Anti-Harassment Policy

Commitment to providing a harassment-free meeting environment.

The Lab Design Conference will bring together an inclusive community of lab leaders from various industries. We are dedicated to improving education, promoting professional development, and increasing diversity in the scientific workforce. One of our objectives is to provide for the exchange of knowledge through our conference.

As such, the Lab Design Conference is committed to providing a welcoming, safe, productive, harassment-free meeting environment for all participants, regardless of gender, gender identity, sexual orientation, ability, ethnicity, race, color, age, marital status, veteran status, socioeconomic status, or religion. Our meeting attendees are conscious and protective of human rights and dignity. Consequently, as a policy matter, all those present at any Lab Design Conference event, venue, or meeting, including staff, members, attendees, vendors, and exhibitors (“participants”) are expected to avoid engaging in improper conduct and incidents of harassment, sexual harassment or misconduct, or bias. Violations of this policy can result in removal from the event, with or without refund of fees, as determined in the discretion of the Lab Design Conference staff.

This policy applies to our Lab Design Conference event, and covers harassment and discrimination by or toward all attendees and participants, including educators, students, guests, exhibitors, event staff, volunteers, vendors, venue staff, and contractors. In alignment with other organizations, we indicate below the details of our Anti-Harassment Policy, including how we define harassment, and how potential incidents of harassment should be reported. Unacceptable behavior will not be tolerated, and appropriate actions will be taken as necessary.

How Lab Design Defines Harassment

We expect all attendees and participants at the Lab Design Conference to abide by this Anti-Harassment Policy in all venues, including ancillary events as well as official and unofficial social gatherings.

Expected Behavior

All attendees should be mindful of their surroundings and of their fellow participants. All participants are expected to exercise consideration and respect in their speech and actions, and to refrain from demeaning, discriminatory, or harassing behavior and speech.

Unacceptable Behavior

Unacceptable behavior is determined at the discretion of the Lab Design Conference Committee, and includes, but is not limited to:

• Intimidating, harassing, abusive, aggressive, derogatory, or demeaning speech or actions by any participant at the Lab Design Conference, at all related events, and in one-on-one communications carried out in the context of the Lab Design Conference. Event venues may be shared with members of the public; please be respectful to all patrons of these locations.
• Harmful or prejudicial verbal or written comments or visual images related to gender, gender identity, sexual orientation, ability, ethnicity, race, color, age, marital status, veteran status, socioeconomic status, religion, appearance, or other personal characteristics
• Inappropriate use of nudity and/ or sexual images in public spaces (including presentation slides)
• Deliberate intimidation, stalking, or following
• Harassing photography or recording
• Sustained disruption of talks or other events
• Unwelcome and uninvited attention or contact
• Physical assault (including unwelcome touching or groping)
• Real or implied threat of physical harm
• Real or implied threat of professional or financial damage or harm
• Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature

Exhibitors, including sponsor and vendor booths, are also subject to the Anti-Harassment Policy. In particular, exhibitors should not use sexualized or discriminating images, activities or other material. Booth staff (including volunteers) should not use sexualized clothing, uniforms, or costumes, or otherwise create a sexualized environment.

Be mindful in the words that you choose. Harassment committed in a joking manner still constitutes unacceptable behavior. Remember that sexist, racist, and other exclusionary jokes can be offensive to those around you. Excessive swearing and offensive jokes are not appropriate at the Lab Design Conference. 

Reporting Harassment at a Lab Design Conference Sponsored Event

• First steps: Any Lab Design Conference attendee or participant as defined above who experiences harassment is encouraged to immediately inform the alleged harasser that the behavior is unwelcome. If the person is unaware that their conduct is offensive, simply advising them may be sufficient to cause them to willingly correct the conduct so it does not recur. Anyone who believes they are being harassed is not required to confront the person they believe has harassed them. If suspected criminal activity has occurred, the complainant is encouraged to contact Lab Design Conference staff and the local police department.
• Reporting to Lab Design Conference staff: Anyone who experiences harassment is encouraged to report it to Lab Design Conference staff, particularly if the discussion with the alleged harasser does not remedy the problem, or if the complainant is not comfortable with such an approach. This can be done by seeking assistance by calling or visiting the Lab Design Conference organizers. In addition to informing the Lab Design Conference staff, it is recommended that anyone experiencing or witnessing harassment write down the details, as they may be asked to fill out a report.
• Confidentiality: All complaints of harassment will be taken seriously and will be promptly and thoroughly investigated. Absolute confidentiality cannot be promised or assured, as investigation into the complaint may necessitate limited disclosure of pertinent information to affected parties, including the alleged harasser.

Investigative Processes and Disciplinary Actions

Investigative Procedure 

Once a complaint of harassment is received, Lab Design Conference staff will begin an investigation. An impartial investigative committee, consisting of the Meeting Organizer, and two key staff members or volunteers will be established. If suspected criminal activity has occurred, the complainant will be directed to contact the local police department. 

