providing a safe, inclusive, respectful, and productive environment for all participants, regardless of race, ethnicity, nationality, gender identity and expression, sexual orientation, disability, physical appearance, age, religion, or academic/professional affiliation.

This policy applies to all conference-related events, including but not limited to:

• Academic presentations and plenary sessions.

• Live music and dance performances, lecture-demonstrations, and workshops.

• Formal and informal social gatherings, including the Gala Dinner and networking breaks.

All attendees, speakers, performers, volunteers, exhibitors, and organizers are expected to adhere to this Code of Conduct.

Expected Behavior

To maintain the integrity of the conference as a space for rigorous academic inquiry and artistic expression, all participants are expected to:

• Treat everyone with respect, civility, and professional courtesy.

• Critique ideas rather than individuals; constructive, academic debate is welcomed, but personal attacks are strictly prohibited.

• Respect the cultural nuances and traditions associated with the performances and lecture-demonstrations, maintaining appropriate audience etiquette (e.g., minimizing movement and distraction during active performances).

• Maintain professional boundaries during all interactions, respecting the physical and personal space of performers, speakers, and fellow attendees.

• Support an environment free of harassment, discrimination, and microaggressions.

Unacceptable Behavior

Harassment and discriminatory behavior will not be tolerated in any form. Unacceptable behaviors include, but are not limited to:

• Verbal, written, or physical comments that reinforce social exclusion or discrimination based on gender, race, religion, or disability.

• Intentionally disrupting presentations, performances, technical sound checks, or workshops.

• Unwelcome physical contact or sexual attention.

• Bullying, stalking, intimidation, or persistent, unwanted following.

• Sustained, aggressive heckling of presenters or performing artists.

• Capturing unauthorized photography or audio/video recordings where explicit restrictions have been posted or announced (particularly during sacred or proprietary performance items).

Performance & Backstage Policies

Given the performance-focused nature of this conference, specific rules apply to backstage and performance areas:

• Green Room & Rehearsal Space Access: Access to the designated green rooms and rehearsal spaces is strictly limited to scheduled performers, their designated accompanists, and authorized stage management staff.

• Instrument Care & Safety: Participants must respect the instruments and equipment belonging to other artists. Unauthorized handling, moving, or tampering with instruments, sound systems, or staging elements is strictly forbidden.

• Stage Etiquette: Performers and presenters must adhere strictly to their allotted timeslots to ensure fairness to subsequent participants and to maintain the master schedule.

Registration, Attendance, and Venue Policies

• Badge/Credential Requirements: Only registered participants with official conference badges or virtual credentials will be permitted access to sessions, workshops, and catering areas. Badges are non-transferable.

• Child Attendance: Children are welcome at general performance sessions provided they are supervised by an adult at all times. For safety and professional decorum, children must not be left unattended in presentation rooms or backstage areas.

• Re-entry: Participants are allowed to step out and re-enter sessions between presentations or items. To prevent disruption, please wait for applause or a clear transition point before entering or exiting a room.

• Venue Compliance: Attendees must comply with all rules, regulations, and safety guidelines set forth by the HUB-Robeson Center and the host institution.

Reporting Mechanism and Enforcement

If you experience or witness a violation of this Code of Conduct, please report it immediately through one of the following channels:

• In-Person: Visit the physical Information Desk located at the HUB-Robeson Center to speak with a designated Safety Officer or Conference Organizer.

• Via Email: Submit a detailed report to the dedicated compliance email address.

Consequences of Non-Compliance

The conference organizers reserve the right to take any action deemed necessary to preserve the safety and integrity of the event. Consequences for violating these policies may include, but are not limited to:

• A formal verbal or written warning.

• Expulsion from specific sessions or performances without a refund.

• Permanent revocation of conference credentials and immediate removal from the venue.

• Barring the individual from submitting abstracts or attending future iterations of the conference.

• Reporting the matter to local law enforcement or the participant’s home institution if criminal behavior or severe institutional misconduct occurs.

Media and Recording Policy

• Official Recording: Sessions and performances may be recorded by the official conference media team for archival and publication purposes.

• Personal Recording: Photography and audio/video recording by attendees are generally permitted for personal, non-commercial use, except where explicitly forbidden by the presenter or performing artist. Flash photography is strictly prohibited during all live performances as it poses a safety hazard to dancers and musicians.

Amendments and Modifications

The Conference Organizers reserve the right to modify, amend, or update these policies at any time leading up to the event. Any major adjustments will be communicated clearly on the official website.

By completing your registration and entering the conference premises, you explicitly agree to comply with this Code of Conduct and all associated policies.