Code of Conduct, Privacy, and Security Policies
Code of Conduct
AGU, ASLO, and TOS are committed to convening events and meetings that are welcoming, respectful, inclusive, and collaborative. OSM's Meeting and Events Code of Conduct applies to all OSM-sponsored meetings events, as well as affiliated events connected with OSM, whether in public or private facilities.
Privacy and Attendee Data
AGU is committed to protecting your privacy, and we honor your right to make choices about the information you share with us. AGU requests information from those who engage with us to complete business processes such as meeting registration, to improve the communication and sharing of science, to improve programs and websites, and to serve the interests of members, authors, meeting attendees, and others by providing them with relevant information.
We are committed to providing an explanation of what information is required and what is optional, as well as how that information is being used.
AGU does not sell meeting attendee or member contact information
Occasionally, individuals and organizations are contacted with offers of lists for purchase. These offers are not affiliated with AGU in any way and are unauthorized. We thank our exhibitors for reporting this issue to us. If you receive or know of an email containing such an offer, we ask that you please alert us by email.
First Author Policy
- First authors can submit one abstract to any topic area.
- In addition, first authors can submit one additional abstract to sessions in the Education and Public Engagement topic area.
- There are no Invited abstracts.
First authors are not required to be a member of AGU, ASLO, or TOS to submit an abstract to OSM24. However, first authors must create an AGU universal log-in ID to submit.
Abstract Fee Policy
The abstract submission fee is:
- A required and non-refundable processing fee.
- Separate from membership dues and meeting registration fees.
- Not based on approval of your abstract submission or attendance at the meeting.
The abstract submission fees are:
- Regular submission — $75
- Student submission — $45
- Exception: There are no abstract submission fees for individuals residing in qualifying low-income or lower-middle income countries, as defined by the World Bank.
Early Bird registration for #OSM24 must be accompanied by payment processed prior to the deadline. Otherwise, the standard registration rates will apply. The deadline to register at the early bird rate is 10 January 2024.
Payment receipts for registration from #OSM24 can be requested by emailing the OSM Registration Center. Registration receipts for #OSM24 are not available yet.
#OSM24 accepts credit card, check and wire transfer payments. #OSM24 does not process purchase orders for registration payments. To process group registration payments, contact the OSM Registration Center. The last day to submit payment via wire transfer or check is 15 January 2024.
Written requests must be emailed to the OSM Registration Center. Registration cancellations received by 16 January 2024 will receive a complete refund. Cancellations received between 17 and 24 January 2024 will have a $50 USD processing fee deducted from their refund. No refunds will be issued for cancelled registrations or ticketed events after 24 January 2024.
Substitutions are allowed at any time but must be requested in writing by the original registrant and emailed to the OSM Registration Center. Partial substitutions are not allowed. Registrants must transfer their full registration to a new person. Promotional rates are not transferable from the original registrant to the substitute.
Registration Type Adjustment
Attendees will have the opportunity to adjust their registration type from in-person to online (or vice versa). Please contact the OSM Registration Center for assistance with adjusting your registration type. The deadline to make this adjustment is 14 February 2024. Please note, this change does not impact in-person or online presentation format.
The AGU Media Relations Office provides complimentary registration to working members of the press for the express purpose of gathering news and information to produce media coverage of the Ocean Sciences meeting.
Press access to the meeting is issued at the discretion of the AGU Media Relations Office and is non-transferable. All registrants must provide credentials regardless of whether they have attended past Ocean Sciences meetings. If you have questions about these requirements, please contact AGU Media Relations.
US Federal Government Employees
If you have not yet received government approval to attend #OSM24, early bird registration rates will be extended throughout the meeting to U.S. federal government employees only.
#OSM24 welcomes those who assist others in need during the Ocean Sciences Meeting. Caregivers are individuals who are at the meeting to assist with childcare or those with ADA needs. Caregivers may register for free at the meeting services counter on-site in the registration area; valid identification is required.
Registered attendees may purchase guest passes. Registered guests may not attend the oral or poster scientific sessions; however, they may visit the Exhibit Hall, attend the Opening Reception, and attend all keynote lectures. Guests may also purchase tickets to social events at the advertised rates.
A guest is a spouse, friend, or adult child (18 years and older) who is not working in a marine science-related occupation or field.
A colleague or associate working in a related scientific field or studying marine science may not attend as a guest.
