CSTE Meetings & Events Attendance Policies & Procedures

Select a section to view the attendance policies and procedures.

CSTE Meetings & Events General Waiver

By participating in a CSTE Meeting or Event, uploading photographs to social media with a meeting or event hashtag (e.g. #CSTE2027), or uploading photographs to the CSTE conference app, you grant CSTE or its designated vendors the right to take and distribute photographs, video, audio and/or electronic reproductions of events and activities for use in CSTE print and digital materials. Attendees are prohibited from audio recording, video recording, or livestreaming a meeting or event unless expressly authorized in writing by CSTE.  

All attendees are expected to be respectful and professional to CSTE staff, presenting authors, moderators, and other attendees throughout the meeting or event, including breaks, networking events, and receptions. CSTE reserves the right to ask an attendee and/or their guests to leave and/or log out of the meeting or event immediately should they be deemed rude, uncooperative, unprofessional or intoxicated. In such cases, the attendee’s registration fees will not be reimbursed under any circumstances. Please find further details below in the CSTE Meetings and Events Code of Conduct.  

For the consideration of all attendees, please turn all electronic communication devices to vibrate or off and refrain from texting during the sessions, even if attending sessions virtually. Attendees should not use artificial intelligence (AI) tools to record, transcribe, summarize, analyze, or generate real-time responses during a meeting or event unless the use of the AI tool has been disclosed to participants and expressly permitted by CSTE. If you must leave a meeting room during a presentation, do so with limited interruption to other attendees.   

CSTE will require attendees to comply with the health and safety standards put in place for the event.  In consideration of your in-person participation and of any travel to attend a CSTE meeting or event, you acknowledge that attending a public gathering involves inherent health risks, including exposure to communicable illnesses and you are fully and personally responsible for your own safety and actions while and during your participation. You hereby release and agree to hold CSTE harmless from, and waive on behalf of yourself, your heirs, and any personal representative any and all causes of action, claims, damages, costs, expenses and compensation for damage or loss to yourself and/or your property that may be caused by any act, failure to act of CSTE, or that may otherwise arise in any way connected to your travel and attendance of the meeting or event.  

In the event of any injury requiring medical care throughout a meeting or event, you, or your own personal health insurance will be responsible for payments of all medical costs. You further agree that you are not covered by CSTE’s liability, medical and/or travel insurance and thus are responsible for obtaining your own. You agree to accept all financial responsibility for the costs related to any emergency treatment and/or travels.  

You recognize that there may be risks involved in participating in physical activities held during a meeting or event. You understand that it is your responsibility to modify movements to fit your limitations and level of conditioning and that CSTE is not responsible for injuries that occur during these activities.

CSTE is not responsible for any items lost, stolen, or left unattended throughout the meeting or event dates including sponsor and exhibitor move in and move out. 

Health & Wellness Policy & Procedures

CSTE is committed to providing its members, partners, and staff with an experience that is as safe as possible and will be implementing precautions as deemed necessary to help prevent transmission of illnesses at in-person conferences, meetings, and gatherings. By attending a CSTE conference, meeting or gathering, an attendee agrees to comply with the recommendations of the policy, as outlined below. CSTE may update this policy at any time based on the evolving information learned.

Pre-Event Personal Responsibility

Prior to the event, attendees are expected to monitor your health and refrain from attending if you are experiencing symptoms of a contagious illness, such as fever, vomiting, diarrhea, acute respiratory symptoms, including cough, or other symptoms that could pose a risk to others.  

While not required, CSTE recommends that in-person attendees be up-to-date on vaccinations.

Attendee On-Site Protocols for Illness

• Individuals who test positive for or are diagnosed with a communicable illness that may pose a risk to others should not attend the meeting or event until they meet applicable public health guidance or the recommendations of their healthcare provider for returning to normal activities.

• If an attendee becomes ill during the meeting or event, they should minimize contact with others, notify CSTE staff if assistance is needed, and make arrangements to leave the meeting or event.

Health Precautions

Creating a safe, healthy, and enjoyable event experience is a shared responsibility. While CSTE is committed to implementing reasonable measures to support the health and well-being of attendees, each participant also plays an important role in helping to maintain a respectful and healthy environment.

CSTE recommends that all attendees practice good hygiene, including frequent handwashing or use of hand sanitizer and covering coughs and sneezes. Use of masks is not required. CSTE recognizes that attendees may have varying levels of comfort regarding personal space, physical contact, or other health-related practices. All attendees should be mindful and respectful of other attendees who choose to wear masks and/or to honor the request of others to physically distance. CSTE reserves the right to ask an attendee to leave should they be deemed rude, uncooperative, or disrespectful.

Depending on the nature of the event, location, or current public health recommendations, CSTE may implement additional health measures.

Any event-specific requirements will be communicated to attendees in advance whenever reasonably possible.

