The organizers are committed to a sustainable conference with a low environmental footprint for all community members.
To this end, we made a number of choices:
We encourage virtual participation as much as possible and will put in place reliable videoconferencing and webcasting.
We will adapt the programme to accommodate a mixture of online-only and in-person events that are engaging and interactive.
We care about energy efficiency of technical equipment at the venues.
Our Ghent venues the Bijloke and the Lovelinggebouw have very good public transport links. We encourage walking and will provide maps to make this easy.
The site visits on Friday are reachable with public transport in a one-hour commute or comparable.
We encourage delegates to offset carbon emissions from intercontinental flights, if possible.
We will order only minimum quantities of promotional items or signposting and print material and opt for sustainable production and delivery.
All conference information will be online first.
We choose for organic, local, seasonal menus with mostly plant-based food for lower carbon footprint.
We adapt quantities to number of confirmed participants to limit waste and avoid disposable tableware.
We will ask for feedback and suggestions on sustainability as part of your post-conference evaluation.
Guidance was found in the European Commission’s “7 steps for greener events” brochure.
Digital preservation is all about collaboration. You cannot collaborate alone, and our success is best guaranteed by clearly stating and holding to our values of accessibility and inclusion. Therefore, the organizers of iPRES 2024 encourage all participants in the conference, and associated activities, to support us in our commitment to providing an experience and an environment that is inclusive, collaborative, caring and respectful for everyone, whether in-person or virtually.
As a community, we are diverse; we are from a wide range of social, cultural, and professional backgrounds and we are committed to inclusivity, free expression of ideas, and creating an experience in which participants feel welcome to learn and exchange ideas in an environment of mutual respect. We ask that all those who are participating in any iPRES event or within the iPres community are constructive, accepting, and sensitive to the needs and feelings of others.
As hosts we are committed to an enjoyable and enriching environment for people with a wide range of knowledge and experience. So as delegates we ask that you share that spirit of respect and friendly professional inquiry to all your interactions.
When in doubt, please consult our Code of Conduct.
We are committed to enabling access and participation to the iPRES 2024 conference for all community members.
To this end, we will:
Ask for accessibility requirements as part of event registrations and take appropriate steps to ensure those requirements are met.
Engage different groups within the digital preservation community by ensuring communications are directed appropriately, and by providing a program which caters for participants in all time-zones with plenty of breaks, providing orientation events for first time attendees, and offering discussion spaces for language communities.
Accommodate different ways of working by offering both online and in-person participation and support good mental health by providing quiet spaces for decompression and reflection within the venue.
Support different physical abilities and disabilities through the accessibility functions of our venue which offers hearing loops, space for delegates accompanied by an attendant and level access to conference spaces and toilets, by offering closed captions in English for online sessions, and by making available recordings of all paper sessions alongside transcripts of our keynote sessions after the event.
Cater for attendee dietary requirements as required.
Provide privacy for attendees who have other commitments such as childcare or for medical purposes.
We are looking forward to a happy and healthy conference in Ghent & Flanders! To help safeguard the health and comfort of attendees at the conference (and their families when they return home), please pay attention to the following points.
Attendees exhibiting symptoms of infection such as cough, sore throat, fever, or respiratory infection are strongly encouraged not to attend out of consideration for others.
Please be mindful of other attendees, giving them time and space to move around. We will operate a badge system at the conference. At the registration desk you can choose a button badge to go on your lanyard, indicating your comfort level in shaking hands with other delegates and social distancing.
If you are unable to give your presentation in person, then you must inform the iPRES 2024 Core team as soon as possible. If time allows, we will welcome a pre-recorded presentation (we must receive this at least 4 hours before the presentation time).
About the venue:
The Bijloke’s air handling system runs fresh air supply and extract at over 95% of capacity throughout the building. There is low velocity airflow recirculation in local areas through fan coil units. Government guidance is that these units are not considered to be a risk in normal operation.
There is a rigorous regular cleaning schedule in place – all conference spaces and toilets are cleaned overnight, and colleagues from the Cleaning team are on duty each day.
Attendees are advised to ensure that travel insurance covers them adequately for unforeseen events.
These security measures are subject to change depending on the local regulations in Belgium.