How we are making Fundraising Convention safe and inclusive

The Chartered Institute of Fundraising is committed to protecting everyone who takes part in this event. Below we have outlined the steps and overarching principles that guide our approach when engaging with the event.

  • A mandatory event checklist and risk assessment protocol for our event organisers to ensure that safeguarding is further enhanced in the development and delivery of all events, including Fundraising Convention
  • A revised Code of Behaviour for Training and Events to set out appropriate standards of behaviour, unacceptable behaviours, the actions we will take on breaches on the Code and a clear process to confidentially report inappropriate behaviour
     
  • Clearer instructions for individuals about the available sanctions, in instances where one of our Codes has been breached so consequences are understood and committed to by all.
     
  • A comprehensive review of our Safeguarding policies and procedures to ensure that our principles - that we believe all those who come forward, that we will make it safe, simple, and supportive if people do disclose and that the process is a fair and balanced one – are further embedded into everything we do.
     
  • Safeguarding training for staff and volunteers to ensure they know how to practically implement steps to keep our events safe and to implement our principles and procedures effectively.
     
  •  Trustee with dedicated responsibility for overseeing Safeguarding and Whistleblowing – Isobel Michael, enabling direct contact with her via safeguarding@institute-of-fundraising.org.uk

  • A delegate declaration to abide by the Code, to be completed when people book onto Fundraising Convention
  • Access to the event is restricted to registered attendees
  • Delegate authentication is required to access the event platform
  • A robust process for checking and screening external speakers, including a Speaker Declaration to abide by the Code and to confirm understanding of the steps the Chartered Institute will undertake if there is any breach.  All Fundraising Convention speakers are being asked to sign the declaration ahead of the event.

  • We have selected an event platform that allows only authorised attendees to access the event as well as choose how delegates engage with other attendees.
  • We use a paid for version of the Zoom platform for our live sessions. Participants are invited via our event platform to sign into Zoom and utilise live chat, video and audio to communicate directly with staff, speakers and delegates. 

In these sessions, any of the following things may happen:

  • Participants may be encouraged to ask questions via the live chat or Q&A function, in which their messages/questions will be visible to the rest of the attendees. 
  • Participants will also be able to talk using their computer’s microphone, both to the host and to all other participants attending.
  • Participants’ video and audio feeds will be visible to the rest of the session attendees unless audio is muted (which can be controlled by the participant or the host) or their video is stopped (which can be controlled by the participant).
  • Groups of participants may be separated into virtual “breakout rooms” for discussion around a certain topic. Within these groups they will be able to communicate with each other via video and text chat. Hosts are also able to enter and leave these groups, as well as call participants back to the main session at any time.
  • Hosts may share their screen with attendees at any time to show presentations or video content. They can also send files (e.g., presentation slides or activity sheets) via the live chat function, which participants can open on their computers. 
  • Zoom’s online “polling” feature may be used to ask multiple choice questions to the group to gauge their thoughts on a range of subjects. The responses are anonymised, and this data may be recorded anywhere by the Chartered Institute.

  • We share guidelines on our website and event platform as well as at the point of booking that attendees are expected to demonstrate
  • All delegates sign up to our Code of Behaviour for Training and Events upon booking

The following measures will be used in all sessions and throughout the event to ensure that attendees are protected while taking part in Fundraising Convention:

  • First and foremost, abusive or inappropriate behaviour by staff, speakers, sponsors or attendees in any session will not be tolerated and the offending person will be immediately removed from the session and potentially referred to the appropriate authorities. (See Behaviour section below for more details on this).
  • We will ensure that “Breakout room” group sessions contain at least three attendees, and will be checked in on by at least one Host during the breakout period
  • While the Chartered Institute believes that being able to see one another during workshops and networking sessions helps our sessions feel more interactive and personal, we respect that some attendees may wish to turn their video feed off during the workshop, or parts of it. They can do this using the “Stop Video” button at the bottom of their screen.
  • All Chartered Institute online sessions will be recorded for use as reference in the case of an incident or dispute. More information on our data management is available in our Privacy Policy and more information on recording can be found in the Recording section below.
  • Attendees should find a quiet, comfortable place to sit while attending the session, and we appreciate that in many cases this will be somewhere within their home. If there is anything in the background that they would be more comfortable not showing on screen for any reason, they are free to use Zoom’s “Virtual Background” feature by clicking on the arrow next to the “Stop Video” button at the bottom of their screen. This will allow them to use a computer generated image as their backdrop for the duration of the workshop.
  • Attendees will be advised that they should not take screenshots or photographs of their screens on their smartphones. Any relevant presentations can be provided in digital format and recordings of the session made available as part of the on-demand programme.

The Chartered Institute is committed to protecting fundraisers during our events and this includes protecting attendees from others who may seek to engage in abusive or inappropriate behaviour. We are well aware that online platforms which offer video and audio functionality are open to many varieties of abuse, and the Chartered Institute are clear that we have a zero tolerance policy to abusive or inappropriate behaviour. The following activities are considered abusive or inappropriate and will result in banning from the event platform and all future online or in-person events.

  • Posting abusive or inappropriate messages in public chat
  • Sending abusive or inappropriate messages to the host via live chat
  • Using abusive, insulting, or offensive language over voice call
  • Sharing inappropriate images via chat or as a virtual background

The Chartered Institute uses Zoom’s Cloud Recording function to create a record of all online sessions. These recordings only store the image of the speaker- so usually the host or anyone who might be answering a question. Recording also does not take place in breakout rooms unless a Host is present.

Speakers and hosts will be able to see the names of those participating in the event. If you ask a question using the Q&A facility, other delegates may see your name if the Q&A session is in public mode. Names are stored outside of the EEA and United Kingdom under the EU-US Privacy Shield and in compliance with the GDPR and Data Protection Act 2018.

On demand webinars use YouTube. We have our own YouTube channel and all tracking will be switched off.

The recording of the session will be made available as part of the on-demand programme for 90 days post the event. This on-demand programme will be made available to registered attendees of the event for this duration.

For further information on how your information is used, how we maintain the security of your information and your rights of access to information we hold on you, please see our privacy policy on www.ciof.org.uk/privacy

Contact the Complaints Manager at complaints@institute-of-fundraising.org.uk, on 020 7840 1038, or by letter to:

The Complaints Manager
Chartered Institute of Fundraising
Charter House
13-15 Carteret Street
London, SW1H 9DJ

You may also raise a concern or complaint with a Chartered Institute member of staff or one of our volunteers in attendance at Chartered Institute events or training courses.  They will refer you to the Complaints Manager or register your complaint or concern on your behalf.  

Going forward all investigations will be fully independent, and operational management of all complaints will sit with a new Head of Professional Conduct. A new Professional Conduct Committee will have oversight of every part of the complaints and disciplinary process, from setting the Code of Conduct to having oversight of every complaint we receive.

If you wish to raise a complaint about discrimination, bullying, sexual misconduct or harassment (including sexual harassment) or anyone considering making a complaint of that nature, you can contact the free phone hotline 0800 6890843, provided by an independent third party HR consultancy, Tell Jane, for confidential and practical support and advice. The hotline is open from 9am to 5pm, Monday to Friday (excluding Bank Holidays).

The Chartered Institute has published advice and resources on safeguarding and keeping fundraisers safe. You can also access free and confidential support from Victim Support.