Women in Cloud – Community Engagement & Event Conduct Policy Guidelines

1. Policy Overview

Women in Cloud (WIC) is committed to fostering a safe, inclusive, respectful, and empowering environment for all participants—whether in-person or online. This policy outlines expected behaviors, prohibited conduct, reporting procedures, enforcement protocols, and consequences for violations.

Scope: Applies to all individuals involved in any WIC event or engagement including, but not limited to: attendees, speakers, sponsors, vendors, volunteers, contractors, employees, and online participants.

WIC reserves the right to refuse or revoke participation at its sole discretion to protect community safety and values.

2. Core Principles

  • Consent-first environment: Always ask before physical contact, photographs, or personal questions.
  • Respect for all identities: Racism, sexism, ableism, ageism, xenophobia, and any form of discrimination will not be tolerated.
  • Zero tolerance for harassment: WIC prohibits verbal abuse, sexual harassment, bullying, or intimidation.
  • Supportive space for team and volunteers: All staff and helpers must be treated with dignity.

3. Code of Conduct Expectations

All participants must:

  • Treat everyone with respect and dignity.
  • Follow the directions of WIC staff and security.
  • Maintain professional behavior in all engagements.
  • Adhere to accessibility protocols.
  • Use inclusive, appropriate language.

4. Reporting & Investigation Process

Reporting Misconduct

Reports may be submitted:

  • In-person to WIC staff or security
  • Via email: admin@womenincloud.com

Investigation Timeline

  • Initial documentation: within 24 hours by WIC Core Operations Team
  • Internal review & severity classification: within 72 hours
  • Decision & communication of outcome: within 30 days

Who Decides:

The WIC Board of Advisors composed of leadership, legal advisors (if needed), and partners will review and determine outcomes based on severity.

5. Consequences & Enforcement Framework

Severity Levels & Actions

Level Example Offenses Consequences
Low Minor disruption, ignoring time limits, inappropriate jokes Verbal warning, coaching conversation
Moderate Aggressive language, disrespect to staff, unapproved access Written warning, removal from event, required apology
Severe Harassment, threats, hate speech, repeated violations, humiliation Immediate expulsion, permanent ban, law enforcement involvement

Women in Cloud reserves the right to bypass levels based on the severity of the incident.

6. Role-Specific Conduct Guidelines

6.1 Attendees

  • Must follow all WIC behavioral standards
  • Disruptive attendees may be escorted out immediately
  • Appeals may be submitted in writing within 2 days of the incident

6.2 Speakers & Emcees

  • Emcees guidelines must be followed
  • Avoid personal commentary that may offend or marginalize
  • Speakers must fill and sign their consent form
  • Speakers and Emcees must arrive on time and notification of absence must be a minimum of 48 hours prior to event

6.3 Volunteers & Staff Safety

  • Volunteers may escalate any issue without fear of reprisal
  • “Safe zone” should be available for staff decompression
  • Mistreatment results in zero-tolerance enforcement
  • Board of Advisors to provide support and intervention as needed to de-escalate

6.4 Unauthorized Entry

  • Credentialed access is mandatory
  • Gatecrashers will be removed and flagged
  • Repeat offenders will be banned

7. Public Response Protocol

In the event of a major incident requiring public acknowledgment:

  • Incident documentation within 24 hours
  • Internal debrief within 48 hours
  • Drafted statement in alignment with WIC values
  • Release within 72 hours on official channels

Statements will emphasize accountability, transparency, and learning.

8. Refunds & Ticket Policy

All Sales Are Final

WIC events are non-refundable. Refunds will not be issued for:

  • Scheduling conflicts
  • Illness or emergencies
  • Travel delays
  • Last minute changes
  • Denial of entry due to conduct violations
  • Event adjustments (virtual/hybrid/postponement)

Ticket Refunds

Special circumstances will be reviewed internally and handled at WIC’s discretion 

Ticket Transfers

Allowed up to 72 hours prior to the event. Submit requests via admin@womenincloud.com.

Force Majeure

If event changes occur due to acts of nature, public health crises, or unforeseen venue issues, no refunds will be issued. Tickets will be honored for the rescheduled or virtual format.

9. Additional Policy Clauses

9.1 Social Media & Online Conduct

Behavior on social platforms should reflect WIC’s values. Harassment or inflammatory posts relating to WIC will be treated as policy violations.

9.2 Privacy & Data Use

WIC will only use participant data for official communication and will not share or sell it without consent.

9.3 Media Release & Consent

By attending and entering into any WIC events (virtual and/or in-person), you are consenting to being filmed and agree that your likeness in the photography or recording may be used for future promotional and commercial use.

9.4 Vendor & Partner Conduct

All partners, sponsors, and vendors are expected to align with WIC values. Violations may result in revoked partnerships.

9.5 Conflicts of Interest

Decision-makers (e.g.,advisors, partners) must disclose conflicts and recuse themselves where appropriate.

9.6 Anti-Retaliation Policy

Retaliation against reporters or participants in investigations will not be tolerated.

9.7 Accessibility & Inclusion Commitment

WIC provides accommodations as requested. Inclusion of all abilities is a core standard.

9.8 Annual Review Policy

This policy is reviewed annually by the WiC Board of Advisors. Updates are shared with the community.

10. Women in Cloud Order Dispute & Refund Policy

By placing an order with Women in Cloud, you agree to the following terms:

  • All Orders Are Final
     All sales are considered final once submitted. Your purchase supports program operations, community initiatives, and related distribution costs.
  • Refund Requests
     If you encounter an issue and believe a refund is necessary, you must contact our team directly at [insert email/phone] instead of filing a chargeback or dispute with your bank or credit card company. This ensures we can address the matter quickly and fairly.
  • Dispute Resolution
     If a chargeback or dispute is filed without first contacting us, and a refund is issued, any fees incurred will be deducted from your refund. Women in Cloud reserves the right to contest such disputes by providing proof of your order, these published policies, and any communications.
  • Commitment to Our Customers
     We value every member of our community and are committed to creating a smooth and transparent experience. If you have questions about your order, please reach out—we’re here to support you.

Women in Cloud reserves the right to enforce these policies to protect our community’s integrity and safety.