Cancellation policy

We hope that the hybrid format of this year's ScienceWriters and the access to archived videos for many virtual sessions (available for 3 months post-event for registrants) makes it unlikely that you will need to cancel your participation entirely.

Should you need to cancel one or more parts of your registration, either use the link on your confirmation email or send an email to workshops@nasw.org with "Cancellation" in the subject line.

If your cancellation request is received by October 16, you will receive a full refund less a $50 fee ($10 for student registrations). If your cancellation request is received after October 16 and before October 24, you will receive a full refund less a $100 fee ($25 for student registrations). No refunds will be made after October 24. We suggest investigating the Purchase Protection option or travel insurance as a way to cover unforeseen events outside of this cancellation policy. Please note that the Purchase Protection option or travel insurance are independent, third-party products subject to their own terms and conditions and are not affiliated with ScienceWriters2024 or the organizers. Review the coverage to determine if it fits your personal needs, and, if you have questions, please contact help@purchaseprotection.com

Attendees should not travel if they are sick. Health-related cancellations made outside the cancellation period will be refunded the in-person portion of the registration fee by the Conference only if attendee added Purchase Protection at the time of registration and is unable to secure a refund from Purchase Protection for illness, e.g. if you have COVID symptoms but do not test positive within 7 days of the event start on November 8 and are denied coverage by Purchase Protection, you may request a refund from the Conference. Such requests must be submitted by November 25.

Non-attendance does not constitute cancellation. Registrations are not transferable to another person.

As organizers of ScienceWriters2024, we recognize that public health conditions are fluid. As such, we will monitor current federal, state, local, and event venue public health guidelines and policies and develop policies for in-person events as needed. At this time, the requirements are as follows:

• Attendees should not travel if they 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, and the cancellation policy continues to allow for health-related cancellations in support of this guideline. Our conference will be a mask-friendly event, and we strongly recommend that attendees to be up to date with COVID-19 vaccinations and to wear the highest-quality, well-fitting masks available to them when traveling and when indoors. We will stock some n95 masks onsite for anyone needing a replacement. Most meeting venues allow access to outdoor seating for networking. Meals will generally be served indoors due to space.

If you cannot or choose not to comply with the above requirements for onsite attendance, please register for the virtual-only portion of the conference, which features content tailored for online experiences.

The ScienceWriters meeting is committed to diversity, equity, accessibility, and inclusion. NASW and CASW value these principles for how they enrich the science writing profession. Specifically, we work to ensure that the annual ScienceWriters conference is welcoming and supportive by respecting the full spectrum of individual identities of those who participate. We do not tolerate harassment, discrimination, or incivility. We encourage attendees to report any concerns via the guidelines in the conference code of conduct.

For information on this year's accessibility plans and details on how to request accommodation, please visit sciencewriters2024.org/accessibility

ScienceWriters2024 welcomes working parents to our professional conference, as well as individuals who are at the conference to assist with childcare or assist attendees with disabilities.

To help maintain a professional, disturbance-free environment, children under 18 must be under the supervision of a parent, guardian, or other caregiver at all times. Each attendee takes full responsibility for any children and caregivers that accompany such attendee. We require that all children and caregivers be registered and wear a badge or wristband at all times. Children and caregivers must adhere to all conference policies, including the Code of Conduct and any COVID-19 or other safety policies. Children (of any age) are not permitted at receptions, tours, field trips, or offsite or limited attendance events.

Strollers, baby carriers, or similar devices are permitted in session rooms as long as they do not block aisles or emergency exits. Breastfeeding and pumping spaces are available at our conference, and some local hotels offer childcare services.

From time to time, the ScienceWriters conference, NASW, CASW, and its sponsors and partners may use photographs, video, and/or audio recordings of conference events in promotional and educational materials online and in print. By virtue of their attendance, all conference attendees, visitors, caregivers, and parents or guardians of children agree to the use of their likeness or their children’s likeness in any such materials.

• $35 = ADA assistant rate (all events that attendee is registered for)
• $35 = Children aged 6-17, 5 and under= free
• $50 = Caregiver accompanying registrant to conference sessions

From time to time, the ScienceWriters conference, NASW, CASW, and its sponsors and partners may use photographs, video, and/or audio recordings of conference events in promotional and educational materials online and in print. By virtue of their attendance, all conference attendees and visitors agree to the use of their likeness in any such materials. Attendees will be asked to sign a media release as part of registration.

This section is excerpted from nasw.org/code for attendees' convenience. Attendees agree to, and are expected to abide by, NASW's Code of Ethics and Conduct in its entirety.

The Code of Ethics and Member Conduct applies to all members of NASW, including elected officials, consultants, contractors and employees and to all participants in NASW and NASW-sponsored events. Membership or participation in NASW and its virtual and in-person meetings, conferences, and events constitutes an agreement to adhere to the Code of Ethics and Member Conduct. The Code of Ethics and Member Conduct applies to all candidates for honors and awards, including elected leadership positions. The acceptance of any honor or award or agreeing to be considered for any elected or appointed position in NASW constitutes an agreement to adhere to the Code of Ethics and Member Conduct.

