LANFest Code of Conduct

Version Oct 2015

 

Summary:

We are all part of LANFest, a national organization and brand. We all must unite under a common vision, establish shared values, and maintain a consistent standard of conduct. Our success and growth depends on our ability to build trusted relationships with one another as well as our attendees, sponsors, venues, and communities.

 

Relationships are built over time, and are based on the integrity of every decision we make, every expectation we set, and every action we take. Everything we do, large or small, can have enormous and lasting impact. Sometimes, the right action isn’t obvious, but we have a shared set of values in the LANFest Code of Conduct. This Code of Conduct represents LANFest’s expectations and explains what it means to act ethically and within the boundaries of the law. Understand the Code. Discuss it, follow it, and use it.

 

Who is LANFest

This code of conduct is for everyone that impacts LANFest but primarily affects the staff and volunteers that organize and operate LAN events for charity, and the officers and national staff that support the LAN events. LANFest’s brand and reputation are also directly impacted by vendors and other organizations that attend and work with LANFest and LANFest events. All are expected to read, understand, and follow the code.

 

Who the community and our attendees believe LANFest staff represent often is different from our perspective. Online or at events, the community may see the staff as official representatives for both LANFest local event chapters and national volunteers. In addition and contrary to intent, the attendees may also assume LANFest staff act as representatives for LANFest’s sponsors and charities. While the staff should never encourage this viewpoint, the staff must keep mind how their conduct may be viewed by the community. We as staff should actively clarify who we represent, and understand and explain the authority we have with regard to LANFest national, sponsors, and affiliated organizations. Staff should never speak for sponsors or charities unless they are trained and authorized representatives of those organizations.

 

Core Values

Serve with honesty and integrity. Serve as staff with uncompromising integrity and professionalism, demonstrating honesty and high ethical standards and actions, especially when dealing with other organizations. Always treat attendees, sponsors, and others with fairness, honesty, and respect.

 

Follow the letter and spirit of the law. Ensure all plans and actions fully comply with all applicable laws and regulations of the many states in which LANFest operates. Seek to not only fully comply with the basics of the laws, but to follow the guidance of the purpose and spirit of the law. Behave similarly with the written and ratified guidelines of the LANFest organization.

 

Treat each other fairly. Work as a team with respect and trust for each other. Seek to be fair and transparent in every interaction, and look for mutually agreeable and beneficial solutions for all parties.



 

Act in the best interest of LANFest and avoid conflicts of interest. Avoid situations where personal, family, or professional interests interfere -- or even appear to interfere -- with the ability to make sound decisions in the best interest of LANFest. Disclose all possible conflicts of interest, and clearly state what organization we represent at the time decisions are made.

 

Protect LANFest’s assets and reputation. Protect the value of LANFest’s assets, including physical assets, intellectual property, confidential information, and the LANFest brand, its name, and its reputation. Protect the confidentiality of information from our attendees, sponsors, and staff. At LANFest, our most important asset is our people. Safety first, always.

 

Behaviors:

LANFest is not going to spell out every possible behavior that is not allowed. Most staff are adults and LANFest requires staff to act like responsible, respectful adults, particularly when staffing an event or representing the LANFest organization. Outlined in this policy are guidelines to help the staff better understand the basic positive behavior that is required of all staff.

 

We must set an example for others by acting in accordance with, and abiding by the spirit of, the correct behavior outlined in the LANFest waiver, a document required for all. Please read the full waiver, but find here a summary of the key points:

  • Ensure all minors are escorted by a legal adult.

  • All prize distribution should be handled responsibly, all prizes are given out fairly, and staff are held to the highest ethical standard. Make sure photos are taken of all prize winners.

  • Sportsmanship - We staff set the example and ensure participants maintain good sportsmanship.

  • Respect Tournament Officials - Tournament admins with the support of the event organizer have the final say on tournament results. Staff may play in contests/tournaments, but must follow the admin’s direction without argument

  • Respect attendees and their equipment, and protect LANFest’s assets. Staff should at all times respect others, their beliefs and views, and equipment.

  • No alcoholic beverages or firearms where prohibited by the venue. Staff must be sober at the event, and must be sober when acting in any official duties.

  • Zero Tolerance - Cheating, Harassment

  • Do not participate in any violence, but do work to actively stop any violence. Staff must call the authorities when the situation warrants. When in doubt, CALL.

