Event Participation Code of Conduct and Professionalism Policy

Organizational Commitment

The West Virginia Academy of Family Physicians (WVAFP) is dedicated to maintaining a professional environment that supports education, collaboration, and the advancement of Family Medicine.  WVAFP meetings and educational programs are intended to foster meaningful professional exchange and collegial engagement.

To support this mission, WVAFP has established this Event Participation Code of Conduct and Professionalism Policy.  This policy applies to all WVAFP-sponsored activities, including conferences, continuing medical education programs, meetings, social events, networking activities, and virtual programming.

Individuals Covered by This Policy

This policy applies to all individuals participating in WVAFP activities, including, but not limited to:

  • Physicians

  • Residents and medical students

  • Healthcare professionals and allied health personnel

  • Speakers, moderators, and faculty

  • Exhibitors and sponsors

  • WVAFP staff and volunteers

  • Vendors and contractors

  • Event guests and attendees

 Participation in WVAFP activities constitutes agreement to comply with this policy.

Expected Professional Conduct 

Participants are expected to uphold standards of professionalism consistent with the ethical values of the medical profession. These standards include:

Professionalism
Participants should demonstrate professionalism, integrity, and respect in all interactions.

Respectful Communication
Participants should engage respectfully in discussions, presentations, and networking activities.

Collegial Engagement
WVAFP encourages open dialogue and constructive exchange of ideas in a respectful and collaborative manner.

Respect for Diversity
Participants must respect individuals from diverse professional, cultural, and personal backgrounds.\

Confidentiality
Participants must respect patient confidentiality and adhere to applicable privacy laws when discussing clinical cases or patient information.

 

Prohibited Conduct

WVAFP maintains a zero-tolerance policy for behavior that compromises the safety or professionalism of its events.

Prohibited conduct includes, but is not limited to:

  • Harassment or intimidation

  • Sexual harassment or inappropriate advances

  • Discriminatory remarks or conduct

  • Bullying or threatening behavior

  • Inappropriate physical contact

  • Disruptive or disorderly behavior

  • Excessive intoxication or substance-related misconduct

  • Unauthorized recording or distribution of restricted presentations or discussions

Alcohol and Professional Conduct

Where alcohol is served at WVAFP events, participants are expected to consume responsibly and maintain professional behavior.

Compliance with Laws and Venue Policies

Participants must comply with all applicable laws and regulations as well as policies established by the event venue.

Enforcement Authority

WVAFP reserves the right to take appropriate action in response to violations of this policy, including:

  • Issuing warnings

  • Removal from an event without refund

  • Revocation of event credentials

  • Restriction from participation in future WVAFP events

  • Notification to the participant’s institution or employer

  • Referral to appropriate authorities

WVAFP retains sole discretion in determining appropriate actions to ensure participant safety and maintain professional standards.