Code of Conduct for Meetings and Events

Introduction

KICTANet is committed to providing a welcoming, safe, and inclusive environment for all participants, including attendees, whether physical or virtual. This Code of Conduct outlines our expectations for participant behaviour as well as the consequences for unacceptable behaviour. It applies to all KICTANet events, including any other gatherings organised, hosted, or sponsored by KICTANet. KICTANet supports a culture of reciprocal respect and does not tolerate discrimination or harassment in any form.

  1. Purpose

The purpose of this Code of Conduct is to ensure that all KICTANet events are a safe space for collaboration, sharing of knowledge, interaction and networking. We seek to foster a safe and productive meeting environment where everyone, regardless of affiliation, background or identity, can participate fully and freely without fear of harassment or discrimination.

  1. Scope

This Code of Conduct applies to all participants at KICTANet events, including but not limited to: attendees, speakers, moderators, panellists, guests, volunteers, organisers, sponsors, exhibitors, and staff. It applies to all forms of communication and interaction, both in-person and online, including event-related social media activity.

KICTANet events include virtual and physical events including but not limited to: meetings, conferences, roundtables, receptions, technical events, expert meetings, workshops, trainings, exhibits, side events, and any other forum organised, hosted or sponsored in whole or part by KICTANet wherever it takes place.

  1. Expected Behaviour

All participants are expected to:

  • Treat everyone with respect, courtesy, and consideration. Do not engage in harassment, discrimination, or demeaning behaviour.
  • Be mindful of your language and behaviour. Be inclusive and welcoming to all participants, regardless of their background, identity, or personal characteristics.
  • Engage constructively, contribute positively to discussions, respect differing viewpoints, and engage in dialogue that is respectful and productive.
  • Communicate openly and thoughtfully with others, listen well to others, and be considerate of the multitude of views and opinions that are different from your own.
  • Respect the privacy of other participants and the confidentiality of discussions where applicable.
  • Comply with local laws, venue regulations, and organisational policies, including those related to health and safety.
  • Abide by standards of integrity and professional ethics.
  • Report conduct concerns promptly. 
  1. Unacceptable Behaviour

Unacceptable behaviour includes, but is not limited to:

  • Any form of harassment, including but not limited to verbal, physical, or sexual harassment, intimidation, or abuse.
  • Discriminatory remarks or behaviour based on race, ethnicity, nationality, gender, gender identity or expression, sexual orientation, disability, age, religion, or any other characteristic.
  • Threats or acts of violence, including physical assault, intimidation, or threatening language.
  • Sustained disruption of talks, presentations, or other event activities, whether in person or online.
  • Unwanted physical contact, sexual attention, or advances.
  • Displaying or distributing inappropriate or offensive images or materials.
  • Violations of others’ privacy by taking photographs, recordings, or screenshots of individual’s communications without consent.
  • Consumption or possession of illegal narcotics of any form under any circumstances.
  • General misconduct, including bullying, creating disturbance, disruptive or offensive behaviour, breaching professional boundaries and any activity that threatens the safety of others.
  • Knowingly making false or misleading claims about prohibited conduct. 
  1. Consequences of Unacceptable Behaviour

KICTANet reserves the right to take any action it deems appropriate in response to unacceptable behaviour, including but not limited to:

  • Requesting that the offender immediately stop their offensive behaviour.
  • Issuing a formal warning to the participant.
  • Removal of the participant from the event.
  • Barring the participant from future KICTANet events.
  • Reporting the behaviour to the employer or local authorities if necessary.
  1. Reporting Procedures

If you experience or witness unacceptable behaviour, please document and report it as soon as possible. Reports can be made to:

    • Event Organisers: Contact any member of the KICTANet event organising team in person or via the event’s communication channels.
    • Designated Contact: A designated contact person for reporting incidents will be identified at each event. Contact information will be provided at the event venue and in event materials.
  • Complaints Channel: Reports may be emailed to complaints(at)kictanet.or.ke. 

All reports will be handled in a prompt, confidential, impartial, nondiscriminatory, and in a constructive and sensitive manner. The identity of the person reporting an incident will be kept confidential unless otherwise required by law or requested by the individual.  Complaints may be made without fear of reprisal.

  1. Response to Reports

KICTANet is committed to addressing all reports of unacceptable behaviour fairly and promptly. The response process will typically include:

  • Acknowledging receipt of the report.
  • Conducting an investigation into the reported behaviour.
  • Determining and implementing appropriate actions based on the findings of the investigation.
  • Communicating the outcome of the investigation and the actions taken to the person who made the report.
  1. Appeals

Participants who believe they have been wrongly accused of unacceptable behaviour may appeal the decision. Appeals should be submitted in writing to the KICTANet complaints channel within 7 days of the decision.

  1. Prohibition of retaliation

Retaliation against those who file a report or have filed a report after witnessing an incident is prohibited. Threats, intimidation and any other form of retaliation are not tolerated and KICTANet or another entity responsible for a KICTANet event will take any reasonable and appropriate action needed to prevent and respond to retaliation, in accordance with applicable policy, rules and regulations.

  1. Amendments

This Code of Conduct may be amended or updated from time to time to reflect changes in best practices or organisational needs. Participants will be informed of any significant changes.

  1. Declaration

Before registering for, attending or participating in a KICTANet event – whether virtually or in person – you must be in a position to agree to the following declaration:

  • I have read carefully and understand the above Code of Conduct for Meetings and Events.
  • I hereby agree to abide by its requirements and commit to upholding the safeguarding principles and standards of conduct required.

I declare that:

  • I am not currently suspended due to an investigation by either my employer or KICTANet.
  • I have not had allegations of harassment, discrimination or sexual misconduct upheld.
  • I have not previously been found to have violated any of the behaviours outlined in this Code of Conduct.
  • I have not received sanctions by the KICTANet which prevent me from participating in this meeting or event.

In the event of a violation of this Code of Conduct, I accept that:

  • My organisation (if relevant) may be notified of the violation and proposed course of action.
  • Support may be withdrawn from me to attend the event, and I may not be invited to future events.
  • KICTANet is not liable or responsible for any legal actions brought against me and I will be responsible for all legal costs in such circumstances.

This Code of Conduct serves as a guiding document to ensure that KICTANet events are constructive, safe, and inclusive. All participants are encouraged to contribute to maintaining this standard.

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