About

The Meetings Code of Conduct provides overall guidance for all meeting attendees and participants in the scientific community. However, OVS has specific guidelines for the use of social media and photography at all OVS meetings. We ask meetings participants, including those at OVS, to follow the guidelines outlined below.

Social media guidelines and best practices

We welcome social media use at OVS, including live tweeting. Use includes all public settings such as the exhibit hall and receptions, and scientific settings such as oral and poster sessions, lectures, keynotes, and town halls.

In particular, we ask social media users to adhere to the following:

1. Use the appropriate meeting hashtag, e.g. #ovs23.
2. Employ commonly used hashtags that relate to the content to increase engagement.
3. Treat all participants, attendees, Ocean Visions and AGU staff, and vendors with respect and consideration, valuing a diversity of views and opinions.
4. Be respectful and collaborative; communicate openly and with respect for others, critiquing ideas rather than individuals.
5. Avoid personal attacks directed toward other attendees, participants, Ocean Visions and AGU staff, and suppliers/vendors.
6. Credit (identify) presenters by name.
7. Do not take or share photographs of individuals under 18 on social media without explicit verbal or written permission of a parent or guardian.

Photography guidelines and best practices

Photography by individuals for personal use and for social media is allowed at social events, and in public spaces throughout OVS is permitted. Additional uses of photography at OVS are permitted as of 4 April 2022 with the following guidelines:

1. Photography for personal and social media use is permitted throughout OVS – including sessions, lectures, town halls, plenaries and keynotes – unless the presenter has opted to be excluded.
2. Attendees are expected to honor the preference of any presenter who has indicated “no photo.” Ocean Visions and AGU staff will support and enforce this expectation.
3. 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.
4. Attendees should be respectful and considerate of others. Do not use flash, block attendees view of presenters when capturing photos, or otherwise disrupt presentations.
5. Do not photograph individuals under 18 years of age without explicit verbal or written permission of a parent or guardian. If in doubt, ask.

Photography permission

Permission is understood to be granted unless the following conditions apply:

• The presenter has affixed a “no photo” image provided by Ocean Visions and AGU staff to the poster or presentation; or their own “no photo” image or language.
• The presenter, and/or the convener on behalf of the presenter, explicitly states to the audience their preference for no photographs.

Due to the fact that attendees often come in and out of the room during sessions, OVS staff recommends that presenters affix the “no photos” image provided by Ocean Visions and AGU 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 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.

The following limitations and exceptions apply to audio/video recording:

1. Recording of all sessions, regardless of presentation type, is not allowed for personal, social media, or any other use.
2. Be respectful and considerate of others.
3. Do not record individuals under 18 years of age in any setting without permission of their parent or guardian. If in doubt, ask.
4. Ocean Visions and AGU staff and contractors who capture content from selected sessions, lectures, keynotes and town halls are excluded from this prohibition.