ScienceWriters meeting policies

ScienceWriters meeting policies

From time to time, the ScienceWriters conference, NASW, CASW, and its sponsors and partners may use photographs, video, and/or audio recordings of conference events in promotional and educational materials online and in print. By virtue of their attendance, all conference attendees and visitors agree to the use of their likeness in any such materials.

The ScienceWriters meeting is committed to diversity, equity, accessibility, and inclusion. NASW and CASW value these principles for how they enrich the science writing profession. Specifically, we work to ensure that the annual ScienceWriters conference is welcoming and supportive by respecting the full spectrum of individual identities of those who participate. We do not tolerate harassment, discrimination, or incivility. We encourage attendees to report any concerns via the guidelines in the conference code of conduct.

  1. Session organizers and speakers should reflect the full range of possible voices and expertise. Organizers should strive to build panels and programs that are diverse with regards to race, ethnicity, gender, gender identity or expression, sexual orientation, physical ability, nationality, age, religious belief, and/or socioeconomic status. Organizers must actively seek to recruit speakers from underrepresented groups. In addition, panels and discussions on issues that affect and/or are informed by the perspectives of underrepresented groups are encouraged.

  2. We commit to having a conference venue that is as accessible to, and inclusive of, as many potential attendees as possible. This includes everything from choosing a venue to fine-tuning onsite details. Examples include ensuring that all speakers and questioners use microphones, offering the option to print pronouns on badges, beginning the meeting with a land acknowledgment, and offering childcare and/or nursing rooms. Details are laid out and updated as needed in the tips for session organizers, which should be read and adhered to by all volunteers and staff. Equal care will be given to accessibility of any virtual events.

  3. We will deal promptly with reports of harassment, discrimination, or incivility in relation to the annual conference. We will be transparent about how we have dealt with such reports.

  4. We will gather metrics on these diversity, equity and inclusion goals and publicly report them after the meeting.

Adopted April 2020 by the boards of the National Association of Science Writers and the Council for the Advancement of Science Writing

For information on this year's accessibility plans, please visit

NASW’s Conference and Meeting Code of Conduct

The National Association of Science Writers is committed to providing a professional environment at all of our events, welcoming people from as many diverse backgrounds as possible. We expect our events to be a respectful, harassment-free environment for all people regardless of race, ethnicity, gender, gender identity or expression, sexual orientation, physical ability, nationality, age, socioeconomic status, and belief. NASW values the diversity of views, expertise, opinions, backgrounds, and experiences reflected among all attendees.
In pursuit of those goals, speakers, staff, attendees, and volunteers at NASW events are expected to abide by the following code of conduct:

Expected behavior

  • Treat everyone with respect and consideration.
  • Communicate openly and thoughtfully with others, and be considerate of the multitude of views and opinions that are different than your own.
  • Be respectful in discussing and debating ideas.
  • Follow the rules and policies of the venue.
  • Be mindful of your surroundings and of your fellow participants. Call 911 or alert hotel/venue security if you notice a dangerous situation or someone in distress.

Unacceptable behavior

  • Harassment and intimidation, including any verbal, written (including via texts or on social media), or physical conduct designed to threaten, intimidate, humiliate, or coerce another participant.
  • Discrimination or other actions based on race, ethnicity, gender, gender identity or expression, sexual orientation, physical ability, nationality, age, socioeconomic status, or belief.
  • Stalking or unwelcome or surreptitious photography or recording.
  • Physical or verbal abuse or intimidation of any participant.
  • Sustained or disrespectful disruption of presentations or events.
  • Unwelcome sexual attention, including but not limited to sexualized comments or jokes, displaying sexually explicit material, inappropriate touching, groping, or sexual advances.


Anyone requested to stop unacceptable behavior is expected to comply immediately. NASW officials may take any action deemed necessary and appropriate, including immediate removal from the conference.

Reporting unacceptable behavior

Anyone who feels unsafe or threatened should immediately contact 911, approach hotel/venue security staff, or contact the appropriate public authorities depending on the need and setting.

If you are the subject of unacceptable behavior or have witnessed any such behavior during conference events, please contact Tinsley Davis, NASW executive director (1-510-859-7229, and/or Jill Adams, NASW president (

For any questions about this policy, please contact Tinsley Davis, NASW executive director,, or Jill Adams, NASW president,

Cancellation policy

We hope that the hybrid format of this year's ScienceWriters and the access to archived videos for many virtual sessions (available 6 months post-event for registrants) makes it unlikely that you will need to cancel your participation entirely.

Should you need to cancel one or more parts of your registration, either use the link on your confirmation email or send an email to with "Cancellation" in the subject line.

If your cancellation request is received by September 28, you will receive a full refund less a $25 processing fee. No refunds can be made once conference events begin on September 28. Non-attendance does not constitute cancellation. Registrations are not transferable to another person.