How can you avoid conflicts of interest in conference organization?

1 Identify potential conflicts

The first step to avoid conflicts of interest is to identify them before they become problematic. You should have a clear and transparent policy on what constitutes a conflict of interest and how to disclose and resolve it. You should also encourage all the parties involved in the conference, such as organizers, speakers, sponsors, reviewers, or attendees, to declare any personal, professional, or financial interests that might affect their decisions or actions related to the conference. You should also monitor and review any changes or updates in these interests throughout the conference cycle.

2 Manage existing conflicts

The second step to avoid conflicts of interest is to manage them effectively and fairly. You should have a designated committee or person who is responsible for handling and resolving any conflicts of interest that arise or are reported. You should also have a clear and consistent procedure for dealing with conflicts of interest, such as recusing, disclosing, or limiting the involvement of the conflicted parties. You should also document and communicate the decisions and actions taken to address the conflicts of interest to the relevant stakeholders and the public.

3 Prevent future conflicts

The third step to avoid conflicts of interest is to prevent them from occurring or recurring in the future. You should have a proactive and preventive approach to minimizing the sources and opportunities for conflicts of interest. You should also have a regular and ongoing training and education program for all the parties involved in the conference, such as organizers, speakers, sponsors, reviewers, or attendees, on the importance and best practices of avoiding conflicts of interest. You should also have a feedback and evaluation mechanism to assess and improve the effectiveness and compliance of your policy and procedure on conflicts of interest.

4 Follow ethical standards

The fourth step to avoid conflicts of interest is to follow the ethical standards and guidelines that apply to your field, discipline, or profession. You should be aware of and adhere to the codes of conduct, principles, or norms that govern your conference organization, such as those issued by associations, societies, journals, or institutions. You should also respect and protect the rights, interests, and welfare of all the parties involved in the conference, such as organizers, speakers, sponsors, reviewers, or attendees, and ensure that they are treated fairly and impartially.

5 Seek external advice

The fifth step to avoid conflicts of interest is to seek external advice or assistance when in doubt or difficulty. You should not hesitate to consult or collaborate with other experts, peers, or authorities who can provide you with independent, objective, or professional guidance or support on how to avoid or manage conflicts of interest. You should also be open and responsive to any feedback, suggestions, or complaints that you receive from the parties involved in the conference, such as organizers, speakers, sponsors, reviewers, or attendees, or from the public, and take appropriate actions to address them.

6 Be transparent and accountable

The sixth and final step to avoid conflicts of interest is to be transparent and accountable for your actions and decisions related to the conference. You should disclose and explain the rationale and criteria behind your choices and selections of speakers, sponsors, reviewers, or venues, and how you avoid or manage any conflicts of interest that affect them. You should also publish and share the policy and procedure on conflicts of interest that you follow, and the outcomes and impacts that they have on the conference. You should also be willing and ready to answer any questions or concerns that arise or are raised about your conference organization and its conflicts of interest.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?