CSTE reserves the right to modify health and wellness protocols before or during the event based on venue requirements, applicable laws, or guidance from public health authorities. Attendees will be notified of any significant changes as soon as practicable.

CSTE Meetings and Events Code of Conduct Policy

CSTE Values: Commitment to Service, Teamwork and Excellence through integrity and respect for all 

The Council of State and Territorial Epidemiologists (CSTE) is a member-based organization that is committed to respectful treatment of everyone. This includes providing a safe, welcoming, and productive environment that fosters open dialogue and expression of ideas, free of harassment, discrimination, and hostile conduct at CSTE meetings and events, whether held in-person or in virtual format. We have a shared responsibility for creating and maintaining that environment for the benefit of all and upholding our CSTE Values.  

CSTE is committed to supporting opportunities and respectful treatment for all participants in our activities. We seek to be a welcoming community in which you can consider and debate a range of relevant viewpoints in a respectful manner for all.

Scope of this Policy  

This policy applies to all participants, speakers, exhibitors, sponsors, staff, contractors, consultants, media, attendees, and agents of CSTE during CSTE events and activities, both online and in-person, including but not limited to conference calls, meetings, conferences, off-site social events sponsored by CSTE, webinars, seminars, training courses, and networking events.  This policy extends to CSTE committees and workgroups, mentorship/fellowship programs, publications, community discussions, and engagement with CSTE on social media.  

Expected Behavior  

All participants are expected to treat others with respect and consideration, follow venue or virtual forum rules, and to alert CSTE staff to any violations of this Code of Conduct, dangerous situations, or circumstances that cause any participant undue distress. When you participate in CSTE activities, we expect you to:  

• Treat others with respect and consideration; 

• Respect differences of opinion and value others’ experiences and perspectives;  

• Express differences in ideas and opinions productively, free of personal attacks;  

• Consider the impact of your communications and communication style; words can be interpreted as aggressive or negative, even if this is not what you intended;  

• Abide by all venue rules and policies;  

• Presume goodwill in the absence of evidence to the contrary, and respectfully alert others if their comments or conduct are unwelcome to you;  

• Respect others’ personal space, unless they invite the physical contact;  

• Be an ally and speak up, reach out to the affected individual, or notify CSTE staff when you see unacceptable behavior that affects another; and  

• For in-person events, alert CSTE staff, venue security (if available), and/or emergency personnel to any dangerous situations or if anyone is in distress.  

Unacceptable Behavior  

CSTE will not tolerate any form of harassment, discrimination, abuse, or violence in connection with CSTE events and activities. Prohibited conduct includes but is not limited to:  

• Speech, gestures, or behaviors that are known to be or should reasonably be expected to be unwelcome or are personally offensive, abusive, or derogatory;  

• Harmful or harassing verbal or written comments related to or motivated by another’s gender identity, sexual orientation, race or ethnicity, religion, national origin, disability, or other protected characteristic;  

• Verbal or physical intimidation, virtual or in-person stalking or unwelcome following, threats, stalking, or bullying; 

• Sustained or repeated disruption of events, including sustained interruption, yelling at, or threatening any speakers, attendees, or CSTE staff;  

• Physical harassment or violence, including unwelcome touching or groping, unwelcome attention, or inappropriate/unnecessary physical contact (including physical contact that exceeds the level invited by the other person)

CSTE Meetings and Events Code of Conduct Procedures

Procedures

Allegations regarding misconduct by anyone attending or participating in CSTE events or activities are taken very seriously. These include but are not limited to allegations of misconduct by CSTE staff, registrants, speakers, members, exhibitors, sponsors, vendors, and guests participating at conferences or engaging in other CSTE activities, in-person or virtually. CSTE encourages prompt reporting of violations so immediate action can be taken to address the concern. Complaints may also be raised after the CSTE event or activity has concluded, according to the following procedures. CSTE may also initiate a review of an individual’s actions or behavior without the filing of a formal complaint.

The CSTE Executive Director, Executive Board President, and CSTE staff will recuse themselves from all discussions and decisions surrounding a complaint if they are involved in material allegations of the complaint or have any conflict of interest with respect to any of the parties involved.

Step 1

Any person who believes they have been subjected to or have witnessed harassment or other unacceptable behavior in connection with a CSTE event or activity or has experienced or witnessed violations of the Code of Conduct should submit a report using the CSTE Code of Conduct Concern Submission Form. Reports may not be submitted anonymously as that would preclude an adequate investigation. The report should include contact information for the person submitting the complaint, name of the person with alleged misconduct, date and time, and event name. Depending on the nature of the complaint, complete confidentiality cannot be guaranteed, but all complaints will be managed with discretion and with the aim of preserving confidentiality to the extent compatible with conducting an appropriate investigation.

CSTE may, as an interim measure, bar any individual reported as violating the Code of Conduct from participation in CSTE events or activities during the pending investigation.

