• Code Of Conduct
  • Privacy Policy
  • Inclusion By Design
  • Suitcasing
  • Volunteer and Speaker Selection Process

The Scottish Summit  community is made up of a network of people with a common agenda, cause, and interests, who collaborate by sharing ideas, information, and resources. It is of utmost importance to the Scottish Summit that each and every person attending one of our conferences and events has a positive and rewarding experience and to that end, we invite all sponsors, volunteers, speakers, attendees, vendors, and others ("Participants") to help us realize a safe, respectful, and positive experience for everyone. When you participate in an event hosted by the Scottish Summit you are contributing to the overall experience, which makes us all accountable to each other.

The Scottish Summit has established this Code of Conduct to provide guidelines to Participants and to ensure that all Participants understand what behavior is expected, and what behavior will not be tolerated at an Scottish Summit event. The Scottish Summit expects all Participants to abide by this Code of Conduct at all events. This includes conference-related social events at off-site locations, and in related online communities and social media.

The Scottish Summit is dedicated to providing a harassment-free and inclusive event experience for everyone regardless of gender identity and expression, sexual orientation, disabilities, neurodiversity, physical appearance, body size, ethnicity, nationality, race, age, religion, or other protected category. Participants asked to stop any harassing behavior are expected to comply immediately.


EXPECTED BEHAVIOR
The Scottish Summit expects that community members will:

  1. Be considerate and respectful to all community members.
  2. Refrain from demeaning, discriminatory, or harassing behavior, materials, and speech.
  3. Speak up if they observe anything at an event that conflicts with this Code of Conduct. If you are being harassed or feel uncomfortable, notice that someone else is being harassed, or have any other concerns, please contact a member of the Scottish Summit volunteer staff immediately.


UNACCEPTABLE BEHAVIOR
Unacceptable behavior from any community member will not be tolerated. Unacceptable behavior includes, but is not limited to:

  1. Intimidating, harassing, abusive, discriminatory, derogatory, or demeaning speech, materials, or conduct by any Participants of the event and related event activities. Many event venues are shared with members of the public; please be respectful to all patrons of these locations.
  2. Violence, threats of violence, or violent language directed against another person.
  3. Sexist, racist, homophobic, transphobic, or otherwise discriminatory jokes and language.
  4. Personal insults, particularly those related to gender, sexual orientation, race, religion, or disability.
  5. Inappropriate photography or recording.
  6. Taking of photos within the event environment for use on social media, without the prior permission of the individuals or owners of the content therein.
  7. Any boisterous, lewd, or offensive behavior or language, including but not limited to using sexually explicit or offensive language, materials or conduct, or any language, behavior, or content that contains profanity, obscene gestures, or racial, religious, or ethnic slurs.
  8. Failure to obey any rules or regulations of the event venue.


CONSEQUENCES OF UNACCEPTABLE BEHAVIOR
Unacceptable behavior will not be tolerated. Anyone asked to stop unacceptable behavior is expected to comply immediately. If a Participant engages in unacceptable behavior, the Scottish Summit may take any action it deems appropriate, including warning or expelling the offender from the event with no refund. For more egregious behavior, the Scottish Summit may, in its reasonable discretion, temporarily ban or permanently expel a Participant from the event.


WHAT TO DO IF YOU WITNESS OR ARE SUBJECTED TO UNACCEPTABLE BEHAVIOR
If you are subjected to unacceptable behavior, notice that someone else is being subjected to unacceptable behavior, or have any other concerns, please notify Scottish Summit Volunteer staff or contact the Event Organisers Mark Christie or Iain Connolly as soon as possible. Scottish Summit Volunteers staff will be available to assist those experiencing unacceptable behavior to feel safe for the duration of the event. All reports will remain completely confidential.


ATTRIBUTION
This Code of Conduct is the product of the Scottish Summit's commitment to create and nurture a welcoming, respectful, and collaborative community, and we thank our Participants for sharing our commitment. The framework of this Code of Conduct was inspired by the Open Source Bridge Code of Conduct, released under a Creative Commons Attribution-ShareAlike license, and the Google Anti-Harassment Policy, licensed under the Creative Commons Zero License.

Who we are

Our website address is: https://scottishsummit.com.

What personal data we collect and why we collect it

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select "Remember Me", your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

Who we share your data with

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Scottish Summit is proud to be inclusive by design. Whilst inclusion isn’t something that can ever be ‘completed’ as such, we are proud to build it into our DNA and work towards ensuring everyone has a safe and positive experience.

As per our Code of Conduct, we do not tolerate racism, sexism, transphobia, homophobia, biphobia, misogyny, ableism or other discriminatory jokes, language or beliefs. This includes but is not limited to the conference day itself, the preceding hackathons and workshops, the conference feedback forms and social media discussion around the event. Please note that if you find this onerous or otherwise difficult to adhere to, Scottish Summit is not the event for you.

