ISMPP Registration Policy and Meeting Code of Conduct

The International Society for Medical Publication Professionals™ (ISMPP) is a non-profit, voluntary professional association dedicated to advancing medical publication planning and development, supporting medical publication professionals, and ensuring ethical medical publication practices worldwide. ISMPP hosts several educational meetings both live and virtual throughout each year and the following policy and code of conduct applies to all ISMPP meeting events, including those sponsored by organizations other than ISMPP but held in conjunction with ISMPP events, in public or private facilities. The policies below are outlined to help our participants navigate and understand their responsibilities while attending the conference.

Terms of Registration
Cancellation Policy for Live Meetings
Cancellation Policy for Virtual Meetings
Camera/Video Recording Policy
Meeting Photo/Video Policy
Cell Phone Policy
Misuse of Name Badges
Code of Conduct
Meeting Anti-Harassment Code of Conduct
American with Disabilities Act
Intellectual Property Rights
Antitrust Compliance
Official Language
Email Usage Policy
Safety & Responsibility

Terms of Registration
The organizers of the virtual or live Annual Meeting of ISMPP, European Meeting of ISMPP, ISMPP West Meeting, Asia Pacific Meeting of ISMPP and all other ISMPP meetings expressly disclaim liability for acts or omissions of the organizers and for 3rd parties. This includes facilities, suppliers, and exhibitors in conjunction with the event for the safety of any attendees while in transit to or from this event. The organizers of this event shall not be liable for any delays or failure in performance or interruption of services resulting directly or indirectly from any cause or circumstance beyond the reasonable control of the organizers including but not limited to, acts of God, war, terrorism, failure of transportation, weather, accidents, fires, electrical failures, strikes, labor disputes, postal delays, explosions, and government orders or regulations.

The organizers reserve the right to cancel this function without liability. Attendees who purchased non-refundable airline tickets do so at their own risk. The total amount of any and all liability of the organizers will be limited to a refund of the attendance fee. 

ISMPP expressly disclaims any liability arising out of attendee's consumption of alcoholic beverages in conjunction with any meeting held by ISMPP. Recognizing the nature of receptions and the potential for alcohol abuse at conferences, ISMPP-sponsored events will also offer non-alcoholic drinks. Persons under the age of 21 will be denied alcoholic beverages. Conference participants are responsible for their own well-being. The organizers expressly disclaim liability for any acts or omissions of attendees resulting from excessive drinking, recklessness, or negligence on the part of any conference participant(s). You also agree not to allow any other individual to participate in your place either at the conference, during the registration process, or any other conference-related activity including acceptance of these terms of registration.

Attendees/Exhibitors at all meetings agree to indemnify, defend, and hold harmless ISMPP, its officers, directors, and agents, against all claims arising out of actions or omissions of Attendee/Exhibitor at or in connection with the Meeting except for ISMPP's own gross negligence or willful misconduct. ISMPP agrees that it will indemnify and hold harmless Attendee/Exhibitor against all claims arising out of the acts of omissions of ISMPP, its officers, directors, and agents in connection with the Meeting except for Attendee's/Exhibitor's own gross negligence or willful misconduct. 

ISMPP reserves the right to substitute an equally qualified speaker in case of an emergency or cancellation. ISMPP has no duty of due diligence with respect to presenters, exhibitors, or sponsors, and makes no endorsements of any presentation or product. The views and opinions contained in the educational offerings described in this site or presented during the 16th Annual Meeting of ISMPP do not necessarily reflect those of the International Society for Medical Publication Professionals, its officers, directors, or agents and should not be construed as such. 

Your meeting registration form (on-line or paper) acknowledges acceptance of these terms and provisions of registration.  

Program details are subject to change.

Registration Includes: 
Educational sessions, exhibit hall entrance, meals and breaks (for designated day(s) registered), networking receptions (for designated day(s) registered)

Registration Fees and Information: Please visit the main meeting page for fees and related information. Please note: Registration fees are based on membership status on the date registration and payment are received.

Non-member Registrants: Please note there is an additional administrative fee to register, which entitles you to a complimentary year of membership to ISMPP if you opt-in.

Substitutions: A substitution to another member or to a nonmember is permitted for a $95 administrative fee, plus the difference in registration fee if applicable.

Cancellation Policy for Live Meetings
4 or more weeks prior to event:
You will receive a full refund, minus 10% of the balance for processing fees, or you may substitute another ISMPP member to attend in your place. You may also request a voucher for the full registration fee to be used towards a future ISMPP event within the following twelve-month period.

2 to 4 weeks prior to the event: 
You will receive a refund of 30% of the registration fees or you may substitute another ISMPP member to attend in your place. You may also request a voucher for the full registration fee to be used towards a future ISMPP event within the following twelve-month period.

