Terms and Conditions

All participants, referred to as “you”, of the Oxford International Model United Nations Conference 2018 (OxIMUN 2018). By applying to attend through the registration forms, and by attending OxIMUN 2018, you accept and agree to these Terms and Conditions.

We reserve the right to amend these terms and conditions at any time. While we will try to notify you if we do, we don’t want to bury you in spam about changes. The most up-to-date copy of the terms can be found here (oximun.org).

The OxIMUN Secretariat on behalf of the Oxford University Model United Nations Association (OUUNA), a registered society of the University of Oxford. In these Terms and Conditions, they are collectively referred to as “the Secretariat” “we” or “us”.

As a registered society of the University of Oxford, we share the charitable status of the University. We are committed to the charitable aims and objectives in our Constitution, which can be viewed on the OUUNA website.

While we will do our utmost to ensure that OxIMUN 2018  runs smoothly, this cannot be guaranteed. By applying to OxIMUN 2018 you accept that we are not liable for any injury, or loss or damage to property incurred at or connected to OxIMUN 2018.

Nothing in these conditions limits or excludes our responsibility for fraudulent representations made by us or for death or personal injury caused by our negligence or willful misconduct.

Lots of the venues we use are very old, and so it tends to be quite expensive when something gets broken. By applying to OxIMUN 2018, you accept that you are personally liable for any damage that you cause, and agree to compensate us for any costs and/or penalties we incur as a result of the damage caused.

We collect the information that you give us using the application form (Name, University, Email, Visa Status etc.) to organise OxIMUN 2018. It is stored securely on Google Drive and is only accessible to the Secretariat. It will not be passed on to any 3rd party without your permission, except as required by law. The information will be held for no longer than 2 years after it is collected, after which time it will be deleted. (It is held for this period so that the Secretariat of OxIMUN 2019 can see how the current Secretariat ran the applications). If you have any questions related to this policy, please email admin@oximun.org.

Where the Secretary-General identifies a participant for breach of the Code of Conduct, the name of the participant will be recorded and available to future Secretariats. The name of the excluded participant may also be made available to our partner conferences, although it is at their discretion how to use this information.

We do take photographs and video footage at OxIMUN 2018 which are then used in publicity and promotion of future conferences, as well as on our social media accounts. By applying to attend OxIMUN 2018, you agree to potentially having your photograph taken and license us to use your image in any photograph we take for publicity and promotion of OxIMUN 2018 and future conferences. We will not sell or license the photographs to 3rd parties or use them for commercial purposes. If you have any questions related to this policy, please email admin@oximun.org.

No participant is entitled to a refund. This is because we have already paid for a lot of our venues based on the number of people attending. However, if you are unable to attend due to exceptional personal circumstances, or due to being denied a Visa for the UK, please email the Secretary-General sg@oximun.org who will consider each request on its own merits. The decision of the Secretary-General is final.

In the highly unlikely circumstance that OxIMUN 2018 is cancelled after you have made a payment, we will endeavour to refund you the cost of your place within 30 days. However, in this situation something has clearly gone very wrong so we are unable to guarantee such a refund. (This is highly unlikely.)

While we try hard to make sure our websites and social media accounts are accurate and up-to-date, we can’t guarantee that this information is accurate. We also can’t guarantee our websites will always be available (as the company that hosts it doesn’t guarantee this for us). We may also link to external sites not controlled by us, and by using the websites you accept that we are not responsible or liable for the content of these sites. If you have any questions about the accuracy of information on the website please email admin@oximun.org.

The purpose of Model United Nations is to allow many different and often opposing views to be discussed and debated, without fear of harassment. We believe that this can be achieved only if all concerned avoid needlessly offensive or provocative action and language, which is why we require you to use diplomatic language (even if this isn’t used by real-world diplomats). While we encourage you to best represent the interests of the country or organisation you are representing, you must remember that OxIMUN is very diverse, and you should show respect and not violate another person’s dignity. Hate speech and incitement to violence is proscribed under the laws of England and Wales, and anyone found to be inciting hatred or violence will be expelled from the conference, and we may be required to report them to the Police.

As a society registered with the University of Oxford, we have a duty to defend freedom of speech at our events (which is a good thing). We follow the University’s Codes of Practice on Freedom of Speech, available here, and Harassment, available here. By applying attend OxIMUN, you agree to follow these Codes of Practice. Anyone who feels harassed while at OxIMUN should address their concerns to their Chairs or the Secretary-General, who have a duty to implement this Code of Practice.

