Code of Conduct
Effective December 12th, 2021
ASUG strives to ensure that everyone feels welcome and safe at any event and on our virtual platforms (collectively, “Events”). This event code of conduct (“Code of Conduct”) outlines our expectations for behavior at our Events as well as the consequences for unacceptable behavior. By participating in our Events, all participants, speakers, exhibitors, sponsors, media representatives, service providers, vendors, contractors, and others (collectively “Participants”) agree to abide by this Code of Conduct.
All determinations of appropriate or inappropriate behavior are in our sole discretion and our decisions will be final.
Expected Behavior
Be considerate, respectful, and kind to others. Refrain from demeaning, discriminatory or harassing behavior and speech. Spam, or repeated contact of Participants that have requested no contact from another Participant is strictly prohibited. Participants should be mindful of any copyright laws, music licensing etc., and not violate any terms or conditions related to such.
Unacceptable Behavior
Harassment and discrimination include any verbal, physical, or visual conduct based on sex, sexual orientation, gender expression or identity, transgender status, race, age, national origin, or disability. Inappropriate display, sharing, or use of nudity and/or sexual images in public spaces or on virtual platforms (including presentation slides); any physical or verbal intimidation, stalking, doxxing, gaslighting, photobombing, or following of Participants; harassing, photographing or recording of Participant(s); interruption or inappropriate intrusion or disruption of sessions, talks or other events; inappropriate physical contact; and, any unwelcome sexual attention (physical or verbal) will not be tolerated. Violators may be removed from the meeting if found to be in violation and their ability to attend future Events may also be restricted or prohibited.
Any boisterous, lewd, or offensive behavior or language, threatening, intimidation, coercion, use of sexually explicit or offensive language or conduct, profanity, obscene gestures, or racial, religious or ethnic slurs will not be tolerated. Verbal or other abuse of any participant, speaker, volunteer, staff member, exhibitor, sponsor, service provider, or other meeting guest is unacceptable. Participants violating this Code of Conduct will be asked to leave the Event at the sole discretion of our staff. We retain the right to take any actions to ensure the Event is a welcoming environment for all.
Technology Use
Participants acknowledge that the availability, access, and use of technology during Events is not guaranteed. We and our vendors and service providers will use commercially reasonable efforts to communicate with Participants regarding camera use in devices and computers, mobile app capabilities, video, audio, and headset settings and use for in-person Events, and use of the virtual event platform for virtual Events. All chat content at virtual Events is nonconfidential, and you should assume that anyone can view any chat content you submit. You agree that your chat content will comply with this Code of Conduct.
In no event shall we be liable for slowness of or interruptions to Internet access, power access, video camera access, or audio capabilities, nor of any similar interruptions to virtual Events for the duration of the Event.
At virtual Events, we request that if you use a virtual background, it should be tasteful and not distracting. You should mute your line when not speaking. The recording or transmissions of any education sessions, presentations, demos, videos, or content in any format is strictly prohibited unless expressly authorized in writing by us. Participants should not copy or take screen shots of participants or any chat room activity that takes place in a virtual Event space.
Participants may not utilize our websites or Events to (i) upload or otherwise provide infringing, defamatory, obscene, pornographic, threatening, abusive, illegal or otherwise improper content; (ii) upload viruses or harmful components to an Event; (iii) upload or otherwise provide content with a commercial purpose or attempt to solicit funds or advertise goods and services, (iv) contain promotional materials, special offers, job offers, or product announcements (unless expressly permitted by us); (v) engage in communications leading or related to an agreement in restraint of trade, to (vi) exchange specific information relating to your prices, profits, or costs; (vii) in any other manner to limit competition or restrain trade in violation of state and federal antitrust laws; or, (viii) to further any unlawful purpose or to violate the rights of any person or entity.
Dress Code
The dress code at Events is business casual. Participants are required to adhere to this dress code during Events including, but not limited to, virtual conferencing.
Reporting Violations of this Policy
If you have a complaint or concern about harassment, discrimination, bullying, or any other conduct which may violate this Code of Conduct, we encourage you to promptly notify ASUG Staff onsite or via email at events@asug.com. You may request that your report remain confidential and only be shared with those on a “need to know” basis.
Please remember that notifying our staff does not constitute or replace notification to local law enforcement. This Code of Conduct does not replace any rules or guidelines that are part of our agreements with our vendors, exhibitors, and/or sponsors.
Compliance and Enforcement
We reserve the right to take any action that is reasonably necessary, in our sole judgment, for the protection of us, our Participants, and our personnel. We will maintain full discretion in the interpretation and enforcement of this Code of Conduct.
Participants will be asked to stop any behavior in violation of this Code of Conduct are expected to comply immediately. This Code of Conduct provides general guidelines and cannot cover every possible type of unacceptable behavior. We reserve the right to apply corrective action to instances other than the specific examples noted. Participants violating this Code of Conduct may be suspended, sanctioned, removed, or expelled from the Event and all future Events, and there will be no refund of any amounts paid, at our discretion.
We expect all conference Participants to abide by this Code of Conduct at all Events and social events regardless of whether we are a sponsor or organizer of such meeting or event.
No-Suitcasing Policy
ASUG has a zero-tolerance policy regarding suitcasing. “Suitcasing” is a parasitic business practice in which unethical companies or individuals will gain access to an event by obtaining an Event credential or by attending an Event with a registered participant without themselves registering, and then solicit business in the aisles or other public spaces (in person or virtually) used for the conference or otherwise conduct business at on in conjunction with the Event.
While all registered Event attendees are invited to the Event space reserved for exhibitors, any registered attendee or non-registered person who is observed to be soliciting business in the aisles, other public spaces, or in another company’s booth will be asked to leave an Event immediately without refund.
Suitcasing may also take the form of commercial activity conducted from a guest room hospitality suite, restaurant, or any other public place in proximity to or associated with an Event. For the purposes of this policy, suitcasing violations that occur at venues other than the designated exhibitors’ space and at other Events are prohibited. Our Event team must be informed of any hospitality suites that are not reserved through us, and express consent must be received prior to the Event.
Release and Use of Your Likeness
We and/or our representatives may take photographs, sketches, and/or audio/video recordings of or during an in-person or virtual event (“Event”) which may contain your name, likeness, voice, image, and any content you submit (whether in chat sessions, uploads, email, in person, or otherwise), and the like (collectively, “Likeness”) for various uses, including, but not limited to, in news and promotional material, in print, electronic and other media, including our Website. In consideration of your being permitted to participate in an Event, you unconditionally grant ASUG and our contractors, vendors, sponsors, and exhibitors, a perpetual, irrevocable right and license to use, store, reproduce, publish, distribute, edit, make derivative works, perform publicly, disclose, assign, and transfer all Likeness without limitation, without compensation. All media containing your Likeness shall be owned by us. We and our representatives, partners, sponsors, exhibitors, contractors, and service providers may display, distribute or use your Likeness for any purpose. You hereby release us and our employees, licensees, representatives, partners, sponsors, exhibitors, contractors, and service providers, and our and their successors, and assigns from any and all claims, demands, and causes of action that you may now or hereafter have arising out of or in connection with the use of your Likeness.