Less than 2 weeks prior to the event: 
You may substitute another ISMPP member to attend in your place by submitting a written request to [email protected]

Badge sharing, splitting and reprints are strictly prohibited. 
ISMPP is not liable for travel costs that may have been incurred to attend the meeting. 

Cancellation Policy for Virtual Meetings
Once purchased, no cancellations or refunds will be issued. If you are unable to attend the live event, all of the educational content will still be made available to you via the ISMPP website for a period of 2 months after the event. If you no longer desire to attend nor have access to the content following the meeting, your registration can be transferred to an individual of your choice or credited towards a future event up to 2 business days prior to the event start date.

ISMPP will neither be held liable nor issue refunds for user connectivity challenges; it is the registrants responsibility to test their technical systems and environment for functionality in advance to ensure their entrance into the virtual meeting. If challenges arise during the event, technical troubleshooting for the platform will be available.

Programming is subject to change without notice.

If for any reason ISMPP is unable to deliver the educational program both during the live, virtual event and archived on the ISMPP website for on-demand consumption after, refunds/credits commensurate to the loss of content may be considered.

Cancellation of meeting sponsorship and/or exhibition must be received in writing by sponsor/exhibitor contact no less than 4 weeks prior to the meeting start date. ISMPP will refund a sponsor and/or exhibitor 50% of their sponsor/exhibit fee. Cancellation notice received from sponsors/exhibitors less than 3 weeks prior to the meeting start date will be nonrefundable. 

If you feel that your cancellation requires special consideration, please contact [email protected]

Camera/Video Recording Policy:  Use of cameras, photography, camera phones and any video or recording equipment is strictly prohibited in all educational sessions.  Violations of this policy will result in immediate removal from the session and confiscation of the equipment.

Meeting Photo/Video Policy:
Registration and attendance at, or participation in, ISMPP meetings and other activities constitutes an agreement by the registrant to the use and distribution (both now and in the future) of the registrant or attendee’s image or voice in photographs, videotapes, electronic reproductions, and audiotapes of such events and activities by ISMPP and other third parties, including but not limited to the venue and conference app partner(s). Your registration may include technology that monitors your activities throughout the meeting, such as session attendance and booths visited.

Cell Phone Policy:
  Cell phone use and/or disruption are prohibited in all of the educational sessions, except as required to access the Mobile App.  Please remember to silence your cell phone or place it on vibrate.  Violations of this policy will result in immediate removal from the session.

Misuse of Name Badges:  Under no circumstance is an attendee with an individual name badge permitted to give the badge to another individual who is or is not a paid attendee of the meeting.  Fraudulently allowing an individual to gain access to educational sessions, social events and/or exhibits by using another’s credentials is grounds for immediate remove of all parties from the meeting.   

Code of Conduct:  ISMPP expects attendees to maintain high standards of professional conduct and uphold the policies and procedures set forth for the Annual Meeting of ISMPP. To the degree that attendees – individually or collectively – purposefully and fraudulently circumvent the Society’s rules, regulations and ethical standards, ISMPP views such conduct as a serious violation that will jeopardize attendance at the meeting and could jeopardize attendance at future meetings.

Meeting Anti-Harassment Code of Conduct: 
The International Society for Medical Publication Professionals is committed to creating and supporting inclusive, diverse, and equitable communities of practice. We strive to be a welcoming organization and recognize the value of discourse and dialogue. Together, ISMPP members study all forms, modes, media, and consequences of communication through humanistic, social scientific, and aesthetic inquiry. We are at our collective best when a wide and diverse array of people, experiences, and ideas, come together. We therefore expect participants at the Annual Meeting of ISMPP to help create thoughtful and respectful environments where such interactions can take place.

ISMPP is dedicated to facilitating experiences that are free from all forms of harassment and are inclusive of all people.

Harassment can include use of sexual and/or discriminatory language, deliberate intimidation, stalking, following, harassing photography or recording, bullying behavior, inappropriate physical contact, and unwelcome sexual attention. Importantly, certain situations and circumstances escalate harassing behavior and/or language including power imbalances (e.g., graduate student/mentor, during an interview, etc.) and social events that may or may not involve alcohol consumption.
Some behaviors are specifically prohibited at the ISMPP meeting:

  • Harassment or intimidation based on, but not limited to: ability(ies), age, appearance, body size, ethnicity, gender, gender identity or expression, immigration status, language, marital status, national origin, race, religion, sexual orientation, or other group status.
  • Sexual harassment or intimidation, including unwanted sexual attention, stalking (physical or virtual), or non-consensual physical contact.

