Conference Policies

Code of Conduct

Who this applies to

These rules bind everyone present at the German British Conference: delegates, speakers, partners, staff, volunteers and members of the organising team. They apply at every conference venue and at every associated event, including receptions, dinners and roundtables, as well as to our digital platforms and to conduct on social media that concerns the conference or its participants. By attending, you accept them.

What we expect

The conference works because people speak openly and disagree well. That requires an environment in which no participant has to weigh the cost of being present. We ask everyone to engage with the arguments in the room rather than with the person making them, to accept a request to stop a behaviour without argument, and to extend the same courtesy to staff and volunteers as to senior speakers.

What is not acceptable

We do not tolerate harassment in any form. This includes, but is not limited to, offensive or degrading comments relating to sex, gender identity or expression, sexual orientation, age, disability, physical appearance, race, ethnicity, nationality, religion or belief; unwelcome sexual attention or advances; sexual language or imagery in any conference setting; deliberate intimidation, stalking or following; photography or recording of a person who has asked not to be recorded; sustained disruption of sessions; and unwanted physical contact.

The Equality Act 2010 protects a number of these characteristics in law. Our standard is deliberately wider than the legal minimum.

Recruitment and solicitation

Approaching delegates for recruitment, or soliciting CVs and job applications during the conference, is reserved to our partners. Delegates are not obliged to respond to any such approach.

Reporting and consequences

If you are affected by any of the above, witness it, or have a concern of any kind, speak to a member of the conference team. Team members are identifiable by their conference lanyards and can be found at the registration desk throughout the event. You can also write to conduct@oxford-gbc.co.uk at any time, during or after the conference.

We will treat reports discreetly and will not take steps you have not agreed to, unless someone is at risk of harm. Depending on the circumstances, we may issue a warning, ask a person to leave a session, withdraw accreditation, or remove a person from the conference without refund. Decisions rest with the organising team.

Chatham House Rule

Selected sessions are held under the Chatham House Rule. Where this applies, it will be stated in the programme and announced at the start of the session.

The rule permits you to use what was said. It does not permit you to attribute it. You may repeat, publish or act on the substance of a discussion, but you may not identify the speaker or any other participant, name their organisation, or disclose anything else that would allow them to be identified, unless they have given you explicit permission.

This extends to social media, reporting, internal notes circulated beyond the room, and conversations outside it. Recording, photographing or livestreaming a session held under the rule is not permitted.

The purpose is straightforward: people in public office, on the bench, or in sensitive commercial positions can only speak candidly if the room holds. We ask you to treat the rule as a matter of good faith rather than as a technicality.

Data protection

Personal data collected in connection with the conference is processed in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. Details of what we collect, why, how long we keep it and what rights you have are set out in our Privacy Notice.

Photography and filming take place at the conference for documentation and communications purposes. If you prefer not to appear, tell the registration desk on arrival and we will make arrangements.

German-UK Student Conference C.I.C., registered in England and Wales, Company No. 17116136, Unit 1 Kings Meadow, Ferry Hinksey Road, Oxford, England, OX2 0DP.