Events and Photography Policy

Registration and selection

• The event topic, capacity, venue, time, admission criteria, and waiting-list arrangements are published clearly.
• When demand exceeds capacity, a documented selection process combines application order, event relevance, and diversity of disciplines, experience, and regions without unlawful discrimination.
• Admission applies only to that event and does not create a permanent preference within the collective. Participants are encouraged to cancel early so a waiting-list place can be offered to someone else.
• Entry credentials, including QR codes, are personal and non-transferable. Admission checks are limited to the minimum data needed.

Conduct and safety

The Code of Conduct applies in the venue, on the platform and chat, during related travel, and in communications arising from the event. Organisers may stop conduct that threatens safety or disrupts the programme, require the person responsible to leave, and contact emergency services when necessary.

• Harassment, insults, or pressure to obtain a phone number or private contact are not allowed.
• Political or partisan campaigning must not take place within the event.
• Private conversations, screens, or calls involving participants must not be recorded without permission.
• Venue arrangements, entry areas, safety instructions, and speakers’ allocated time must be respected.

Photography and recording

• The registration page and entrance explain whether the event will be photographed, streamed, or recorded, together with the purpose, publication channels, and expected period of use. Attendance alone is not treated as blanket consent to close-up photographs, interviews, or advertising use.
• The organiser provides a visible way to request no photography, such as a sticker or badge, and directs the photography team to respect it.
• General venue images should avoid focusing on people who have opted out. Interviews and close-up images require direct consent.
• Speaker recordings and slides require an agreement covering publication, editing, ownership, and the possibility of withdrawal before publication.
• A person may request removal of a published image where reasonable, with the understanding that copies republished by others may not be fully removable.
• Name badges, phone numbers, and scannable QR codes must not be clearly published in images.

Participant data and sponsors

Registration data is used to manage the event, communicate with participants, and measure impact under the Privacy Policy. Sponsors, venues, and speakers do not receive participant lists or contact details. YTC may provide aggregated statistics, or an optional contact form may allow a participant to share data directly with an organisation.

Accessibility and individual needs

Within its available resources, YTC seeks to provide a safe and accessible venue, clear information about the building, time, language, and connectivity, appropriate breaks, and a confidential way to request an individual adjustment. YTC cannot guarantee that every request can be met, but it will provide a clear response and consider a reasonable alternative.

Changes and cancellation

• A speaker, venue, or schedule may change for operational or security reasons, and accepted participants will be told as soon as possible.
• If an event is cancelled, data that is no longer needed is deleted under the retention schedule, and arrangements for any fees or bookings are explained.
• YTC is not responsible for travel or accommodation costs unless it approved them in writing in advance.

Minors

People under 18 will not be admitted to a general event until a safeguarding policy is approved, supervision is defined, parental or guardian consent is obtained, and unsupervised one-to-one contact is prevented. Dedicated programmes may be organised later under separate controls.

Reporting

During an event, a report may be made to any organiser wearing clear identification or sent to conduct@yementc.org. The contact point is announced before the programme begins, and reports are handled confidentially and consistently with the Code of Conduct.