Code of Conduct 

All participants in OxIMUN 2018 are required to abide by the rules specified in this document whilst attending the conference in Oxford; to best ensure the comfort, safety, and enjoyment of all involved with proceedings. As an event organised by a student society of the University of Oxford, we are also required to implement the policies and procedures specified in the University’s Codes of Practice for Freedom of Speech and Harassment.  Links to both of these texts can be found above.

To participate in OxIMUN 2018, you must:

1.) Act kindly and courteously towards other participants, without violating the chosen and identified personal boundaries of others.

2.) Display professionalism and integrity at all times, acting fairly and honestly throughout the duration of the conference. All participants are expected to dress in a business-appropriate attire during all committee sessions.

3.) Not engage in criminal activity during the conference, including the handling or consumption of illicit substances.

4.) Not threaten, use violence, or act aggressively against any other participant in the conference. OxIMUN should be a safe environment, a place which all should be able to feel comfortable in.Bullying or intimidation of any kind will not be tolerated. 

5.) Respect all other participants; without unfairly discriminating against anyone on the grounds of (dis)ability, age, belief, ethnicity, gender, nationality, race, religion, or sexual orientation.

6.) Treat OxIMUN property, resources, and venues appropriately; without ruining the experience of them for other participants.

Additionally, members of secretariat, chairs, and other conference staff shouldn’t act in a manner that brings either them or their role into disrepute over the course of OxIMUN 2018. Our conference has a very prestigious reputation, which we seek to uphold for future sessions of OxIMUN. During the conference, members of staff will try to be accessible to attendees, addressing their concerns adequately and responsibly when needed; acting appropriately and with sensitivity to matters which require confidentiality and privacy.

By taking up a position as a delegate, committee director (chair), or any other role at OxIMUN 2018, you agree to follow this Code of Conduct. Breaches of the rules provided for in this document can result in appropriate sanctions, including being asked to leave the conference in the most serious cases. The Secretary-General has the final decision on all matters related to this Code of Conduct, although they may delegate authority to make judgements relating to it to other members of the OxIMUN Secretariat. The Secretary-General reserves the right to amend this document if necessary at any time.

All the information and resources available through any of our websites, social media accounts or at the conference in electronic or hard copy is the intellectual property of OUUNA and may not be reproduced or used without the written permission of OUUNA. We may also use copyrighted material under license from the copyright holder, and this material must not be reproduced in any way without the permission of the copyright holder.

However, if you would like any help or to use our resources, please email admin@oximun.org and we would be happy to help.

Data Protection Policy

We collect the information that you give us when applying for the conference, and only where it is necessary to organise the conference. It is used for the following purposes:

  • Name: To properly address you in communications, and create an ID badge.

  • Email: To contact you with billing information and sned necessary updates about the conference.
     
  • Date of Birth: To ensure that you are over 18 at the start of OxIMUN.
     
  • University and nationality: To measure the diversity participants in OxIMUN for internal use. This data may also be anonymised to provide information used for marketing.

  • Billing details: To create an invoice for you for the conference fees.

Additional information may be collected for certain groups:

  • Passport number and city of residence: If required for a letter in support of a visa application.

  • Disability status: In order to facilitate our accommodation of any requests or requirements that participants may have

Any information that you share with us through correspondence (including email or social media) may be retained to ensure that we adequately resolve your query.

Data relating to applications is held on a secure database on a Google Cloud server. Data relating to invoicing is additionally held on a Xero accounting software cloud database. Other information may be stored securely on Google Apps products (Gmail, Google Drive) and is only accessible to the Secretariat and the OUUNA Oversight committee. It will not be passed on to any 3rd party, except as required by law. This does not include website hosting partners and other parties who assist us in operating our website, conducting our business, or serving our users, so long as those parties agree to keep this information confidential. The information will be held for no longer than 2 years after it is collected, after which time it will be deleted. (It is held for this period so that the Secretariat of OxIMUN 2019 can see how the current Secretariat ran the applications). If you have any questions related to this policy, please email admin@oximun.org.

Where the Secretary-General identifies a participant as in breach of the Code of Conduct, the name of the participant will be recorded and available to future Secretariats. The name of the excluded participant may also be made available to our partner conferences, although it is at their discretion how to use this information.

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