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Conference Policies

Updated Sepetember 30, 2022.

Please check back here frequently for updates.

Health & Safety ≫

Change Participation Type ≫

Cancellation & Refunds ≫

Code of Conduct ≫

FAQs ≫


 

Health & Safety

GSA is committed to providing a safe environment for conference attendees, staff, exhibitors, vendors, and others on site at our meetings. To help minimize risks and promote a safe environment at the in-person conference, some Health & Safety policies have been adapted or added to reflect current best practices. Please see below for full details on vaccination and testing requirements and other onsite protocols. Please note that this page will be updated based on current best practices as we get closer to the conference dates.

Vaccination Requirement

All participants at the in-person 2023 conferences—presenters, attendees, exhibitors, staff members, guests, and vendors—will be required to be fully vaccinated, including a booster for those who are eligible*, at least 14 days prior to the start of the meeting. If you are registered as an in-person attendee and have not yet received a booster, you must receive a booster no later than June 9, 2023.  You will be asked for proof of vaccination. Proof of vaccination is your vaccination card (photo is acceptable) from the healthcare provider.

This policy is meant to ensure that in-person attendees have optimal protection against COVID-19, in accordance with current CDC guidance. Our top priority is to create the safest possible meeting environment.

*If you are not eligible for a COVID-19 vaccine booster by June 9, 2023 because of limited access in your country of residence, time since your second vaccine dose, or a documented medical exemption, please contact mahoney@genetics-gsa.org with the subject line “#Worm23 booster exception” to request an exception.

*All CDC and WHO-authorized vaccines are acceptable for meeting the vaccination requirement for the in-person conference. Approved vaccines include:

  • Janssen (Johnson & Johnson)
  • Moderna
  • Oxford/AstraZeneca
  • Pfizer/BioNTech
  • Serum Institute of India
  • Sinopharm
  • Sinovac

If you are unable to meet the vaccination requirement, we invite you to join as a virtual attendee and participate in the streaming, online, and on-demand programming. Please contact gsaconferences@genetics-gsa.org if you have any questions.

Testing requirement

In-person attendees must provide proof of a negative test or recovery from COVID-19. In addition to proof of vaccination, all in-person attendees must provide proof of a negative PCR test taken within 72 hours of the conference start date, March 1, 2023. We do not recommend but will accept a negative rapid antigen test taken within 24 hours. Rapid tests must be performed at a pharmacy, healthcare provider, or under telehealth supervision and must be submitted with a copy of the attendee’s government issued ID.

Attendees who have recently recovered from COVID-19 may instead provide proof of a positive COVID-19 viral test result taken no more than 90 days prior to the conference start date AND a letter from a licensed healthcare provider or public health official verifying that the attendee is cleared to travel.

In-person attendees will be required to upload their negative test results or proof of recovery documentation by June , 2023 (Note that you will need to upload your proof of vaccination and proof of a negative test at the same time). Attendees will receive an invitation to upload their documentation in the weeks leading up to the conference.

Mask Requirement

GSA will require all in-person meeting attendees to wear a mask while in the meeting space. Masks should fit snugly against the face and must completely cover the nose, mouth, and chin.

To keep everyone safe, attendees should wear the most protective masks they can, ideally N95s or KN95s. Learn about the types of masks and their varying levels of protection on CDC’s website. GSA will have a limited supply of complimentary N95 and KN95 masks for those who do not have access to high-quality masks.

Additional Safety Information

We will continue to share updates via this webpage and conference emails. GSA may implement other safety measures as needed. GSA will meet or exceed all local government and venue requirements for masks, social distancing, and other measures.

Please do not travel to or attend the conference if you are sick, have been exposed to anyone with a documented or suspected case of COVID-19 within 10 days, or exhibit any symptoms of COVID-19. If you experience any symptoms before picking up your conference badge or develop symptoms at any time while onsite, do not enter the conference space.

Though all in-person meeting attendees are required to be vaccinated, boosted, wear a mask, and test negative for COVID-19, breakthrough cases are still possible. If you test positive during the event, please:

Change Participation Type

If you registered to attend the meeting in person but you no longer feel comfortable or are unable to attend, you may change your registration to virtual attendance. There is no fee to change your registration from in-person to online attendance or vice versa. To make this change, please notify gsaconferences@genetics-gsa.org. You can request this change at any time. However, so that we may plan accordingly, we would appreciate changes to be requested no later than June 6, 2023. GSA will issue a refund for the price difference between in-person registration and virtual registration at the time of your change request. Alternatively, you may choose to donate your refund to help fund registration for participants from low- and middle-income countries. If you have been selected for an oral or poster presentation, please contact GSA Conferences (gsaconferences@genetics-gsa.org) to discuss virtual presentation options.