The venue is fully wheelchair accessible, and service dogs are permitted. If you may require assistance on the day, please let us know and we will accommodate you. There are unfortunately no gender neutral bathrooms available at the venue this year, except for the disabled access bathrooms. Scottish Summit would like to remind all attendees that not all disabilities are visible, and that ‘bathroom policing’ in any form is not acceptable.

Each session will be auto-captioned, and available for download afterwards. The venue will be very busy on the day, however there are quiet areas available in the University cafeteria if you feel you need a quieter place.

We understand that large community events, particularly in tech, have a bad name when it comes to inclusivity and diversity, however we are keen to change that. Not as a ‘box-ticking’ exercise, but because it is the right thing to do, and because when we involve people from all backgrounds, we learn more and become more.

If you feel your requirements may not be catered for, if you have any concerns or would just like to discuss this with us, please get in touch.

Suitcasing and Outboarding Policy

ScottishSummit depends on our exhibitors and sponsors for successful events. As such, we are mandating increased measures to protect our exhibitors/sponsors from “suitcasing/outboarding” at our conferences and meetings.

Statement of Intent

In order to protect our valued exhibitors/sponsors and the investment they make in the event, thereby supporting the ScottishSummit mission, our rules strictly prohibit solicitation, “suitcasing” or “outboarding” by attendees who transact or promote business at our conferences and meetings and do NOT have exhibit booths or sponsor investment.

By suitcasing or outboarding the show, an attendee gains an unfair competitive advantage over exhibitors/ sponsors that have invested money and other resources to participate in the events.

What is Suitcasing and Outboarding?

“Suitcasing” and “Outboarding” are unethical parasitic business practices in which non-exhibitors and non-sponsors attempt to gain access to conference attendees. This is either by walking the show promoting/selling product or hosting off-site events during the period of time ScottishSummitis in a given area.

“Suitcasing” refers to those non-participating companies or persons who go to conferences as an attendee but “work the aisles” from their suitcase and solicit business in the aisles, session rooms, or even the lobby area. Examples of this include the distribution of samples, flyers, and other materials to attendees.

“Outboarding” refers to non-participating companies that set up meetings, parties and demos at offsite locations such as hotel hospitality suites or restaurants, and encourage show attendees to leave the conference and show and spend time with them without the prior approval of ScottishSummit.

Examples may include but are not limited to:

  • A non-exhibitor sets up a hospitality room outside the show and/or invites attendees to leave the show and visit their suite.
  • A non-exhibitor sends out alerts to potential customers that while they will not be participating this year they will have personnel walking the show and/or will be offering demos or show specials.
  • A non-exhibitor branding themselves at the event to give the impression that they are an exhibitor or sponsor.
  • A non-exhibitor puts together a webpage with the conference logo and solicits meetings with attendees.
  • A non-exhibitor piggybacks on the activities of a third party such as a vendor or partner who is exhibiting.

What are the Consequences of Suitcasing or Outboarding?

Please note that any attendee at a ScottishSummit conference or meeting, who is observed to be soliciting business in the aisles or other public spaces, or uninvited attendees in another company’s booth, will be asked to leave immediately.

Likewise, known commercial activity conducted from a hotel guest room or hospitality suite, a restaurant or any other public place in proximity to ScottishSummit conferences by non-participating companies, will be shut down if utilizing properties with which ScottishSummit has an agreement. Companies that violate this policy will be given a warning upon ScottishSummit management finding out about said outside event, and potentially run the risk of being banned from participating in future ScottishSummit events.

Volunteer Selection

ScottishSummit depends on volunteers to be able to bring you our events. We have an open volunteer policy that allows anyone to volunteer. During the volunteer recruitment process the online form is shared via the website and social media. Every person who applies will be accepted into the team.

During the process we only gather information on Name, Preferred Track and Email Address, thus giving us volunteers from all backgrounds.

Speaker Selection

Scottish Summit has created a diverse pool of volunteers who will review all sessions in their designated track.

Round 1: Review of sessions by track volunteers. This is a masked process, where the volunteers will only see the session title and description. No names, ages, locations, religion, race or orientation is made available. The sessions will be reviewed and if there is a clear top 10 then these sessions will be approved.

If there is a tie, then the top sessions will be moved to Round 2

Round 2: The previous review process with masked sessions is  reviewed by the overspill volunteers who will score the sessions. If there is a clear top 10 these sessions will be approved.

If there is still a tie then the sessions will be moved to Round 3

Round 3, The event organisers will review all information on the tied sessions. This includes the speakers details, full session details as well as the promotional video. This will then be scored without bias or prejudice from the event owners.

This will give a final top 10 (or more if the track has more than 10 allocations)