Meeting Policies

AAR Statement of Professionalism

Adopted from ISC Statement on Professional Behavior
We, members of the House of Radiology, believe that every member of our many organizations should be valued and feel included. All voices should be heard. To assure a collaborative and inclusive culture, radiologists, radiation oncologists, medical physicists, and others participating in AAR activities should conduct themselves in a professional manner, respecting all individuals, including patients and colleagues, and advocating for those who cannot. We welcome all members. We shall not discriminate based upon gender, sexual orientation, nationality, geography, race, ethnicity, age, ability, religion, or experience. While we embrace free speech and the power of open discourse and debate during our professional society meetings and on social media platforms, we do not condone any forms of harassment, bullying behaviors, or speech that marginalizes or attacks others. Complaints regarding unprofessional behavior at the AAR meeting should be submitted to the President, President-elect, or AAR Account Executive. The AAR Executive Committee will review the complaint and manage the resolution process by discussing the complaint with all parties, seeking legal counsel if warranted, facilitating mediation if appropriate, and determining the action to be taken. Possible actions may include asking attendees to leave the meeting and/or contacting host institutions. In cases of serious unprofessional conduct where statements are contested, a referral may be made to the ACR Ombudsman or similar mediation party. As always, any illegal activities should be reported to the police immediately. By upholding this endorsed Statement of Professionalism, we promise to treat each human being with steadfast dignity, kindness, and respect so that our central mission remains focused on providing exceptional, compassionate care for all.

Recording and Media Policy

Official photography and recording take place throughout the AAR Meeting. By registering for the meeting, you acknowledge the possibility of being photographed and give AAR consent to use your image for marketing or promotional purposes. Unauthorized recording or livestreaming of presentations is prohibited.

Health and Safety Policy

Participants must comply with venue safety procedures, local regulations, and emergency instructions from staff. The conference may implement additional public health measures if required.

Children and Caregiver Policy

AAR welcomes working parents, their children, and individuals assisting with childcare during the event. Attendees whose children remain with them are asked to help maintain a professional, disturbance-free session environment. Children must always be supervised. All caregivers attending the conference must be registered and wear an official conference badge. Strollers, baby carriers, or similar devices are permitted in meeting rooms provided they do not block aisles or emergency exits.

Accessibility Policy

AAR aims to provide accessible participation for attendees with disabilities. Participants requesting accommodation should contact [email protected]. Reasonable efforts will be made to support mobility access and dietary accommodations.

Nursing and Mothers’ Room

If space allows, a private nursing and mothers’ room will be available for attendees who require space for breastfeeding, pumping, childcare, or related caregiving needs.

Prayer Room

If space allows, a designated prayer and reflection room will be available during conference hours for attendees seeking a quiet space for prayer, meditation, or reflection. Participants are asked to help maintain a respectful and quiet environment within this space.

Registration and Cancellation Policy

All speakers and presenters are required to register for the meeting. Non-member Residents/Trainees and Medical Students must provide proof of status. A verification letter from your institution or a valid student ID must accompany your registration. Registrations are non-transferable.

All registration cancellation requests must be submitted in writing to [email protected] by the published deadline to be eligible for a refund of paid registration fees minus an administrative fee. Refund requests received after the published deadline will not be accepted. No refunds will be issued for registrations purchased but not used.

Contact Information

For policy questions or incident reporting, contact [email protected].