If you registered for virtual attendance but would like to attend the meeting in person, you may change your registration to in-person attendance. To make this change, please notify gsaconferences@genetics-gsa.org. You can request this change at any time. However, so that we may plan accordingly, we would appreciate changes to be requested no later than May 2, 2023. You will be charged the price difference between virtual registration and in-person registration at the time of your change request. If you have been selected for an oral or poster presentation, please contact GSA Conferences (gsaconferences@genetics-gsa.org) to discuss an in-person presentation.

 

Cancellation & Refunds

Conference Registration Cancellations

Conference registration cancellation requests received by May 2, 2023 are fully refundable and will not incur a cancellation fee. All conference registration cancellations received between May 3, 2023 and June 6, 2023 will incur a $50 cancellation fee. Registration cancellations received on June 7, 2023 or later will not be eligible for a refund.

(Canceling your meeting registration does not cancel your hotel or other travel plans. Please see below for additional information.)

Conference Registration Refunds

To receive a refund, please submit your cancellation request to gsaconferences@genetics-gsa.org with the word “Refund” in the subject line. If you cancel your registration after June 6, 2023, you will not be eligible to receive a refund. For questions, please contact gsaconferences@genetics-gsa.org.

Cancellation requests received:

  • by May 2, 2023: Full refund
  • between May 3 and June 6, 2023: Refund minus a $50 cancellation fee
  • after June 6, 2023: No refund

There is no fee to change your registration from in-person to online attendance or vice versa. Please note that GSA Conferences (gsaconferences@genetics-gsa.org) must receive registration change requests no later than May 2, 2023.

Hotel Cancellation

If you need to cancel your hotel reservation, you can do so directly with the hotel, without penalty, 48 hours in advance of your arrival date and time.

Airline and Train Cancellations

We highly encourage you to check directly with your airline and/or rail carrier for information on cancellations.

Presentation Cancellation

If you are scheduled to present in an oral or poster session, please contact Anne Marie Mahoney (mahoney@genetics-gsa.org) with the subject “Presenter Cancellation” in addition to sending in your cancellation notice.

Code of Conduct

This Code of Conduct covers in-person conferences, online conferences, and other online events hosted by GSA. GSA conferences include keynote presentations, concurrent sessions, live poster Q&A, workshops, and Q&A via Zoom chat.

The Genetics Society of America Conferences foster an international community of geneticists and provide an opportunity to discuss scientific advances and form new collaborations.

GSA values your attendance and wants to make your experience productive and inspiring by fostering an open exchange of ideas in a professional setting. Our Code of Conduct was established to communicate a transparent set of standards and guidelines for acceptable behavior at GSA Conferences and to provide a positive, safe, and welcoming environment for all attendees, vendors, volunteers, and staff.

All conference participants (regardless of their role) are expected to follow the Code of Conduct while attending any portion of the conference, including but not limited to keynote presentations, concurrent sessions, live poster Q&A sessions, and workshops. Because there is also a virtual nature to the conference, our Code of Conduct extends to communications related to the meeting and its attendees, presenters, exhibitors, sponsors, staff, and vendors. These types of communications include Zoom chat, Zoom Q&A window, live poster Q&A, email, social media, and texts.

Unacceptable Behaviors

Unacceptable behaviors include, but are not limited to:

  • Intimidating, harassing, abusive, discriminatory, derogatory, or demeaning speech or actions by any participant and at all related events
  • Harmful or prejudicial verbal or written comments or visual images related to gender, gender expression, gender identity, marital status, sexual orientation, race, religion, political orientation, socioeconomic, disability or ability status, or other personal characteristics, including those protected by law
  • Inappropriate use of nudity and/or sexual images (including presentation slides, posters, Slack channels, or Zoom chat)
  • Deliberate intimidation or stalking
  • Violating the rules and regulations of the online provider, Zoom
  • Sustained disruption of scientific sessions or other events
  • Unwelcome and uninvited attention or contact
  • Real or implied threat of physical harm
  • Real or implied threat of professional or financial damage or harm
  • Photographing or reproducing slides of oral presentations and posters without permission
  • Recording of scientific and other sessions without permission

Taking action or making a report

Need to file a complaint? For instructions on how to confidentially report a Code of Conduct violation, please visit genetics-gsa.ethicspoint.com. In addition, GSA staff is available to assist participants in contacting our Ethics Committee to make a report. Please email Tracey DePellegrin, GSA Executive Director, at tracey.depellegrin@genetics-gsa.org.

