IOM3 Events Code of Conduct

The Institute of Materials, Minerals and Mining (IOM3) values the participation of each member of the materials, minerals and mining community and want all attendees at our conferences and events to have an enjoyable and fulfilling experience. Accordingly, all attendees are expected to show respect and courtesy to other attendees throughout the conference and at all conference events.

Although the Institute of Materials, Minerals and Mining (IOM3) has a Code of Professional Conduct for IOM3 members, in order to make it clear what is expected at our conferences and events, all delegates, attendees, speakers, exhibitors, organisers and volunteers at any part of the event are required to conform to the following Code of Conduct. The Local Organising Committee (LOC) will enforce this code throughout the event.

THE SHORT VERSION

IOM3 is dedicated to providing a harassment-free conference experience for everyone, regardless of sex, gender identity, sexual orientation, marital or parental status, age, disability, race, religion or physical appearance. We will not tolerate harassment of conference participants in any form. All communication should be appropriate for a professional audience including people of many different backgrounds. Sexual language and imagery are not appropriate for any conference venue, including talks. Be kind to others. Do not insult or put down other attendees. Behave professionally. Remember that harassment and sexist, racist, ableist or other exclusionary jokes are not appropriate for this conference. Attendees violating these rules may be asked to leave the conference, without a refund, at the sole discretion the IOM3 team.

Thank you for helping make this a welcoming, friendly event for all.

THE LONGER VERSION

IOM3 considers harassment to include offensive comments, gestures and behaviour related to sex, gender identity, sexual orientation, marital or parental status, age, disability, physical appearance, body size, race, religion, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome intrusions of personal space or sexual attention. Conduct can be harassment even if it was not intended to violate the recipient’s dignity, if it had that effect. 

A single incident may amount to harassment if it is sufficiently serious. Conduct normally becomes harassment if it persists once it has been made clear that the behaviour is regarded as offensive. Participants asked to stop any harassing behaviour are expected to comply immediately.

Exhibitors in the exhibition space and participants in the programme of social activities are also subject to the anti-harassment policy. In particular, exhibitors should not use sexualised images, activities, or other material. Exhibit staff (including volunteers) should not use sexualised clothing/uniforms/costumes, or otherwise create a sexualised environment.

Be careful in the words that you choose. Remember that sexist, racist, and other exclusionary jokes can be offensive to those around you. Offensive jokes and excessive swearing are not appropriate for our conferences and events. If a participant engages in behaviour that violates this Code of Conduct, the IOM3 team may take any action they deem appropriate, including warning the offender or expulsion from the conference with no refund.

CONTACT INFORMATION

If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the event organising committee or IOM3 team. A full list of organising committee members for this event can be found at the foot of this page.  

The IOM3 team will be happy to help participants contact the police, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference. We value your attendance.

ATTENDEE PROCEDURE FOR INCIDENT HANDLING

The impact on an individual and whether the behaviour is unacceptable by normal standards will be the focus. If you experience behaviour that breaches this Code of Conduct and feel comfortable calling attention to it at the time, please do so. Resolving issues early and informally is usually preferable for everyone concerned. Often, people are unaware that their behaviour is perceived as harassment, discrimination or bullying, and in these cases taking prompt informal action can be particularly effective.

Keep in mind that at physical events, all members of the organising committee will be wearing a conference badge with the word “Organising Committee” on it. Organising committee and staff members will also be prepared to handle reports of any breaches of this Code of Conduct.  If you wish to report a breach of the Code of Conduct:

  • Report the harassment incident (preferably in writing) to an organising committee or IOM3 team member. Please do not disclose public information about the incident until the organisers have had sufficient time in which to address the situation. This is for the safety and protection of those affected. When reporting the event, try to recall as much information as possible about the incident. The important information consists of:

    • Identifying information (name, where known, or description) of the perpetrator(s) of the harassment

    • The behaviour that was in violation of the Code of Conduct

    • The approximate time and location of the behaviour (if different than the time the report was made)

    • The circumstances surrounding the incident

    • Other people involved in the incident (e.g. other potential victims or witnesses)

  • The IOM3 team members are well-informed on how to deal with the incident and how to further proceed with the situation.

  • If everyone is presently physically safe, involve law enforcement or security only at a victim's request. If you do feel your safety is in jeopardy please do not hesitate to contact the police. Dial 999 for the Emergency Services, then afterwards contact the IOM3 Conference and Events Team, so they can direct the Emergency Services appropriately on arrival. If you do not have a mobile phone, you can use any internal phone dial 999 for the Emergency Services or simply ask a member of the organising committee or IOM3 team.

Note: Incidents that violate the Code of Conduct are extremely damaging to the community, and they will not be tolerated. IOM3 requests that they be your first resource when reporting a conference-related incident, so that they may enforce the Code of Conduct and take quick action toward a resolution. Awareness and reporting of these incidents present a chance for the offenders, and the community at large, to grow, learn, and become better.

A listing of Organising Committee members is available on the event website and key IOM3 staff can be found at the foot of this page. 

