ARA Conference Code of Conduct

Archives and Records Association UK & Ireland (ARA) Conference Code of Conduct and Complaints Process 

Download the Code of Conduct as a pdf here.

We want everyone to have a good and enjoyable experience at conference and we set out a code of conduct for all those attending whether they are delegates, staff, exhibitors or technicians. 

Our code of conduct 

  • We ask all our delegates to adhere to the code of conduct that respects everyone attending the conference and ensures their safety.  

  • We do not tolerate: racism, sexism, ableism, homophobia, transphobia or any other discriminatory behaviours.  

  • We do not tolerate: bullying, harassment or unwelcome physical contact/ interaction, unwelcome verbal, written or visual conduct or interaction  

This Code of Conduct specifies principles to which all those attending the ARA Conference should adhere. It is intended to encourage trust and respect within our community. The code is not comprehensive in scope and may not cover every issue that may arise. 

Expected behaviour 

Treat all other participants with respect and dignity. 

Participants/delegates must not take part in any demeaning, discriminatory or harassing behaviour, or introduce any unacceptable material or speech. 

Be considerate, respectful, and collaborative. 

Follow all applicable rules of the event and venue. 

Co-operate with event team. 

Be mindful of your surroundings and other participants. 

Alert conference organisers if you notice a dangerous situation or someone in distress. 

Unacceptable behaviour 

Unacceptable behaviours & materials include intimidating, harassing, bullying, abusive, discriminatory, derogatory, or demeaning materials or conduct by any attendees of the event and related event activities. Many event venues are shared with members of the public; please be respectful to all individuals. 

Harassment is any unwanted physical, verbal or non-verbal conduct that has the purpose or effect of violating someone’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. A single incident is harassment. 

Examples of harassment may include: 

Unwanted physical conduct, invading personal space, unwelcome sexual advances or suggestive behaviour, sending or displaying material that some may find offensive, inappropriate use of nudity and/or sexual images in public spaces (including presentation slides) offensive e-mails, text messages or social media content, jokes or remarks that some may find offensive, demeaning or belittling a person, deliberate intimidation, stalking or following, unwanted photography or recording, sustained disruption of talks or other events (whether verbal or otherwise) 

Bullying is offensive, intimidating, malicious or insulting behaviour involving misuse of power that can make a person feel vulnerable, upset, humiliated, undermined or threatened. 

Examples of bullying may include: 

physical or psychological threats, intimidation, inappropriate and/or derogatory remarks, ignoring or shunning someone, physical, written, verbal or other abuse, annoyance, pushing, shoving or use of any physical force whatsoever against any person, which in any way creates a disturbance that is disruptive or dangerous, or creates apprehension in a person. 

It is important to note that those accused of bullying and harassment are not always aware they have caused offence. A key understanding is not whether the conduct was intended on the part of the perpetrator, but if it is unwanted on the part of the recipient. 

What to do if you witness or experience unacceptable behaviour 

If you experience or witness unacceptable behaviour, or have any other concerns, please notify a conference organiser as soon as possible. All reports will remain completely confidential. 

Event staff will be available to help participants and when appropriate contact venue security or local police.  It is our objective to ensure that all participants feel safe throughout the conference. You can report unacceptable behaviour to any member of staff.   Staff can be found at the registration desk onsite or you may contact our Head of Communications, Deborah Mason, who will be the safeguarding point person for the event. She can be contacted on 07944 014322 or emailed at deborah.mason@archives.org.uk  

A participant should never knowingly make a false or misleading accusation. 

Informal resolution  

A complainant who considers that they are a victim of a breach of the Conference Code of Conduct should, if practicable, seek to resolve the matter informally with the person against whom the allegation is made. 

If you cannot resolve the matter with the person against whom you have a complaint please raise it, during the conference or as soon as possible, in confidence with Deborah Mason.  

Once the issue has been voiced we will (ideally at the Conference, but if not then as soon as possible afterwards when some of the actions may be taken via email, phone or online meeting): 

  • Discuss the complaint with the person making the complaint;  

  • Contact the person against whom the complaint has been made and outline the nature of the complaint and ascertain that person’s response; 

  • If appropriate, arrange a joint meeting with the parties to discuss the case; 

  • Make recommendations to the parties for resolving the matter (without necessarily attributing blame or responsibility) in a way that seeks to establish and promote a professional and respectful working relationship between the parties; and 

  • Keep a brief written record on file on the ARA secure server. 

 

We will attempt to resolve the matter informally at the conference if possible. If it cannot be resolved then the following formal complaints procedures will apply as appropriate. 

Formal complaints 

If it is necessary to escalate to a formal complaint the following procedure will be followed: 

  • For any ARA Staff or staff of contracted companies, or staff of the venue – the relevant employer’s policies will apply. 

Consequences of breaching the code of conduct 

Unacceptable behaviour of any attendee including, delegates, exhibition visitors, speakers, volunteers, press & media, organisers, venue staff, sponsors and exhibitors will not be tolerated. 

Those asked to cease unacceptable behaviour are expected to comply immediately. If a participant breaches the code of conduct, the conference organisers will take action, this may include expulsion from the conference without warning or refund. 

Inappropriate content will be removed. 

Access to future ARA events may be limited/denied. 

Legal action may be considered if a criminal offence is suspected and may be reported to the Police or other relevant authorities.