Code of conduct
The organizers are committed to making this meeting productive and enjoyable for everyone, regardless of gender, sexual orientation, disability, physical appearance, body size, race, nationality or religion. We will not tolerate harassment of participants in any form. Please follow these guidelines:
- Behave professionally. Harassment and sexist, racist, or exclusionary comments or jokes are not appropriate. Harassment includes sustained disruption of talks or other events, inappropriate physical contact, sexual attention or innuendo, deliberate intimidation, stalking, and photography or recording of an individual without consent. It also includes offensive comments related to gender, sexual orientation, disability, physical appearance, body size, race or religion.
- All communication should be appropriate for a professional audience including people of many different backgrounds. Sexual language and imagery is not appropriate.
- Be kind to others. Do not insult or put down other attendees.
Participants asked to stop any inappropriate behaviour are expected to comply immediately. Attendees violating these rules may be asked to leave the event at the sole discretion of the organizers.
________________________________________________________
This code of conduct is based on the adaption of the “London Code of Conduct” (as originally designed for the conference “Accurate Astrophysics. Correct Cosmology”, held in London in July 2015) by the Gravitational Wave Probes of Fundamental Physics conference. The London Code of Conduct was adapted, at the time, with permission by Andrew Pontzen and Hiranya Peiris from a document by Software Carpentry, which itself derives from original Creative Commons documents by PyCon and Geek Feminism. It is released under a CC-Zero licence for reuse. To help track people’s improvements and best practice, please retain this acknowledgement, and log your re-use or modification of this policy at https://github.com/apontzen/london_cc. For the purpose of this conference, no modification of the text has been undertaken.
Rules for the participation of scientists from Russia and Belarus
The EPS strongly condemns the invasion of Ukraine by the Russian Federation (link to the EPS statement) and the ongoing war waged by the Russian Federation. Our thoughts are with the people and our colleagues in Ukraine, who suffer from the devastating effects of this war. We sympathize with our Russian colleagues who refute the aggression by their government, and suffer in consequence of restrictions and suppression.
People employed by these institutes may participate in the conference only personally (without their affiliation) or with an IUPAP affiliation (subject to approval by IUPAP).
Processing of personal data
The personal data collected during registration will be processed solely for the purpose of ensuring the smooth organization of the EPS-HEP 2025 conference. These data will be retained by the conference organizers and will not be shared with any third parties. The organizers may publish anonymized statistical data derived from the collected information. For this purpose, all data will be anonymized, with careful measures taken to ensure that no individual participant can be identified.
The names and affiliations of speakers, authors, and co-authors will be published as part of the event’s publicly accessible programme.
The list of participants will be published in accordance with the preferences selected by each participant during registration regarding the visibility of their entry.
The conference organizers will capture photographs during the event, including scientific sessions and social activities, for the purpose of promoting the conference series. Additionally, plenary sessions will be recorded and made publicly available. These materials are intended solely for non-commercial use and will be managed by the conference organizers and their partners.
To respect your privacy, the registration form includes an explicit consent request for transferring your image rights to the Centre National de la Recherche Scientifique (CNRS) in France. Notices at the entrances to plenary and parallel session venues will provide information for participants who do not wish to be filmed or recorded. If you prefer not to be recorded, please notify the conference staff, who will guide you to a designated area outside the recording zones.
If you do not wish to be photographed during social events, we kindly ask that you inform the organizers in person upon arrival at the conference.
Please note that the term “image” encompasses all personal attributes, including both visual likeness and voice.
The detailed contract for the transfer of image rights to the CNRS is available as an attachment here.