Photography and Social Media Policies
Photography by individuals for personal use and for social media is allowed at social events, in the Exhibit Hall and in public spaces throughout the Ocean Sciences Meeting is permitted. Additional uses of photography at the Ocean Sciences Meeting is permitted with the following guidelines:
- Photography for personal and social media use is permitted throughout the Ocean Sciences Meeting – including sessions, lectures, town halls, and plenaries – unless the presenter has opted to be excluded.
- Attendees are expected to honor the preference of any presenter who has indicated “no photo.” AGU, ASLO and TOS will support and enforce this expectation.
- The presenter must be identified by name when a photograph of the presenter, presenter’s slides, or poster is shared on social media or elsewhere.
- Attendees should be respectful and considerate of others. Do not use flash, block attendees view of presenters when capturing photos, or otherwise disrupt presentations.
- Do not photograph individuals under 18 years of age without explicit verbal or written permission of a parent or guardian. If in doubt, ask.
Permission is understood to be granted unless the following conditions apply:
- The presenter has affixed a “no photo/recording” image provided by OSM staff to the poster or presentation; or their own “no photo/recording” image or language.
- The presenter, and/or the chair on behalf of the presenter, explicitly states to the audience their preference for no photos/recordings.
Due to the fact that attendees often come in and out of the room during sessions, we recommend that presenters affix the “no photos” image provided by OSM staff on all slides to ensure that attendees are aware of the presenter’s preference.
Limits to audio and video recording
Audio and video recording by individuals for personal use and for social media use is allowed only at social events, in the Exhibit Hall and in public spaces throughout the meeting. Audio and video recording can be disruptive to the presentation and the attendees, and in addition, there are legal considerations that preclude attendees from making recordings.
Video of selected sessions and lectures will be made available free of charge to everyone.
The following limitations and exceptions apply to audio/video recording:
- Recording of all sessions, named or public lectures, town halls, plenaries and keynotes is not allowed for personal, social media, or any other use.
- Be respectful and considerate of others.
- Do not record individuals under 18 years of age in any setting without permission of their parent or guardian. If in doubt, ask.
- AGU, ASLO and TOS staff and contractors who capture content from selected sessions, lectures, and town halls are excluded from this prohibition.
Social Media Guidelines
We welcome social media use at the Ocean Sciences Meeting, including live tweeting. Use includes all public settings such as the exhibit hall and receptions, and scientific settings such as oral, poster and all forms for presentations, sessions, lectures, plenaries, and town halls.
In particular, we ask social media users to adhere to the following:
- Use the appropriate meeting hashtag, e.g. #OSM24.
- Employ commonly used hashtags that relate to the content to increase engagement.
- Treat all participants, attendees, AGU, ASLO and TOS staff, and vendors with respect and consideration, valuing a diversity of views and opinions.
- Be respectful and collaborative; communicate openly and with respect for others, critiquing ideas rather than individuals.
- Avoid personal attacks directed toward other attendees, participants, AGU, ASLO and TOS staff, and suppliers/vendors.
- Credit (identify) presenters by name.
- Do not take or share photographs of individuals under 18 on social media without explicit verbal or written permission of a parent or guardian.
What is Safe OSM?
AGU, ASLO and TOS are committed to providing a safe, productive, and welcoming environment for all meeting participants and AGU, ASLO and TOS staff. The Safe OSM program was designed to promote safety and offer support to meeting attendees who may feel harassed, threatened, or unsafe in any way when participating in the Ocean Sciences Meeting.
Volunteers and staff wearing Safe OSM buttons have been trained to assist those who experience unsafe or inappropriate behavior at #OSM24.
Consquences and reporting unacceptable behavior
Anyone requested to stop unacceptable behavior is expected to comply immediately.
OSM staff (or their designee) or security may take any action deemed necessary and appropriate, including, but not limited to, immediate removal from the meeting without warning or refund.
When OSM staff finds that a Meetings Code of Conduct violation has occurred, they have the responsibility and authority to take all necessary actions to ensure the continued safety of meeting participants, to avoid further disruptions, and to prevent further harm.
OSM reserves the right to prohibit attendance at any future meeting.
Other consequences as set forth in the our Scientific Integrity and Professional Ethics Policy, as applicable.
As part of registration for the Ocean Sciences Meeting, all attendees are expected to provide their true professional name and primary affiliation and contact information including an email address and phone number.