Consequences of non-compliance

Anyone asked by GSA staff, Organizer, Session Chair, Workshop Leader, Moderator, Presenter, or Zoom representative to stop unacceptable behavior is expected to comply immediately. Retaliation toward GSA or toward someone reporting an incident or after experiencing any of the following consequences will not be tolerated and may result in additional sanctions.

The consequences of non-compliance with GSA’s Code of Conduct may include:

  • Immediate removal from in-person meeting
  • Immediate removal from accessing the online meeting
  • Immediate removal from Slack channels and meeting app without warning
  • Restrictions from future GSA meeting attendance
  • Termination of GSA membership or positions on GSA Boards or Committees
  • Incidents may be reported to the proper authorities

Diversity and Inclusion

GSA is committed to promoting equality, diversity, and inclusion to create greater opportunity for any individual to fulfill their scientific potential, irrespective of their background, gender, or circumstances. This diversity leads to innovation by attracting the widest possible talent to the community and fostering a greater diversity of ideas, approaches, and perspectives. The Organizing Committee aims to select speakers and session chairs that represent the breadth and diversity of the discipline and conference participants. GSA especially encourages the Committee to select excellent speakers from groups traditionally underrepresented in science.

Social Media/Photo/Video Policy

Attendees are permitted to live tweet during presentations, unless the speaker explicitly opts out by stating so at the start of their talk. Taking or sharing photos, videos, or reproductions of posters is not permitted unless you have the presenter’s consent. By attending a GSA conference, you grant GSA the right to use your name and likeness for use in GSA educational, news, or promotional materials. All keynote, award, plenary, and platform sessions will be recorded and available for on-demand viewing for a limited time to registered attendees.

Posters

When you view poster materials at the conference, whether in person or via the Conference App, remember that posters are typically works in progress. Please do not cite or reproduce any part of posters without the presenter’s permission.

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COVID-19 FAQs

Will the 24th C. elegans International Conference be held in person as well as online?

Are attendees required to be vaccinated against COVID-19?

Will in-person attendees also need to provide proof of a COVID-19 booster shot to attend in person?

Are you validating vaccination status for in-person attendees?

What if I am not eligible or do not have access to a booster by June 9?

Will proof of a negative COVID-19 test or proof of previous COVID-19 infection and recovery be accepted in place of proof of vaccination?

Will exceptions to the COVID-19 vaccine requirement be accepted?

Can I bring unvaccinated children to the in-person meeting?

I’m not sure if I want to attend in-person. Will I be able to register onsite?

I’m not scheduled for my second COVID-19 vaccination until after the conference. Can I still attend?

Are in-person attendees required to get tested for COVID-19?

Do I still need to provide a negative test if I was previously infected with and recovered from COVID-19?

How are you validating COVID-19 test results for in-person attendees?

What should I do if my pre-conference test is positive for COVID-19?

Will masks be required at the in-person meeting?

Where can I get a mask on site?

What health and safety protocols is the Scottish Event Campus following?

When should I book my transportation?

What if I experience symptoms and/or test positive while at #Worm23?

What will I need to show on site to enter the meeting?

I submitted an abstract, but I’m not sure how I will attend yet. Do I have to register by the presenter deadline on May 2, 2023?

Can I cancel my in-person registration?

What if I registered as an in-person attendee, but I can no longer attend in person?

What if I submitted an abstract as an in-person attendee, but I can no longer attend in person?

What should I do if I've been in contact with an attendee who tests positive while at the meeting?

What should I do if my roommate tests positive while at the meeting?

Attendee FAQs

After I register, can I change my registration from in-person to virtual or vice versa?

Can I cancel my registration?

Can I ask oral presenters questions, and will they be answered live?

How can I ask poster presenters questions?

How can I attend workshops?

Where do I pick up a Program/Abstract Book?

Can I share my Conference App log-in information with others if I cannot attend an event?

What will I miss if I am not there in person?

Presenter FAQs

Can I still give a talk if I cannot be there in person?

Will there be live, online poster sessions?

How will I present my poster?

I am an oral presenter attending in person. How will I present my talk?

I am an oral presenter attending online. How will I present my talk?

I am a poster presenter attending in person. How will I present my poster?

I am a poster presenter attending online. How will I present my poster?

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