Statement of Expectations
Overall, this event and aligned activities serve two agendas:
to serve excellence with respect to the identified scholarly themes.
to proactively address inclusivity and matters of diversity.
The latter goal will not only be achieved by being mindful of accessibility and relatability during meeting planning and delivery, but also through a possible short-course / retreat (below). This friendly approach shall be furthered via a range of enjoyable networking formats intended to demonstrate cultural sensitivity while subtly helping to nucleate new professional friendships / partnerships and assuring the protection of dignities among all people.
The approach of this event will incorporate some friendly breakfasts, an ice-breaker potentially taking the form of an inclusive curry night, no meeting-supported / free alcohol, and relaxed activities encompassing music and dancing with the main meal / banquet.
To the greatest degree that is pragmatic, ways will be found to support those with dependents (e.g., sponsored childcare or dependent care funds / day care centre vouchers, a ‘play / tv room’ set-up for colouring in / board games or similar activities and within / adjacent to any poster session). In addition, the organising team will seek to provide for scholars of current asylum seeking or refugee status, those with caring responsibilities or health challenges (including mental health), as well as those from lower-middle and low income countries (scroll down for list), and people receiving low incomes during 2022 / 2023.
Because rapid climate and ecological change is of present day concern, modest incentives will be offered to delegates who travel to the meeting via the proven use of public transport, other low-carbon transport, and / or who use a carbon offsetting compromise where alternative transport may be challenging to access.
Roles of prominence for early career professionals
In addition to opportunities provided for via the aligned publishing projects and networking among peers and senior professionals, the intention is to provide willing attending students and early-stage postdoctoral scholars / other sector staff with beneficial roles of responsibility and prominence. Such roles include serving as session conveners and judges of student talks / posters. This approach will support efforts to create a friendly atmosphere, encourages emerging researchers to responsibly manage prize assessments, speaker times, and scientific discussions at this modest-scale international scientific meeting.
Friendly exchange and other expectations
The event's organising team endorse and expect a professional and respectful atmosphere that values a diversity of views and opinions while promoting high scientific standards, and sharing best practices. All meetings and sponsored activities shall be conducted in a professional atmosphere in which every participant is treated with courtesy, respect, kindness and consideration. We promote a respectful environment where participants communicate openly, with civil attitudes that are considerate, collegial, and collaborative. Such good professional conduct is free of inappropriate behaviour and harassment by or toward any participant, including scientists, students, professional from a variety of private / public / third sector employers, guests, exhibitors, event staff, vendors, and other suppliers.
All involved in the meeting are expected to adhere to the respective codes of conduct of the sponsoring societies throughout the event, all associated activities, and during their time among the local community. For example, attendees behave in ways that are free of discrimination and will adhere to the codes of ethics of the European Association of Geochemistry, the Geochemical Society, the Meteoritical Society, and the Royal Astronomical Society.
All in-person and remotely attending delegates are reminded that when presentations are available for viewing, the materials must not be retained or used without the express and explicit permission of the authors. Copying, redistributing, or using data from presentations without permission are violations of the event's code of conduct. If you would like to use a presented materials for any purpose beyond your personal learning, please contact the author(s) to request permission.
In supporting the reasoning of GSA's position, no meeting-supported alcohol will be available.
The Forming and Exploring Habitable Worlds Meeting is run on a break-even basis, and draws on the kindness and generosity of voluntary contributions from the organising team.
Be COVID aware
The global COVID-19 pandemic is ongoing for the world. In this context meeting participants should be mindful of others, apply caution, and follow all available COVID advice with respect to their home countries and the host (see Scottish government pages).
Only when each and every individual is respectful of others and adheres to safety guidelines will everyone be safe. Wherever possible participants should have received vaccinations for COVID-19, and where certified evidence of this is required it is the responsibility of attendees to have this available during their travel and stay. Any persons who, for health reasons, may not be vaccinated and could be considered vulnerable should, at this stage, plan for remote participation via online provisions. Any others who have not been vaccinated should strive to receive vaccinations prior to attending the meeting. The organisers shall adhere to all available government and medical advice with regard to COVID-19 guidance, and shall endeavour to go further in precautions. For example, providing generous spacing, ventilation, and hand sanitising gel in meeting rooms.
The organisers reserve the right to require all participants to wear protective masks and/or to take daily lateral flow tests for COVID prior to entering the meeting premises; any and all obligations to protect the health and safety of all will be communicated among delegates and monitored during the event. Given these specific requests and possible additional rules being in place, any individual who fails to comply can be refused entry and participation in meeting activities.