WiDS Ambassador Regional Event Rules
The Global Women in Data Science (WiDS) Conference aims to inspire and educate data scientists worldwide, regardless of gender, and support women in the field. This annual one-day technical conference provides an opportunity to hear about the latest data science related research and applications in a broad set of domains. All genders are invited to attend the conference, which features outstanding women doing outstanding work.
We want to invite local organizers who share similar values and mission as us to plan local events that coincide with the Global Women in Data Science (WiDS) Conference. Here, you’ll find the set of rules for organizing a WiDS regional event.
These WiDS regional event rules provide the structure and guidance that you’ll need to create a regional event that is consistent with other WiDS regional events worldwide. The Glossary of Terms in these rules are defined in the WiDS Regional Event License Agreement.
If you have any questions, please send an email to the WiDS team at widsconference@stanford.edu.
We want to invite local organizers who share similar values and mission as us to plan local events that coincide with the Global Women in Data Science (WiDS) Conference. Here, you’ll find the set of rules for organizing a WiDS regional event.
These WiDS regional event rules provide the structure and guidance that you’ll need to create a regional event that is consistent with other WiDS regional events worldwide. The Glossary of Terms in these rules are defined in the WiDS Regional Event License Agreement.
If you have any questions, please send an email to the WiDS team at widsconference@stanford.edu.
| widsambassadorlicense_agreement.final.pdf |
Use of Stanford Marks and Assets: Women in Data Science (WiDS)
● WiDS ambassadors may use the WiDS Marks as specified in these Rules and the License Agreement, and according to the WiDS Branding Guidelines.
● Event name--Your WiDS regional event should be named “WiDS [City Name] and not just “WiDS”. If more than one event will be held in the same city, they can be distinguished by using the name, “WiDS [City Name]@[Venue name]. The name of your regional event needs to be used in all of your communications.
● Stanford branding—The trademark license granted by the License Agreement and these Rules applies solely to your use of the WiDS Marks and does not authorize use of “Stanford University” or any other Stanford brands, logos, names, or marks. See Stanford University branding policies. Stanford’s name, emblems, campus images, and other branding may not be used by non-Stanford entities. The only exception to this is in the WiDS Branding Guidelines.
● At minimum, the webpage, registration materials and marketing collateral for the WiDS regional event shall clearly state that the WiDS regional event is (i) organized by the Ambassador under a limited license from Stanford University to use its WiDS logos and marks, and (2) that Stanford University is not responsible for the event or any content and/or materials distributed at the event. Please see the WiDS Branding Guidelines for more details.
● WiDS ambassadors may use the WiDS Marks as specified in these Rules and the License Agreement, and according to the WiDS Branding Guidelines.
● Event name--Your WiDS regional event should be named “WiDS [City Name] and not just “WiDS”. If more than one event will be held in the same city, they can be distinguished by using the name, “WiDS [City Name]@[Venue name]. The name of your regional event needs to be used in all of your communications.
● Stanford branding—The trademark license granted by the License Agreement and these Rules applies solely to your use of the WiDS Marks and does not authorize use of “Stanford University” or any other Stanford brands, logos, names, or marks. See Stanford University branding policies. Stanford’s name, emblems, campus images, and other branding may not be used by non-Stanford entities. The only exception to this is in the WiDS Branding Guidelines.
● At minimum, the webpage, registration materials and marketing collateral for the WiDS regional event shall clearly state that the WiDS regional event is (i) organized by the Ambassador under a limited license from Stanford University to use its WiDS logos and marks, and (2) that Stanford University is not responsible for the event or any content and/or materials distributed at the event. Please see the WiDS Branding Guidelines for more details.
| wids_branding_guidelines_2019.final.pdf |
Event Format
● Event timing--a WiDS regional events, and pre-events, must be organized around the annual WiDS Conference at Stanford, and held between January 1-April 30, 2019.
● Logo artwork--WiDS regional event logo artwork will be provided by the Global WiDS team after review and approval of the WiDS regional event agenda, registration, and/or website. See “Agenda review” below.
● Stanford considers the primary license holder to be the primary organizer of a WiDS regional event. If this is found to not be the case, Stanford reserves the right to revoke or not renew a license. Licensees must be 18 or older to organize a regional event.
● Regional event focus--WiDS is an interdisciplinary conference focused on inspiring and educating participants, regardless of gender, about the cutting-edge research and applications of data science across a wide spectrum of domains.