This policy is not intended to constrain responsible scholarly, artistic, or professional discourse and debate. By registering for the 15th Annual Meeting of ISMPP, you assent to and agree to abide by this code of conduct. You understand that if you violate this code of conduct, you may be asked to leave the meeting.

Americans with Disabilities Act:
ISMPP wishes to take steps to ensure that no individual with a disability is excluded, denied services, segregated or otherwise treated differently than other individuals because of the absence of auxiliary aids and services.  If you require any auxiliary aids or services identified in the Americans with Disabilities Act in order to attend any ISMPP program, please contact ISMPP at 1-888-252-7904 or [email protected]

Intellectual Property Rights:
All content on the ISMPP website, such as presentations, algorithms, program code, text, graphics, logos, button icons, images, audio clips, digital downloads, data compilations and software, is the property of ISMPP and the Speaker or its suppliers and is not to be used for personal gain, publication, and cannot be used without referencing the Speaker and the source of the information. As property of ISMPP and the Speaker or its suppliers, it also cannot be used by others to obtain a patent or claim royalties. 

Antitrust Compliance:
It is the undeviating policy of ISMPP to comply strictly with the letter and spirit of all Federal, State, and applicable international trade regulations and antitrust laws. Any activities of ISMPP or ISMPP-related actions of its officers, Executive Committee Members, staff, or members that violate these regulations and laws are detrimental to the interests of ISMPP and are unequivocally contrary to ISMPP policy.

Official Language: 
English is the official language for all scientific sessions of the 16th Annual Meeting of ISMPP. Speakers must present in English with English text, slides, and audiovisual materials. All videos submitted must be narrated in English or have English subtitles.

E-mail Usage Policy:  By submitting your email address during the conference registration process, either online or with your mailed or faxed registration form, you agree that ISMPP and its conference partners may send you conference-related information. A valid email address is required for all registrations.

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ISMPP Meeting Safety & Responsibility Policy 

ISMPP is committed to providing a safe, productive, and welcoming environment for all meeting participants and ISMPP staff. All participants, including, but not limited to, attendees, speakers, volunteers, exhibitors, ISMPP staff, service providers, and others are expected to abide by this Meeting Safety & Responsibility Policy. This Policy applies to all ISMPP meeting events, including those sponsored by organizations other than ISMPP but held in conjunction with ISMPP events, in public or private facilities.

Responsible Drinking

At most ISMPP networking events both alcoholic and non-alcoholic beverages are served. ISMPP expects participants at our events to drink responsibly. ISMPP and Meeting host event staff have the right to deny service to participants for any reason, and may require a participant to leave the event. Persons under the age of 21 will be denied alcoholic beverages. Meeting participants are responsible for their own well-being. The organizers expressly disclaim liability for any acts or omissions of attendees resulting from excessive drinking, recklessness, or negligence on the part of any meeting participant(s).

Personal Safety and Security

ISMPP works to provide a safe and secure environment at its meetings and events by working with venue staff to make sure meeting participants are safe. We ask that all attendees report any questionable or concerning activity to ISMPP staff so that they can take immediate action. No concern is too small, if you see something, say something.

  • Be aware of your surroundings at all times.
  • Use the buddy system when walking to and from the event venue, networking event locations during early or late hours.
  • Do not wear your meeting badge outside of the venue. Be sure to remove it as soon as you leave the building/venue.
  • Do not carry a lot of cash or credit cards. 
  • Don’t leave personal property unattended.

If there is an emergency or you need immediate assistance, ask any ISMPP staff member or venue personnel to help you.

Unacceptable Behavior

  • Harassment, intimidation, or discrimination in any form.
  • Physical or verbal abuse of any attendee, speaker, volunteer, exhibitor, ISMPP staff member, service provider, or other meeting guest.
  • Examples of unacceptable behavior include, but are not limited to, verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin, inappropriate use of nudity and/or sexual images in public spaces or in presentations, or threatening or stalking any attendee, speaker, volunteer, exhibitor, ISMPP staff member, service provider, or other meeting guest.
  • Disruption of presentations at sessions, in the exhibit hall, or at other events organized by ISMPP at the meeting venue, hotels, or other ISMPP-contracted facilities.

ISMPP has zero-tolerance for any form of discrimination or harassment, including but not limited to sexual harassment by attendees, speakers, or our staff at our meetings. If you experience harassment or hear of any incidents of unacceptable behavior, ISMPP asks that you inform either Rob Matheis or Laine Capaccio so that we may take the appropriate action.

ISMPP reserves the right to take any action deemed necessary and appropriate, including immediate removal from the meeting without warning or refund, in response to any incident of unacceptable behavior. Further, ISMPP reserves the right to prohibit attendance at future meetings.

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