The committee will review the reported facts (which should be provided in writing), advise the alleged offender of the complaint, give the alleged offender an opportunity to address and respond to the complaint, and as deemed useful contact any witnesses. The investigative committee may seek the advice of one or more Lab Design Conference staff or an outside expert. Once the investigation is complete, the committee will report their findings and make recommendations to the Lab Design Conference organizers for decision in their discretion. The meeting organizers in their discretion, may expedite the investigation and determination if in his/her discretion it is advisable and warranted to take action during the meeting. 

Retaliation Is Prohibited

The Lab Design Conference will not tolerate any form of retaliation against persons who in good faith file a complaint or assist in the investigation. Retaliation is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action. Reporting an incident in bad faith is also a violation. 

Disciplinary Actions 

Individuals engaging in behavior prohibited by this policy as well as those making allegations of harassment in bad faith will be subject to disciplinary action. Such actions range from a verbal warning to ejection from the meeting or activity in question without refund of registration fees. It is a privilege to attend a  meeting and not a right. If this privilege is abused by harassing someone or discriminating against them, the offender can be asked to leave the meeting. Repeat offenders may be subject to further disciplinary action, such as being banned from participating in future Lab Design Conferences. In the event that the individual is dissatisfied with the results of the investigation, they may appeal to the organizers of the Lab Design Conference. Any questions regarding this policy should be directed to the Lab Design Conference staff.

Lab Design Conference Responsibility 

Every officer, director, supervisor, and manager is expected to help ensure that the Lab Design Conference provides an environment free of harassing and discriminating behavior and that complaints are handled promptly and effectively. The Lab Design Conference staff are expected to inform meeting attendees and all vendors and suppliers about this policy, promptly investigate allegations of harassment, take appropriate disciplinary action, and take steps to assure retaliation is prohibited.

Alcohol Consumption and Smoking Policy 

Alcohol Consumption Policy

The Lab Design Conference encourages responsible drinking for those drinking alcohol. Beer, wine, nonalcoholic beer, and soft drinks may be offered at the event. Alcohol will not be served to anyone under the age of 21; be prepared to show photo identification. Alcoholic beverages are allowed only in specific areas and must not be taken out of these areas. 

Smoking Policy 

Hilton Denver City Center is a smokefree facility. Smoking is permitted only in designated areas outside the building. Electronic cigarettes are not permitted within the facility. 

Meeting Attendance Etiquette 

Lab Design Conference's acceptance of your registration entities you to a license (i.e., permission) to attend the meeting conditioned upon you not engaging in conduct that interferes with the opportunity for others to attend, enjoy, and derive value from the meeting. Attendees who Lab Design Conference determines in its discretion are disruptive to speakers, staff, or other attendees are subject to having their registration and permission to attend the meeting immediately revoked, without refund of their registration fee. 

Recording, Photography, and Cell Phone Policy 

While you are in a session, please mute all cell phones and other electronic devices. If necessary, please step out to the hallway to make a call or send an email or text. The back-lighting on electronic devices is distracting in a dimmed room. 

The Lab Design Conference does not permit photography or the electronic capture of sessions in meeting rooms or the Exhibit Hall. 

These policies will be enforced by the Lab Design Conference. Individuals who do not comply will be asked to leave the session or Exhibit Hall floor and not be allowed room reentry. Repeat offenders will have their meeting badge(s) revoked and will not be allowed to continue to attend the meeting. This policy is necessary to respect the willingness of presenters to share their information at the meeting. If you have any questions regarding these policies, please contact the Lab Design Conference. 

Speaker Disclosure Policy 

Views expressed by speakers at the  Lab Design Conference are solely the views of the speaker. They do not necessarily represent the views of the Lab Design Conference. The Lab Design Conference makes no representation concerning, and does not guarantee, the source, originality, accuracy, completeness, or reliability of any statement, information, data, finding, interpretation, advice, opinion, or view presented by any speaker. 

Photograph Policy/Release 

The Lab Design Conference has hired an official photographer for the meeting. Photographs taken at the Lab Design Conference may be used in future Lab Design Conference promotions or Lab Design, on the Lab Design Conference or Lab Design website, or in other materials. By registering for this meeting, you agree to allow the Lab Design Conference to use your photo in any Lab Design Conference-related publication or website. 

Cancellation Policy

Meeting registration is nontransferable. Cancellation requests received before March 14, 2025 will be issued a full refund. Cancellation requests received after March 14 and before April 14, 2025 will be issued a 50% refund. Meeting registration is nonrefundable after April 14, 2025. No refunds will be issued for requests received after April 14, 2025. The organizers will honor requests for refunds if they are in writing. Please send a request for cancellation to info@labdesignconference.com. If for some reason the event organizers have to cancel the Lab Design Conference, you will be issued a full refund or have the option to transfer your registration to the next in-person Conference. 

Waiver of Liability 

Each individual attending the 2025 Lab Design Conference assumes all risks associated with his or her attendance and participation in on- and offsite activities. Each individual attendee agrees to indemnify and hold harmless the Lab Design Conference, and their governing bodies, officers, directors, employees, and/or agents from all loss, damage, or liability arising out of or related to his or her attendance at the 2025 Lab Design Conference.