Code of Conduct

SPNHC & TDWG Joint Conference - A hybrid conference in Okinawa, Japan, 2-6 September 2024

Image by Hiroko Yoshii

Translations: 🇯🇵 JA

Last modified: 2024-06-25

SPNHC – TDWG 2024 Code of Conduct

Purpose: The Society for the Preservation of Natural History Collections (SPNHC), and Biodiversity Information Standards (TDWG), are dedicated to providing a safe, productive, welcoming, and enjoyable environment for all involved regardless of ethnicity, religion, national origin, professional status, physical appearance, physical ability, neurodivergence, gender, gender identity, or sexual orientation. Attendees are expected to abide by the Equity, Diversity, Inclusion, and Accessibility guidelines of SPNHC Inclusion Statement and TDWG Diversity and Inclusion Statement. By registering for and/or participating in conference sessions, workshops, panels, field trips, social events, or any other activity related to the SPNHC – TDWG 2024 Conference, you agree to abide by this Code of Conduct. This includes activities within the local community. As a participant in the conference, you represent our organizations and the shared values of our chosen professions.

SPNHC and TDWG prohibit all forms of verbal, physical, or written harassment, intimidation, hazing, threats, discrimination, abuse, and/or coercion for any reason. At the discretion of the Conference Organizing Committee in liaison with representatives from SPNHC and TDWG, attendees and/or participants engaging in any of the prohibited offenses listed may be sanctioned or expelled from the conference and/or future SPNHC or TDWG events without warning or refund, reported to the appropriate authorities, and/or subject to other actions necessary to retain the safety and integrity of the conference.

Expectations: All participants and attendees are to maintain constructive and civil discourse at all times, with respect given to differences in backgrounds and ideologies. Constructive and civil discourse includes but is not limited to, speakers honoring designated time limits, attendees being aware of balancing speaking and listening time, and welcoming attendees new to our community or early in their careers. They should be mindful of and respect cultural norms, including, but not limited to, appropriate attire, language, and customs. If a participant or attendee has a question about these expectations, send an email inquiry to

Authors and presenters must abide by the highest scientific attribution and citation standards. The use of translation software or AI text generation should be explicitly indicated with its usage (e.g. proof editing, text written from scratch, text enhancement, etc.). The use of AI image generation should be clearly cited. Authors and presenters are solely responsible for using original images/graphics they own or otherwise have explicit permission to use. Any license granting use (e.g., from Creative Commons) must be prominently displayed. These meetings will be recorded and shared at a later date on a public video platform to enhance the reach of the mission of both Societies. Conference attendees may not share links to streaming or on-demand conference sessions with non-registrants of the conference (e.g., to social media).

Okinawan Cultural Considerations: Okinawa, being a part of Japan, boasts a distinctly unique history, culture, and natural environment, having nurtured exchanges and blending of all people across boundaries and inherited the spirit of Bankoku Shinryō (a bridge across the great many nations) that has supported Okinawa’s prosperity over generations from the era of the Ryukyu kingdom until today.

Bear in mind the Okinawan spirit that is reflected in two Uchinanchu words that have been passed down from ancient times, “Chimugukuru” (sincerity, compassion) and “Yuimaaru” (mutual assistance), and please behave with appreciation and care for its unique history, culture, and nature. Please also treasure all existing limited resources in Okinawa, including water and energy.

Okinawa 21st Century Vision / Five Future Images

  • An island that values the nature, history, traditions, and culture unique to Okinawa;
  • An island where people lead spiritually rich, safe, and secure lives;
  • An island affluent and abounding in hope and vitality;
  • An island that coexists with and is open to exchanges with the world; and
  • An island that exhibits diverse capabilities and paves the way to the future.


Okinawa Prefectural Government & Okinawa Convention & Visitors Bureau (2023), Okinawa MICE Sustainability Guidelines (in Japanese),

Okinawa Prefectural Government, Okinawa 21st Century Vision (in Japanese),

Reporting an Issue

Any breaches to this Code of Conduct are encouraged to be submitted to the meeting organizers at or by locating a meeting organizer at the conference. All reports and the parties involved in alleged violations will be treated confidentially. All parties involved must be protected from any form of physical, verbal, or psychological abuse, threat, or retaliation when sharing their findings. Any act of retribution or intimidation (both directly or indirectly) towards reporters will be treated as a serious violation of this code. Resolution may be pursued by including the meeting venue authorities, security, and/or local law enforcement.

**Acknowledgement: **This Code of Conduct was developed from the Codes created for the previous SPNHC, TDWG, and Biodiversity Heritage Library (BHL) Conferences. Members of the 2024 Conference Organizing Committee provided suggestions as well as useful feedback during the production of this Code of Conduct. Okinawa Convention & Visitors Bureau, Okinawa Prefecture Environment Science Center, and Okinawa Congrès Inc. contributed their local expertise to the segment on Okinawan cultural considerations.

Frequently asked Questions (FAQ)