Step 2

Once an allegation is received, the incident will be reviewed promptly and confidentially by the CSTE Director of Human Resources who may also consult with the CSTE Executive Director or member(s) of the CSTE senior leadership team. If the CSTE Executive Director is named in an allegation or has a conflict of interest, the incident will be reviewed by the CSTE Executive Board President.

Based on this initial information, the CSTE Director of Human Resources will review the allegation and, if necessary, communicate back with the complainant to clarify or request more information as needed, or to provide support. Based on the assessment of the CSTE Director of Human Resources in consultation with CSTE senior leadership as needed, CSTE may determine a range of next steps.

• If, based on the preliminary review of the complaint, the allegation does not indicate a violation of the Code of Conduct, CSTE may administratively close the complaint without further action. The complainant will be notified of this closure. In this instance, the alleged offender is not notified. The complainant has the right to appeal the decision to CSTE in writing at [email protected], within ten (10) days of notification of closure if new evidence is provided.

• If the allegation is pursued, the CSTE Director of Human Resources and as needed CSTE counsel will raise the complaint with the alleged offender, who will be given a chance to respond in writing within ten (10) days. The individual should provide a full statement of relevant facts and verifiable supporting documentation. If facts are not in dispute or the individual does not respond, action will be taken by CSTE based on its assessment of the level of misconduct.

• If the severity of the allegation is high, it is a possible repeat offense, or it is determined that the case is beyond CSTE’s capacity to assess claims and views on either side, CSTE may, in lieu of or in addition to any sanction, refer the case to the alleged offender’s employer or law enforcement for their sole investigation and decision. If CSTE defers action, it may take up a case again if there is a third-party finding.

Step 3

In some cases, a conversation including a request to understand the negative impact of the behavior and to cease the inappropriate behavior may be sufficient and deemed to be a satisfactory resolution by the complainant and CSTE. However, CSTE reserves the right to take additional steps.

CSTE will notify an individual found to have violated the Code of Conduct of the decision in writing. The individual has the right to appeal the decision or the sanction in accordance with the appeals process if new evidence is provided.

CSTE will keep a record of complaints received under this policy, of what determination was made, and of any sanctions. CSTE may review that record in making credibility determinations and/or determining sanctions in connection with any later complaint relating to the same individual(s).

Consequences and Sanctions

CSTE, in its discretion, may bar the violator from continued participation in or attendance at some or all CSTE events and activities (in-person or virtual), without refund of any fees paid, or impose other sanctions at CSTE’s sole discretion. Termination of membership or removal from the Executive Board and/or other CSTE Leadership Roles will be handled in accordance with CSTE Policies and Procedures. Employee disciplinary action and appeals will be handled in accordance with CSTE Employee Manual.

CSTE may also in appropriate circumstances bar violators of this Code of Conduct from participation or attendance at future CSTE-sponsored events and activities and report to authorities in certain circumstances. CSTE will also report on the outcome of any investigation to individuals by email who have reported a violation of the Code of Conduct.

Other sanctions may include one or more of the following, or other measures, at CSTE’s sole discretion:

• warning a violator that any further reports will result in sanctions;

• Require documentation of completion of appropriate education or training that addresses the concerning behavior before being permitted to participate in future CSTE activities;

• Requiring a violator to avoid any interaction with, and physical proximity to, the complainant at CSTE events and activities, either indefinitely or for a period of time;

• banning the violator from attending and/or speaking at future events/activities (either indefinitely or for a specified time period).

• banning the violator from writing for CSTE publications (either indefinitely or for a specified time period).

Appeals Process

Individuals involved in the complaint have the right to appeal the decision to CSTE in writing at [email protected], within ten (10) days of notification of closure if new evidence is provided. Members of CSTE senior leadership and CSTE counsel may serve on an Appeals Panel to consider the appeal within 60 days of receipt. Any CSTE staff member with a conflict of interest or involved in the original complaint shall be recused from serving on the panel.

The decision of the Appeals Panel on such matters shall be binding upon the party undertaking such appeal. The appeal must be based on new evidence and must include a written narrative justification for the appeal identifying the grounds for appeal.

The Appeals Panel will review all documentation from the original complaint and the appeal process, and may uphold, modify, or void the finding of violation and/or the sanction imposed. The Appeals Panel will provide a written statement of its decision and the basis for its decision. Once the appeal process is concluded, CSTE will promptly share the Appeals Panel decision with the complainant, any victim of a violation who participated in the investigation and the alleged violator.

Confidentiality

During an investigation, any communication or information gathered regarding any incident will be dealt with confidentially except to the extent that disclosure is necessary to (1) implement this policy, (2) conduct the investigation, or (3) undertake steps arising from the complaint. All of those involved should treat all documents and details with the highest degree of confidentiality throughout and after the complaint process.

After a final determination of a violation, CSTE, in its discretion, may report the violation, its findings, and any sanctions to all CSTE senior leaders and any interested person or third party.