These policies cover member conduct in all professional, educational and related settings and in relation to both members and non-members. These settings may include, but are not limited to:
- Any professional workplace, networking event, or activity;
- Conferences, meetings, discussion panels, and other activities at NASW-affiliated or sponsored meetings, in-person and virtual;
- Written and verbal communications, including online discussions/forums;
- Informal spaces where there are social activities with NASW members;
- Informal and professional social networking sites and other online platforms both affiliated and not affiliated with NASW.

This section is excerpted from nasw.org/code for attendees' convenience. Attendees agree to, and are expected to abide by, NASW's Code of Ethics and Conduct in its entirety.

II.C: Expected Behaviors:
Members and participants in all professional settings, in-person and virtual, covered by the Code of Ethics and Member Conduct, SHALL:
- Treat all members, participants, attendees, staff, and vendors with respect and consideration, valuing a diversity of views and opinions.
- Treat others with dignity and respect, regardless of their own or another’s individual characteristics as described in our Values Statement.
- Communicate openly with respect for others, discussing and debating ideas rather than individuals. Members shall avoid personal attacks directed toward other members, participants, attendees, NASW staff members, and vendors.
- Demonstrate self-awareness and avoid dominating the discussion. Make space for members of historically marginalized groups when possible.
- Communicate openly and thoughtfully with others, listen well to others, and be considerate of the multitude of views and opinions that are different from your own. - - Make room for a diversity of voices in group discussions, on panels, and the like.
- Be collaborative. Be mindful not to exert dominance over others. Consider the effect of power differentials in relationships, positions, experiences; ease of communicating by video vs. audio or other means; and other factors to avoid dominance.
- Follow the rules and policies of the venue and/or platform.
- If any leader or facilitator of an activity/session, any official of the platform, or any event official directs you to stop a behavior or delete a comment, comply immediately. Such directions are made to implement this policy or the platform’s policies. After participants comply, they may raise any questions or concerns to an event contact.

II.C.1. Additional Expectations of Virtual Meeting attendees
- Welcome all forms of participation, regardless of whether attendees participate by video, audio, or other means. Facilitators should invite discussion but be sensitive not to pressure those who may be unable to or choose not to actively respond.
- Help protect the personal privacy of individuals. If a participant’s camera view is exposing information, personal activity, household members, or other private matters and does not realize the situation, please notify the event contact(s) right away to help the person.
- Display your name when logging on Zoom or other virtual platforms.

II.C.2. Additional Expectations of Online Discussion/Forum Participants
- Gracefully accept well-communicated constructive criticism
- Refrain from doing something online that you wouldn't do in another professional situation
- Sign written messages with your name.

II.C.3. Additional Expectations of In-Person Participants

Respect the rules and policies of the meeting/event venue, in addition to NASW Code of Ethics and Member Conduct, in NASW co-sponsored meetings and events. Meeting or event attendees found to be in violation may be asked to leave the event and associated hotel accommodations without warning or refund and at cost to the attendee.

Be mindful of your surroundings and of your fellow participants during an in-person event. Call 911 or alert hotel/venue security if someone is in immediate danger or if an immediate and serious safety concern exists.

This section is excerpted from nasw.org/code for attendees' convenience. Attendees agree to, and are expected to abide by, NASW's Code of Ethics and Conduct in its entirety.

II.D. Prohibited Behaviors:
Prohibited behaviors, which may result in consequences when a violation of the Code of Ethics and Conduct is found, INCLUDE:

Behavior inconsistent with Section I, Code of Ethics for Science Writers;
Harassment in any form, including sexual harassment, denigrating jokes, stereotyping, or a recurring pattern of disrespectful behavior; Do not engage in biased, demeaning, intimidating, coercive, or harassing/hostile conduct or commentary, whether seriously or in jest (e.g., individual characteristics as described in our Values Statement).

Requesting or accepting inappropriate favors from students, employees, or colleagues.

Attempting to injure the reputation of others or professional opportunities for others by false, biased, or undocumented claims.

Verbal or written abuse or intimidation (in-person or remotely), including but not limited to: harmful or negative comments related to any individual characteristics as described in our Values Statement;

Photographing, recording, or video-taping of others and/or the dissemination or distribution of photographs, recordings and video-tapings of others without their consent;

Displaying or distributing images or recordings involving bigotry, nudity, sexual images, or gore and violence in public spaces and presentations. If such images are relevant to the technical topic in question, an audience warning must be declared;

Intentional, unwelcome physical behaviors (in-person or remotely), including but not limited to stalking, physical contact, and aggressive or intimidating displays and/or body language; physical abuse or intimidation, including disregard for another’s safety;

Threats (implied or real) of physical, emotional, professional, or financial harm, including threatening or stalking any attendee, speaker, volunteer, exhibitor, NASW staff member, service provider, or other meeting, discussion group, or forum participant;

Violating the previously communicated (verbally or nonverbally) physical, emotional, and sexual boundaries of others through the continuation of otherwise prohibited behaviors or through verbal or written comments founded on any personal aspect of another individual;

Retaliatory behavior during or after the reporting process by any individuals involved in a potential violation of the Code of Ethics and Member Conduct, including the reporting party/target/victim, witnesses, and those reported to have engaged in prohibited behavior(s), to include using the reporting process to further baseless allegations or weaponizing the process; and

Any other behaviors that may reasonably be assumed to have the effect of creating, contributing to, or maintaining an environment that is hostile or unwelcoming toward or damaging to a person or group, Including inciting, encouraging, or condoning prohibited behaviors, and creating/contributing to an unsafe or exclusionary situation.