A NOTE ON CONFIDENTIALITY

The IOM3 will take reported breaches of the Code of Conduct seriously and will act with discretion when handling incidents. However, confidentiality cannot be guaranteed in all circumstances (e.g. when physical safety is in jeopardy or a criminal offence has been committed). However, The IOM3 also acknowledge that people may find it difficult or will not want to formally report all incidents.  The information you provide will be collated and analysed to help monitor the prevalence of incidents that take place and understand the impact of initiatives run by IOM3. IOM3 will make all reasonable efforts to respond to anonymous reports, or reports from third parties, on a case-by-case basis depending on the details disclosed. IOM3 cannot offer direct advice or investigate a matter reported anonymously and as the information you provide in this report will remain confidential, it will not be able to be used in a complaints process.

IOM3 TEAM/ORGANISING COMMITTEE PROCEDURE FOR INCIDENT HANDLING

Be sure to have a good understanding of our Code of Conduct policy. Also have a good understanding of what is expected from an attendee that wants to report an incident of harassment. Deal with any potential cases of harassment with discretion, but do not promise confidentiality as that cannot be always be guaranteed.

Try to get as much of the incident in written form by the reporter. If you cannot, transcribe it yourself as it was told to you. The important information to gather include the following:

  • Identifying information (name) of the perpetrator(s) of the harassment

  • The behaviour that was in violation

  • The approximate time and location of the behaviour (if different than the time the report was made)

  • The circumstances surrounding the incident

  • Other people involved in the incident

  • The identity and role of the victim and (if not the same person) the individual making the report

Prepare an initial response to the incident. This initial response is very important and will set the tone for IOM3 events. Depending on the severity/details of the incident, please follow these guidelines:

  • Offer the victim a private place to sit

  • Ask "is there a friend or trusted person who you would like to be with you?" (if so, arrange for someone to try and locate this person)

  • Ask them "how can I help?"

  • If everyone is presently physically safe, involve the police or security only at a victim's request

If there is any general threat to attendees or the safety of anyone including conference staff is in doubt, summon security or police. Dial 999 for the Emergency Services, then afterwards contact a member of the onsite IOM3 events team to let them know, so they can direct the Emergency Services appropriately on arrival.

There are also some guidelines as to what not to do as an initial response:

  • Do not overtly invite them to withdraw the complaint or mention that withdrawal is OK. This suggests that you want them to do so, and is therefore coercive.

  • Do not ask for their advice on how to deal with the complaint. This is IOM3's responsibility.

  • Do not offer them input into penalties. This is the IOM3's responsibility.

Once something is reported to an organising committee member, immediately meet with one of the IOM3 Conference and Events Team. The main objectives of this meeting are to find out the following:

  • What happened?

  • Are we doing anything about it?

  • Who is doing those things?

  • When are they doing them?

After the meeting and discussion, have an organising committee member or members (preferably the IOM3 Events Team if available) communicate with the alleged harasser. Make sure to inform them of what has been reported about them. Allow the alleged harasser to give their side of the story to the staff. After this point, if the report stands, let the alleged harasser know what actions will be taken against them.

Some possible actions/responses for the organising committee/IOM3 to consider when dealing with Code of Conduct offenders:

  • Warning the harasser to cease their behaviour and that any further reports will result in sanctions

  • Requiring that the harasser avoid any interaction with, and physical proximity to, their victim for the remainder of the event

  • Not publishing any material that violated the policy

  • Not allowing a speaker who violated the policy to give (further) talks at the event

  • Immediately ending any event responsibilities and privileges the harasser holds

  • Requiring that the harasser immediately leave the event and not return

  • Reporting the harasser to the Institute of Materials, Minerals and Mining for consideration under the Institute's disciplinary procedures

Give accused attendees an opportunity to appeal, but in the meantime the report stands. Keep in mind that it is not a good idea to encourage an apology from the harasser.

It is very important how we deal with the incident publicly. Our policy is to make sure that everyone aware of the initial incident is also made aware that it is not according to policy and that official action has been taken - while still respecting the privacy of individual attendees. When speaking to individuals (those who are aware of the incident, but were not involved with the incident) about the incident it is a good idea to keep the details out.

Depending on the incident, IOM3 may decide to make one or more public announcements. If necessary, this will be done with a short announcement either during a plenary session and/or through other channels. No one other than IOM3, someone with delegated authority from the IOM3, should make any announcements. No personal information about either party will be disclosed as part of this process at this stage.

If some attendees were angered by the incident, suggest to them to write an email to the IOM3 ([email protected]). It will be dealt with accordingly.

A list of Local Organising Committee members can be found on the event webpage.  

All attendees are expected to show respect and courtesy to other attendees and staff, and to adhere to the IOM3 Conference Code of Conduct. To report harassment or violation of the code of conduct please contact:

Melanie Boyce
Head of Events
The Institute of Materials, Minerals and Mining (IOM3)
297 Euston Road
London
NW1 3AD

T. +44 (0)20 7451 7303
E. [email protected]