  • No Illegal Activities - No Porn - And stop any that is observed at the event.

  • No Hacking - Not counting Hackathon workshop activities administered ethically.

  • Information - We are required to make every effort to ensure that any official information about the event is accurate at the time it is posted. Update posted information promptly if plans change.

 

Privacy

Privacy is currently a hot issue, and LANFest takes our staff, attendee, and sponsor privacy seriously. We are committed to protecting and maintaining the reasonable expectation of privacy for everyone with whom we interact, including staff, attendees, and sponsors. We believe responsible stewardship of personal information helps maintain trust. Staff must follow our posted Privacy Policy, and follow all privacy laws not contained therein.





 

Communication

Open, concise, and honest communication is crucial with a mostly online organization such as LANFest. We value the free flow of thoughts, ideas, questions, and concerns from all parties. We encourage staff to raise issues or concerns through our established protocol as soon as they arise. Keep communication like e-mail professional: Personal attacks are not allowed and qualify as harassment.

 

We value clear, respectful, and professional communication in all of our LANFest correspondence. Ambiguous and unprofessional communication can harm LANFest. Even well-intentioned messages can be misinterpreted. Examples of communications include email, presentations, phone, text messages, instant messages, as well as content in social media and websites.

 

Verbal Communication - Public Address

Keep in mind the information about harassment. The Public Address (PA) system must never be used to harass attendees. All communication should be appropriate for a professional audience including people of many different backgrounds and affiliations. Sexual language and imagery is not appropriate. Be kind to others. Do not insult others or use put downs. Behave professionally. Remember that harassment includes sexist, racist, or exclusionary jokes, and is not appropriate for LANFest.

 

As a rule keep language clean, as families with small children attend our events. LANFest is different and special because we create a safe and family friendly environment for people to share their passion for PC Gaming. If you have a swearing issue, refrain from using the microphone or read from a prepared statement. Keep announcements PG rated or better. Be very careful when making even light-hearted jokes. You are not as funny as you think.

 

Event organizers are responsible for every PA communication and use. Violation by staff or volunteers will be grounds for corrective action by event organizers or LANFest officers. All speakers or Masters of Ceremonies are required to read and follow this code of conduct. Event organizers, please carefully review your choices for speakers, and review this code of conduct personally with them.

 

Harassment

LANFest is dedicated to providing a harassment-free environment for everyone, regardless of gender, sexual orientation, disability, physical appearance, body size, race, or religion. We do not tolerate harassment in any form.

Harassment includes offensive verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.

 

Anyone asked to stop any behavior which could be considered  harassment is expected to comply immediately. Violators of these rules may be asked to leave a LANFest venue without a refund at the sole discretion of the event organizers. Staff and volunteers are subject to this standard and results, and may also be banned from helping with future events.

 

Exhibitors, volunteers, and other representatives are also subject to this harassment policy. In particular, exhibitors should not use sexualized images, activities, or other materials in their display. Booth staff (including volunteers) should not use sexualized clothing, uniforms, or costumes, or otherwise create a sexualized environment.

 

Staff are required to report immediately any observed harassment to the event organizer. Event organizers should take steps to correct or stop such behavior, and partner up with a member of the National Staffing Committee.


 

Reporting - Asking Questions and Reporting Concerns

We are an open organization that welcomes questions and communications between all staff. Each staff member is responsible for reading, understanding, and following this Code. Any staff who violate the Code are subject to discipline, up to and including termination as staff and banning from future events. Anyone who violates the law may also be subject to civil and criminal penalties. Every staff member has an obligation to report possible violations of the Code and law.

 

Staff members are encouraged to ask questions or raise concerns with their direct manager or staff groups, such as the Staffing Committee or Board. Staff are expected to report to their supervisors or group leaders any violation of waiver rules or of the staff Code of Conduct. The event organizer or most senior chapter representative should contact the Staffing Committee within one week of any report. Corrective action should be only be taken with a member of the Staffing Committee in attendance and fully informed of the violation. If the violation involves a event organizer or chapter representative, the matter must be referred to a board member working with a staffing committee member.

 

Non-Retaliation Policy

We do NOT tolerate retaliation against anyone who in good faith reports possible violations of the law or Code, or who ask questions of staff or volunteers. Staff who attempt to retaliate against these actions in any way will be severely disciplined. People who believe they have experienced retaliation for reporting possible violations should contact the staffing committee.