II.D.1. Prohibited behaviors Specific to Virtual Meeting Attendees
Additional prohibited behaviors pertaining to virtual gatherings INCLUDE:

• Engaging in prohibited behaviors on social media and other public and private platforms in any way associated with an NASW event or program.
• Commenting on personal appearance or reasons why another person chooses to participate via video, audio, or other means—seriously or in jest.
• Disrupting the event (e.g., “zoom-bombing” or sustained or disrespectful disruption of presentations)
• Making audio or visual recordings of the virtual event in any medium and distributing audio or visual recordings of the virtual event (via social media or any other means). Screenshots of presentation slides or presenters are acceptable unless the presenter notes otherwise. Screenshots of attendees or audience members are not allowed without stated consent from each individual pictured. Only the National Association of Science Writers or its designees may do so.

II.D.2. Prohibited behaviors specific to Online Discussion/Online Forum Participants
- Out of respect for all participants’ time and attention, refrain from posting about topics unrelated to science writing, posting redundant information, posting excessively, or writing excessively long posts. Consider searching a group’s archives to see if a topic has been discussed before.
- With a few exceptions noted in the particular forum, presentations, postings, and messages which contain promotional materials, special offers, job offers, product announcements, or a solicitation for services that have not been expressly approved through a partnership agreement are prohibited from NASW’s online discussion groups and forums.

II.D.3. Additional prohibited behaviors specific to members
Unless authorized by the NASW Board of Directors, members:
- may not use NASW’s name in connection with any personal fundraising activities.
- may not identify themselves as members of the organization in connection with any writing that takes a political position, endorses a candidate, supports specific legislation, or is related to fundraising activities or the promotion of a product, policy, or company or other organization.
- may not speak for the organization .

Attendees sign the following waiver as part of registration and all attendees, but virtue of their attendance, agree to its terms.

General Release and Waiver of Liability, including COVID-19

The National Association of Science Writers, Inc. (“NASW”), the Council for the Advancement of Science Writing, Inc. (“CASW”), and the Science Communicators of North Carolina ("SCONC") are hosting the ScienceWriters 2024 conference (the “Conference”). In consideration for the educational, professional, and other benefits I will gain from participating in the Conference, by my signature below, I hereby acknowledge and agree as follows:

1. Assumption of Risk.
   The Conference will include a large number of people moving to and from registration and educational sessions (and may at times be crowded), food and beverages, networking and other typical conference activities. Conference participants may also choose to attend additional activities or programs, including, but not limited to, laboratory visits, outdoor excursions and other “hands-on” educational experiences that carry certain risks such as proximity to chemicals and breakable glassware, hikes with uneven terrain and/or high altitudes.

In addition, COVID-19 continues to be an extremely contagious disease. Spending extended periods of time with other people at the Conference, whether outside or inside, increases the likelihood of being infected with COVID-19. NASW and CASW continue to monitor applicable federal, state, local and event venue public health policy and procedures related to COVID-19 pandemic; however, neither NASW nor CASW makes any representation, warranty or covenant that it can keep the Conference free from COVID-19, that attendees or others at the Conference will not have or contract COVID-19, or that they will be notified if attendees or others at the Conference have or contract COVID-19 while at the Conference or following their departure. Attendees will bear sole responsibility for their own medical care.

I have made my own investigation of the risks of my participation in the Conference and its optional additional activities, including the risks described above, and I understand and appreciate those risks. I voluntarily accept and assume the full risk of and responsibility for any injuries (including death), damages or losses that I may sustain that are in any way associated with my attendance at the Conference.

2.    Release of Liability and Waiver of Right to Sue. 
   

   I hereby expressly waive and release any and all claims or causes of action, now known or hereafter known, that I may have against NASW, CASW, SCONC, and each of their respective officers, directors, manager(s), employees, agents, successors, and assigns (collectively, the “Released Parties”), on account of injury, illness, disability, or death arising out of or attributable to COVID-19 or the risks described above, whether arising out of ordinary negligence or otherwise. I covenant not to make or bring any such claim or cause of action against NASW, CASW, SCONC, or any other Released Party.

3.    Program Rules and Changes.
   

   The Conference organizers and host venue have put in place certain policies and procedures, which they may update from time to time, and I agree to abide by those policies and procedures. NASW and CASW reserve the right to make such changes to the Conference, including the dates, as they deem necessary or advisable in their sole discretion, whether due to public health and safety concerns or otherwise.

I have read this General Release and Waiver of Liability, and I fully understand its contents. I also understand that I have released, discharged, and waived rights I would otherwise have in connection with those risks described above. I have freely and voluntarily chosen to participate in the Conference and to sign this release and waiver.