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Conference Policies

*Updated November 29, 2021.

Health & Safety ≫

Change Participation Type ≫

Cancellation & Refunds ≫

Code of Conduct ≫

 


 

Health & Safety

Vaccination Requirement

All participants at the in-person 2022 conferences—presenters, attendees, exhibitors, staff members, guests, and vendors—will be required to be fully vaccinated (as defined by the CDC) at least 14 days prior to the start of the meeting. You will be asked for proof of vaccination. Proof of vaccination is your vaccination card (photo is acceptable) from the healthcare provider.

*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

GSA made this decision by evaluating public guidance on safety requirements and procedures, our meeting space, our own event requirements, the expected number of attendees, and the continually evolving conditions of the COVID-19 pandemic. We are proceeding in accordance with current best practices to create the safest possible environment, which is our top priority.

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.

Additional Safety Information

We are continuing to monitor and evaluate the outlook for in-person events and will share updates via this webpage and conference emails. As we get closer to our event dates, we will post more information about what you can expect onsite. GSA may implement other safety measures as needed. GSA will follow all federal, state, and local government and venue requirements for masks, social distancing, and other measures.

Please visit the Town & Country website for complete information about the venue’s COVID-19 protocols.

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.

 

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 no later than February 1, 2022. 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 no later than February 1, 2022. 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 in-person presentation.

 

Cancellation & Refunds

Conference Registration Cancellations

We understand that making plans during a pandemic is challenging. Conference registration cancellation requests received by February 1, 2022 are fully refundable and will not incur a cancellation fee. All conference registration cancellations received between February 2, 2022 and March 1, 2022 will incur a $50 cancellation fee. Registration cancellations received on March 2, 2022 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 by March 1, 2022. If you cancel your registration after March 1, 2022, you will not be eligible to receive a refund. For questions, please contact gsaconferences@genetics-gsa.org.

Cancellation requests received:

  • by February 1, 2022: Full refund
  • between February 2, 2022 and March 1, 2022: Refund minus a $50 cancellation fee
  • after March 1, 2022: 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 February 1, 2022.

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

Many airlines and rail carriers have adjusted their cancellation policies. We highly encourage you to check directly with your carrier for additional information.

Presentation Cancellation

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

In-Person Meeting Cancellation

GSA is continuing to monitor the outlook for in-person events and will share updates as they are available. In the unlikely event that GSA must cancel the in-person meeting, all in-person registrants will automatically be converted to virtual attendance. GSA is not liable for any costs incurred by participants due to the cancellation of an in-person event. Participants are strongly encouraged to purchase travel insurance.

 

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, conference-related Slack channels, 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, workshops, and all conference Slack channels. 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, Slack, 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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