Introduction
The purpose of this policy is to outline the rules governing the conduct of delegates attending and participating in the events and activities hosted and organised by Game AI Events CIC (hereby referred to as ‘the organiser’) and provides guidance on the expected standards of conduct at events hosted by the organiser. This code of conduct also extends to any and all members of the organisational team.
1.0 Scope
This policy applies to all participants of events organised or hosted by Game AI Events CIC; both in person and virtual.
2.0 Policy
Game AI Events CIC is a non-profit committed to providing accessible, productive and enjoyable events for the game/AI community in the UK and Europe. This extends to all participants and members of the organisational team, regardless of gender, sexual orientation, disability, physical appearance, race, nationality or belief. We will not tolerate harassment in any form. All delegates are expected to adhere to the following key principles during an in person and virtual event:
- Behaving in a Professional Manner:
It is expected that delegates will behave in a professional manner at all times. Harassment and/or sexist, racist, or exclusionary comments or jokes are not appropriate.- Harassment includes sustained disruption of talks or other events, inappropriate physical contact, sexual attention or innuendo, deliberate intimidation, stalking, and photography or recording of an individual without consent. It also includes offensive comments related to gender, sexual orientation, disability, physical appearance, body size, race or religion.
- Harassment includes sustained disruption of talks or other events, inappropriate physical contact, sexual attention or innuendo, deliberate intimidation, stalking, and photography or recording of an individual without consent. It also includes offensive comments related to gender, sexual orientation, disability, physical appearance, body size, race or religion.
- Maintaining a Standard of Professional Communication:
All communication should be appropriate for a professional audience, including people from a variety of backgrounds. Sexual language and imagery is not appropriate. - Engage with Kindness and Empathy:
We expect our delegates and organisers to be kind to others, and will not insult or put down other delegates or organisers. - Professional Participation in the Event:
Delegates are expected to register in advance and arrive in good time for the start of events. It is at the organisers discretion to allow delegates to enter a talk 15 minutes after its start time, or to attend the event should they have not registered.
3.0 Virtual events policy
Delegates are required to follow the key principles in 2.0 (Policy), as well as the additional principles for virtual events hosted by Game AI Events CIC. This section applies to all entities owned and controlled by the organiser. This includes, but is not limited to, comments, questions and posts made during and within virtual events and their material, on platforms including Zoom, Microsoft Teams, YouTube, Twitch and other online streaming and event coordination platforms.
- Appropriate Language:
Delegates should not use the chat inappropriately, this includes:- Use of expletives / swearing.
- Posting the same message across the same chat or multiple chats.
- Utilise QnA features for purposes of conversation.
- Sharing links about commercial products / services / advertising.
- Verbally attacking a speaker or delegate.
- Impersonation:
Delegates should not impersonate another person.
4.0 Breach of the code of conduct
- Reporting a Breach of the Code of Conduct:
Any delegate who wishes to report a violation of this policy is asked to speak, in confidence, to a member of the organisational team. At the beginning of an in-person event, members of the organisational team will be introduced who will identify as being responsible for handling code of conduct breaches. You may also contact us via email at events@aiandgames.com. - Responding to a Breach of the Code of Conduct:
Delegates asked to stop any inappropriate behaviour by a member of the organisational team are expected to comply immediately.- Failure to adhere to this request or further violations of the Code of Conduct will result in the delegate being asked to leave the event without a refund.
- In the event of escalation, or if a criminal offence is suspected, the matter may be reported to the Police or other relevant authorities. Further legal action may also be considered.
- Breach of the Code of Conduct at Virtual Events:
Whilst we encourage delegates to use the chat function for discussion, debates and freedom of speech, we have a duty of care for our delegates and speakers.- Inappropriate messages may be deleted. The delegate will be sent a private message informing them why it has been deleted and will be given a warning. If the delegate continues to send inappropriate messages they will be removed from the event.
- Breaches of a severe nature will be removed from the event. This will be down to the discretion of the moderator. The delegate will be informed via email why they’ve been removed from the event.
- The chat may be disabled for the duration of the event.
5.0 Health and safety
- Delegates have a duty to take reasonable care for their own safety when attending events and have a responsibility to ensure the safety of others if affected by their own activities
- Delegates are not permitted to tamper or adjust any event equipment, fixture or furnishing without express permission from the organisers.
- Delegates are not permitted to enter any restricted area.
- Delegates may have access to a cloakroom space at in person events but are solely responsible for their own belongings.
- Delegates are expected to consume alcohol responsibly, and only when permitted as part of an in-person event.
- Delegates are not permitted to bring in any food or alcohol from outside the premises to any in-person event unless they have permission from the organisers.
- The organisers accepts no responsibility for any injury or for the death of any person, while attending one of our events, unless such injury or death was occasioned by the negligence of the organiser.
- Children attending events are the responsibility of a supervising adult, and are not permitted to attend unsupervised.
6.0 Use of equipment, systems and facilities
- The organiser’s resources should be used solely in respect of the event and the delegate’s role in the event. Delegates are not permitted to make use of equipment or facilities for other purposes.
- Game AI Events CIC has a zero-tolerance approach to fraud and will investigate suspicious activity or if registration details appear fraudulent.