Code of Conduct

Photo and Media Release Policy

As a condition of participation, all participants, excluding minors, give permission to NIRSA Canada 2020 to take and use images of their likeness (including any motion picture or still photographs of, poses, acts and appearances or sound records) for any purposes in connection with the promotion and/or marketing of NIRSA Canada 2020. NIRSA Canada 2020 reserves the right to crop, alter or modify Images of you and combine such Images with other images, text, audio recordings and graphics without prior notification to publication.

In situations where a participant does not wish to have their photo/video footage used, it is their responsibility to notify the program administrator and/or photographer/videographer.

Where images of minors are being captured, documented approval must be obtained by program administration prior to any use of any images containing said minor.

Non-smoking policy

For the comfort and health of attendees, smoking is not permitted at any NIRSA functions.

Personal Information Collection Policy

NIRSA Canada 2020 is committed to protecting the privacy of our participants and members.
Please refer to NIRSA’s privacy policy for more information.

NIRSA Event Safety & Responsibility Code

Consistent with our commitment to our strategic values, NIRSA Canada is committed to providing a safe, productive, and welcoming environment that promotes a culture of respect for all meeting and event participants and NIRSA Canada staff. When diverging opinions occur, NIRSA Canada encourages all attendees, staff, volunteers, etc. to be mindful of your behavior by being respectful and practicing civil discourse. All participants, including, but not limited to, attendees, speakers, volunteers, exhibitors, NIRSA staff, service providers, and others are expected to abide by this Event Safety & Responsibility Policy. This Policy applies to all NIRSA Canada meetings and events, including those sponsored by organizations other than NIRSA but held in conjunction with NIRSA events, in public or private facilities.

Personal Safety and Security

NIRSA Canada works diligently to provide a safe and secure environment at its meetings and events by working with venue staff to make sure meeting participants are safe. We ask that all attendees report any questionable or concerning activity to NIRSA staff so that they can take appropriate action. No concern is too small, if you see something, say something.

  • Always be aware of your surroundings.
  • Use the buddy system when walking to and from the event venue, networking event locations during early or late hours.
  • Don’t wear your meeting badge on the street. Remove it as soon as you leave the building/venue.
  • Don’t carry a lot of cash or credit cards. Leave valuables in your hotel room safe.
  • Don’t leave personal property unattended anywhere, anytime.
  • If it is a non-life-threatening emergency or if you need immediate assistance, you should ask any NIRSA staff member or the on-site security personnel to help you. For life threatening emergencies, call 911.

Unacceptable Behavior

Examples of unacceptable behavior include, but are not limited to:

  • Verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin
  • Inappropriate use of nudity and/or sexual images in public spaces or in presentations
  • Threatening or stalking any attendee, speaker, volunteer, exhibitor, NIRSA Canada staff member, service provider, or other meeting guest
  • Harassment, intimidation, or discrimination in any form.
  • Physical or verbal abuse of any attendee, speaker, volunteer, exhibitor, NIRSA staff member, service provider, or other meeting guest.
  • Disruption of presentations at sessions, in the exhibit hall, or at other events organized by NIRSA at the meeting venue, hotels, or other NIRSA Canada contracted facilities.
  • NIRSA Canada has zero-tolerance for any form of discrimination or harassment, including but not limited to sexual harassment by participants or our staff at our meetings. If you experience harassment or hear of any incidents of unacceptable behaviour please report it to NIRSA Canada 2020 staff.

Responsible Consumption of Alcohol and other Intoxicants

At some NIRSA Canada networking events both alcoholic and non-alcoholic beverages are served. NIRSA Canada expects all participants who are of legal age and choose to consume alcohol at our events to do so responsibly. NIRSA Canada and host event staff have the right to deny service to participants for any reason, and may require a participant to leave the event. Please follow all local & provincial laws related to alcohol and other intoxicants.

Refund Policy for conference registration cancellations

All conference cancellations and refund requests must be made emailed to Nathan Jesse at nathan.jesse@ubc.ca
Refund requests are processed according to the following time restrictions:

  • Refund requests received on or before December 20, 2019 will receive a 100% refund, minus a $35 administrative fee.
  • Refund requests received on or between December 20, 2019 and January 8, 2020 will receive a 50% refund, minus a $35 administrative fee.
  • Refunds cannot be guaranteed for requests received on or after January 8, 2020, or for no-shows at the conference

Extenuating circumstances may warrant exceptions to the refund policy. For a review of a specific refund amount or for more information about refund requests, please contact Nathan Jesse.