● Opening video—The Global WiDS opening video must be shown at the beginning of each WiDS regional event.
● Agenda review--Regional event agendas, registration links, and websites (if applicable) need to be sent to the Global WiDS team at widsconference@stanford.edu anytime before, but by no later than January 25, 2019. Agendas will be reviewed to ensure that the spirit and intent of the regional event focus is maintained.
● Programming--may include a combination of:
● Appropriate content--WiDS talks should reflect the WiDS conference focus and may not have a political or religious agenda. Talks may not include defamatory or inflammatory language.
Speakers
● Content--Speakers must talk about their data science research or applications in their respective domains.
● Securing speakers--WiDS regional event ambassadors are responsible for securing and vetting speakers for their WiDS regional events. WiDS regional event speakers should be consistent with the caliber of speakers at the Global WiDS Conference. Speakers may include:
● No commercial content--speakers should not promote any companies, services or products in or in association with their WiDS talks. The only exception is where they have specifically been invited to give a product demo, or to describe the ideas in their book, and here the focus should still be on the technology and/or the ideas.
● If talks break the Content Guidelines, we reserve the right to insist on their removal from WiDS branded distribution outlets, and license renewal is unlikely.
Sponsors and funding
● WiDS regional events should be not-for-profit. Ambassadors should not use the events to make money for the ambassador or the sponsors.
● Registration fees--may be charged solely for the purposes of defraying event operating costs.
● Sponsorships--may be obtained solely for the purposes of defraying event costs.
● No guaranteed programming--sponsorship agreements may not include a promise for a sponsor or member of the sponsor organization to speak at the WiDS regional event.
● Sponsors may not have editorial control over the WiDS regional event content or speakers.
Website
You may create a webpage for your WiDS regional event, but you may not register a trademark, service mark or domain name that includes any WiDS Mark or any other licensed mark in its name. If you do create a webpage, here are the requirements and guidelines to follow:
● WiDS regional event logo--include the WiDS regional event logo at the top of your website home page. You may use the WiDS regional event logo and WiDS name only according to the WiDS Branding Guidelines.
● About page and/or section--must include information about the collaboration between the WiDS regional event, and the Global WiDS conference as follows:
○ WiDS (regional event name) is an independent event organized by [name of Ambassador(s)] to coincide with the annual Global Women in Data Science (WiDS) Conference held at Stanford University and an estimated 150+ locations worldwide. All genders are invited to attend WiDS regional events, which features outstanding women doing outstanding work.
○ Other requirements as set forth in the Branding Guidelines (including the Stanford disclaimer noted above)
■ You may use the following optional text, as well:
"The Global WiDS Conference aims to inspire and educate data scientists worldwide, regardless of gender, and to support women in the field. This one-day technical conference provides an opportunity to hear about the latest data science related research and applications in a number of domains, and connect with others in the field."
● Ambassador photos--may be included on the home page with the title “Ambassador” or “Co-Ambassadors”, as appropriate.
● Sponsor logos--may be included on the website, at the bottom of the home page, with the title “Sponsor(s)” or “Co-Sponsors”, as appropriate.
●Website content: Your site needs to include information about your live speakers, a description of your venue, the date and location of your event, and information about your WiDS regional event and the Global WiDS Conference.
●Unacceptable content: You may not display any content that is illegal, dangerous, derogatory or offensive. Examples of unacceptable content include content associated with the following: weapons manufacturers, ammunition companies, cigarette companies, online gambling organizations, and sex-related businesses.
Social Media
● Account name--must be consistent with the name of your WiDS regional event
● Profile image--must be your WiDS regional event logo.
● Cover image--must reflect the location or venue for your WiDS regional event.
● Facebook--account should be set up as a Facebook page, not a Facebook group or profile.
● LinkedIn--WiDS Ambassadors and co-ambassadors may include their role as ambassador/co-ambassador of the regional event on their personal LinkedIn profiles as follows:
--Include in the “Volunteer Experience” section
--“Organization” must link to your regional event page or the “Women in Data Science (WiDS) at Stanford University” page
--“Role” should be “WiDS [regional event name] Ambassador”
--“Cause” should be “Science & Technology”
--“Dates” should reflect the timing of your regional event
PR
● Event logo--you may provide your WiDS regional event logo to journalists.
