Thank you for your participation in this Allen Institute event.

At the Allen Institute, events are key to our mission of scientific discovery as well as our core principles of big, team, and open science. Our expectation is that these events will take place in an environment where attendees feel safe, are treated with respect and consideration, and do not experience harassment or discrimination in any way.

Expected Behavior

All participants at Allen Institute sponsored events are expected to treat others in a courteous, collegial, and fair manner at all times.

Unacceptable Behavior

The following types of behavior will not be tolerated during any Allen Institute sponsored event (Prohibited Conduct):

• Engaging in biased, demeaning, discriminatory, intimidating, bullying, coercive, harassing, or hostile conduct or commentary based on actual or perceived sex, gender identity or expression, sexual orientation, race, ethnicity, national origin, religion, marital status, veteran status, age, physical appearance, ability, or other personal characteristics
• Disruptive or aggressive behavior or engaging in harm or threats of harm of any kind
• Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature
• Real or implied threat of professional damage or harm
• Intentionally talking over or interrupting others
• Inappropriate comments or statements in the chat panel or Q&A panel
• Display of inappropriate or offensive images or content
• Engaging in personal attacks of any kind
• Inappropriate comments on personal appearance
• Retaliation against reporting of conduct concerns or against assisting in conflict resolutions
• Unwelcome and uninvited attention or contact

Individuals who engage in unacceptable behaviors may be asked to exit the event and may be banned from future Allen Institute sponsored events.

Reporting Allegations

Preventing harassment and discrimination is everyone’s responsibility. Individuals are encouraged to report all concerns of bullying, harassment, sexual harassment, or discrimination through reporting channels available below: 

• Report to the event organizer directly. 

• Submit reports confidentially and anonymously via the Allen Institute’s reporting service “Ethics Helpline,” either via phone call to (800) 461-9330 or online at Ethics Helpline (https://shorturl.at/1c19D). 

Event organizers will ensure someone is available in person to serve as an additional point of contact for incident reporting. Additionally, attendees will receive contact information for onsite gender-inclusive personnel whom they can reach out to in case they experience an incident. 

Event Cancellation, Rescheduling, or Postponement

In the unlikely event that the Allen Institute must cancel an event, registered attendees will receive a full refund for their event registration costs only. Hotel and air travel expenses booked by attendees will not be reimbursed. If your travel and hotel was booked by the Allen Institute, your host will reach out with more details.

If an event is rescheduled or postponed, registration will be applied to the new date or refunded upon request. If an attendee is unable to attend a rescheduled event on the new date, they must request a full refund 30 or more days prior to the new event date.

Cancellations Made by Attendee

Attendee cancellations 30 days or more before an event start date are entitled to a full refund of registration costs. Cancellations inside of the 30-day window are not eligible for refund (partial or full). Hotel and air travel expenses booked by attendees will not be reimbursed. If your travel and hotel was booked by the Allen Institute, your host will reach out with more details. Please contact your event organizer to cancel a paid event registration.

Notice of Filming and Photography

When you attend an event at Allen Institute, photography, audio, and video recording may occur. By attending the event, you consent to such recording media and its release, publication, exhibition, or reproduction. If you decline consent, please contact your event organizer and/or make note in your registration.

Personal Data

Any personal data submitted as part of the registration process is retained in accordance with Allen Institute’s privacy policy. Data will not be automatically deleted as part of the cancellation process. For data deletion requests, please email privacy@alleninstitute.org.

Complaint Procedure & Investigation 

All complaints of Prohibited Conduct reported to Allen Institute will be treated seriously and promptly. Confidentiality will be maintained to the extent that it does not compromise the rights of others. If an allegation of misconduct is found to be credible after investigation, the Allen Institute, in its sole discretion, may require the individual responsible for such misconduct to immediately exit the event and may ban the individual from future Allen Institute sponsored events. 

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For Events Sponsored by the NIH/NSF 

Additional Options for Reporting Concerns or Complaints Related to Harassment

Individuals who have questions, concerns, or complaints related to harassment are encouraged to contact or file a complaint with the Health and Human Services Office for Civil Rights (HHS OCR).  

• Information about how to file a complaint with HHS OCR and what to expect can be found on the Filing a Civil Rights Complaint page (https://www.hhs.gov/civil-rights/filing-a-complaint/index.html) of the HHS OCR website. Filing a complaint with the event organizer or staff is not required before filing a complaint of discrimination with HHS OCR and seeking assistance from the event organizer or staff does not prohibit an individual from filing a complaint with HHS OCR. 

Individuals can notify the National Institute of Health (NIH) about concerns of harassment, including sexual harassment, discrimination, and other forms of inappropriate conduct at NIH-supported events. For more information, please refer to the Find Help page (https://shorturl.at/r9LxI) of the NIH website.