Conference Policies

Updated August 23, 2023.

Please check back here frequently for updates.

Health & Safety ≫

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. See below for full details on vaccination and testing recommendations 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.

Health and Safety Policies

  • Masks are recommended while in the meeting space unless you are eating or drinking. 
  • All attendees—presenters, attendees, exhibitors, staff members, guests, and vendors—are anticipated to be fully vaccinated including a booster. 
  • As a precaution, GSA requests all attendees to take a rapid antigen test within 24 hours before departing for the conference and to stay home if they test positive.

Broadly, GSA asks all attendees to act responsibly to protect their own health and that of other attendees. Please do not travel to or attend the conference if you are sick, exhibiting symptoms of COVID-19, or have tested positive for COVID-19 within 10 days. If you experience any symptoms before picking up your conference lanyard or develop symptoms at any time while on-site, do not enter the conference space and contact fungal24@genetics-gsa.org.

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

By registering for the conference, you agree to all terms and conditions set forth by GSA.

Additional Safety Information

If you experience any symptoms before picking up your badge lanyard or develop symptoms at any time while on site, do not enter the conference space.

If you test positive during the event, please:

Cancellation & Refunds

Conference Registration Cancellations

Conference registration cancellation requests received by January 25, 2024 are fully refundable and will not incur a cancellation fee. All conference registration cancellations received between January 26, 2024 and February 12, 2024 will incur a $50 cancellation fee. Registration cancellations received on February 13 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 Fungal24@genetics-gsa.org with the word “Fungal24 Refund” in the subject line. If you cancel your registration after February 12, 2024, you will not be eligible to receive a refund. For questions, please contact Fungal24@genetics-gsa.org.

Cancellation requests received:

  • By January 25, 2024: Full refund
  • Between January 26 and February 12: Refund minus a $50 cancellation fee
  • After February 12, 2024: No refund

Hotel Cancellation

If you must cancel your reservation, please contact garcia-vivian@aramark.com immediately. Reservations canceled  by February 11 will be refunded minus a $100 processing fee.  Cancellations received on or after February 12, 2024 will not be refunded. Important note: canceling your hotel reservation does not cancel your meeting registration.

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 “Fungal24 Presenter Cancellation” in addition to sending in your cancellation notice.

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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

To confidentially report a Code of Conduct violation or to file a complaint, including a complaint about a GSA volunteer or GSA staff member, please visit genetics-gsa.ethicspoint.com. To contact our Ethics Committee directly, please email E. Jane Hubbard, Chair, at jane.hubbard@nyulangone.org. GSA staff is available to assist participants in making 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.


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.


Will the 32nd Fungal Genetics Conference be held in person as well as online?

Are attendees required to be vaccinated against COVID-19?

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

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

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

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

What if I experience symptoms and/or test positive while at #Fungal24?

Can I cancel my registration?

What if I submitted an abstract but I can no longer attend in person?

Attendee FAQs

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

Can I cancel my registration?

Where do I pick up a Program/Abstract Book?

Presenter FAQs

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

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

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

When will I give my presentation?