● Global WiDS inquiries--inquiries and/or interview requests for the Global WiDS Conference should be referred to the Global WiDS team via email to widsconference@stanford.edu.
● Press releases--must be submitted for approval to the Global WiDS team via email to widsconference@stanford.edu.
● Photographer credit must be attributed when photographs are published.
Video
● YouTube channel--you may post your WiDS regional event video sessions to a YouTube playlist, with a name that mirrors your WiDS regional event name.
● Regional event logo--must be used at the introduction and/or the conclusion of the uploaded videos.
● Any speakers, performers and other stage presenters that you plan to videotape must sign a video permission and release form (which should also cover livestream or webcast sessions, see below), giving you the right to edit and distribute video of their presentation. Please keep for your records, and send to Stanford only upon request.
● You are responsible for ensuring that all content used in the videos (including photos, music and other third party trademark or copyrightable content) are properly cleared or licensed for your use.
Livestream and webcasts
● Live broadcasting--you may broadcast your WiDS regional event via Livestream or other webcasting service. You may archive your livestream or webcast session on your website for as long as you are a WiDS regional event licensee.
● Free of charge--your livestream or webcast must be offered free of charge.
● Obtaining releases--notices and releases required by local laws and regulations are the responsibility of the WiDS regional event ambassador.
● Event timing--a WiDS regional events, and pre-events, must be organized around the annual WiDS Conference at Stanford, and held between January 1-April 30, 2019.
● Logo artwork--WiDS regional event logo artwork will be provided by the Global WiDS team after review and approval of the WiDS regional event agenda, registration, and/or website. See “Agenda review” below.
● Stanford considers the primary license holder to be the primary organizer of a WiDS regional event. If this is found to not be the case, Stanford reserves the right to revoke or not renew a license. Licensees must be 18 or older to organize a regional event.
● Regional event focus--WiDS is an interdisciplinary conference focused on inspiring and educating participants, regardless of gender, about the cutting-edge research and applications of data science across a wide spectrum of domains.
● Opening video—The Global WiDS opening video must be shown at the beginning of each WiDS regional event.
● Agenda review--Regional event agendas, registration links, and websites (if applicable) need to be sent to the Global WiDS team at widsconference@stanford.edu anytime before, but by no later than January 25, 2019. Agendas will be reviewed to ensure that the spirit and intent of the regional event focus is maintained.
● Programming--may include a combination of:
- Brief opening talk (less than 15 minutes) from event host(s)
- Livestream or video session(s) of the WiDS Conference at Stanford
- Livestream or video session(s) from other WiDS regional events
- Female speakers talking about their data science research or applications in their respective domains. See “Speakers” section for additional criteria.
- Poster sessions presented by female data science researchers.
- Panel discussions featuring women in data science talking about their careers, technology trends, challenges and successes, entrepreneurship, or a particular domain or industry.
- Workshops to provide instruction and mentorship to assist participating WiDS Datathon teams.
- Workshops to provide instruction aimed at improving a specific data science skill.
- Breakout, birds-of-a-feather, or networking sessions to facilitate communication and collaboration among participants.
- Pre-events, in the form of meet ups, in order to build momentum for your WiDS regional event
● Appropriate content--WiDS talks should reflect the WiDS conference focus and may not have a political or religious agenda. Talks may not include defamatory or inflammatory language.
Speakers
● Content--Speakers must talk about their data science research or applications in their respective domains.
● Securing speakers--WiDS regional event ambassadors are responsible for securing and vetting speakers for their WiDS regional events. WiDS regional event speakers should be consistent with the caliber of speakers at the Global WiDS Conference. Speakers may include:
- Professors, Assistant Professors, Associate Professors, Lecturers, Instructors, Researchers or PostDocs from accredited colleges and universities, related to data science OR
- Practitioners in industry, non-profits, or government, OR
- Researchers or PostDocs from National Labs or Science Institutes, OR
- Other speakers, approved by the Global WiDS team
● No commercial content--speakers should not promote any companies, services or products in or in association with their WiDS talks. The only exception is where they have specifically been invited to give a product demo, or to describe the ideas in their book, and here the focus should still be on the technology and/or the ideas.
● If talks break the Content Guidelines, we reserve the right to insist on their removal from WiDS branded distribution outlets, and license renewal is unlikely.
