Attendee Health & Safety – General Guidelines

To ensure the well-being of all event participants, we provide you with the following guidelines, offering you a safe and enjoyable experience as we welcome you to our event.   

Avoid Traveling When Not Feeling Well

• It is always recommended to avoid or postpone travel if you are feeling unwell. While we will miss seeing you at the event, your well-being is what matters most to us! 
• Self-evaluate before leaving home. Traveling while ill increases your chances of potential interaction with an unfamiliar health care system and you could transmit your illness to travel partners or other passengers.

Preparing for Travel – Medical Checklist

• Create a simple travel card that lists all active medical problems, current medications, and allergies. If possible, download a travel health mobile application to input medical records, medications, and other health information (e.g., x-rays, lab results, EKG) so these are accessible if needed.
• Pack a travel health kit with your prescriptions and over-the-counter medicines (enough to last your whole trip, plus extra), first aid supplies, and your health insurance card.  Be sure to review your health insurance for any coverage limitations related to medical care outside of your home country.
• Keep medications in your carry-on luggage in the event your luggage is delayed or lost.
• Ensure you/your travel  companion’s vaccinations are up to date (e.g. influenza, tetanus, Covid) as well as any country-specific requirements that  may be needed.
• Please visit the World Health Organization’s website for any health travel advisories for your destination prior to your trip and plan accordingly.

During Travel – Medical

• In the event of an emergency, please call 911 for immediate assistance.
• If you require assistance with a non-emergency illness or injury, please contact IEEE’s Event Emergency Response Team (EERT) via email at EERT@ieee.org.
• Request documentation of any medical care received, including medications, and share with your health care providers once you return home.

Note:  IEEE has established a travel accident and medical plan to protect IEEE Volunteers who become ill or injured and require immediate medical attention while traveling on authorized business (defined as travel that is paid for by IEEE) outside of their country of permanent residence. Please visit the Volunteer Global Travel Accident/Medical Plan for updated information and FAQs.

During Travel – General Safety

• Make two copies of your travel documents; leave one at home with a trusted person and carry another separately from your original documents
• Protect your identity.  Wear your name badge only inside the meeting location; remove and secure prior to exiting daily.
• Plan for emergency. Be aware of your surroundings.  Know where the exits are located. Use a buddy system. 
• Avoid leaving bags on the ground or behind your chair and never assume your belongings are safe in the meeting room when on breaks.

IEEE Event Code of Conduct

IEEE is dedicated to creating a secure, productive, and inclusive environment for all individuals, including staff and vendors, attending IEEE events. We maintain a zero-tolerance policy towards any form of discrimination, harassment, or bullying at IEEE events. Participants are expected to uphold these principles and demonstrate respect for the rights of others.

What to Do If You Witness or Experience Unacceptable Behavior: If you observe any behavior that contradicts these principles, we encourage you to promptly report it to the onsite event staff. The event staff will gladly assist you in contacting venue security or local law enforcement, provide escorts, or offer any necessary support to ensure your safety throughout the event. Your presence is highly valued.

Alternatively, you may contact us directly to report a concern at the following email address: eventconduct@ieee.org.