Sponsors and funding
● WiDS regional events should be not-for-profit. Ambassadors should not use the events to make money for the ambassador or the sponsors.
● Registration fees--may be charged solely for the purposes of defraying event operating costs.
● Sponsorships--may be obtained solely for the purposes of defraying event costs.
● No guaranteed programming--sponsorship agreements may not include a promise for a sponsor or member of the sponsor organization to speak at the WiDS regional event.
● Sponsors may not have editorial control over the WiDS regional event content or speakers.
Website
You may create a webpage for your WiDS regional event, but you may not register a trademark, service mark or domain name that includes any WiDS Mark or any other licensed mark in its name. If you do create a webpage, here are the requirements and guidelines to follow:
● WiDS regional event logo--include the WiDS regional event logo at the top of your website home page. You may use the WiDS regional event logo and WiDS name only according to the WiDS Branding Guidelines.
● About page and/or section--must include information about the collaboration between the WiDS regional event, and the Global WiDS conference as follows:
○ WiDS (regional event name) is an independent event organized by [name of Ambassador(s)] to coincide with the annual Global Women in Data Science (WiDS) Conference held at Stanford University and an estimated 150+ locations worldwide. All genders are invited to attend WiDS regional events, which features outstanding women doing outstanding work.
○ Other requirements as set forth in the Branding Guidelines (including the Stanford disclaimer noted above)
■ You may use the following optional text, as well:
"The Global WiDS Conference aims to inspire and educate data scientists worldwide, regardless of gender, and to support women in the field. This one-day technical conference provides an opportunity to hear about the latest data science related research and applications in a number of domains, and connect with others in the field."
● Ambassador photos--may be included on the home page with the title “Ambassador” or “Co-Ambassadors”, as appropriate.
● Sponsor logos--may be included on the website, at the bottom of the home page, with the title “Sponsor(s)” or “Co-Sponsors”, as appropriate.
●Website content: Your site needs to include information about your live speakers, a description of your venue, the date and location of your event, and information about your WiDS regional event and the Global WiDS Conference.
●Unacceptable content: You may not display any content that is illegal, dangerous, derogatory or offensive. Examples of unacceptable content include content associated with the following: weapons manufacturers, ammunition companies, cigarette companies, online gambling organizations, and sex-related businesses.
Social Media
● Account name--must be consistent with the name of your WiDS regional event
● Profile image--must be your WiDS regional event logo.
● Cover image--must reflect the location or venue for your WiDS regional event.
● Facebook--account should be set up as a Facebook page, not a Facebook group or profile.
● LinkedIn--WiDS Ambassadors and co-ambassadors may include their role as ambassador/co-ambassador of the regional event on their personal LinkedIn profiles as follows:
--Include in the “Volunteer Experience” section
--“Organization” must link to your regional event page or the “Women in Data Science (WiDS) at Stanford University” page
--“Role” should be “WiDS [regional event name] Ambassador”
--“Cause” should be “Science & Technology”
--“Dates” should reflect the timing of your regional event
PR
● Event logo--you may provide your WiDS regional event logo to journalists.
● Global WiDS inquiries--inquiries and/or interview requests for the Global WiDS Conference should be referred to the Global WiDS team via email to widsconference@stanford.edu.
● Press releases--must be submitted for approval to the Global WiDS team via email to widsconference@stanford.edu.
● Photographer credit must be attributed when photographs are published.
Video
● YouTube channel--you may post your WiDS regional event video sessions to a YouTube playlist, with a name that mirrors your WiDS regional event name.
● Regional event logo--must be used at the introduction and/or the conclusion of the uploaded videos.
● Any speakers, performers and other stage presenters that you plan to videotape must sign a video permission and release form (which should also cover livestream or webcast sessions, see below), giving you the right to edit and distribute video of their presentation. Please keep for your records, and send to Stanford only upon request.
● You are responsible for ensuring that all content used in the videos (including photos, music and other third party trademark or copyrightable content) are properly cleared or licensed for your use.
Livestream and webcasts
● Live broadcasting--you may broadcast your WiDS regional event via Livestream or other webcasting service. You may archive your livestream or webcast session on your website for as long as you are a WiDS regional event licensee.
● Free of charge--your livestream or webcast must be offered free of charge.
● Obtaining releases--notices and releases required by local laws and regulations are the responsibility of the WiDS regional event ambassador.