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 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 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.
Download, read, and sign the license agreement.
| widsambassadorlicense_agreement.2020.final.pdf |
Use of Stanford Marks and Assets: Women in Data Science (WiDS)
● The countersigned WiDS Ambassador license agreement grants you permission to use the WiDS Marks (regional event logos, only as provided), and does not include use of other Stanford brands (see ‘Stanford branding’ for additional information).
● Regional Event Logos - a set of logos in different formats and styles will be created for your regional event after your agenda has been approved. Do not modify the logos in any way, and no other logos can be created using your WiDS regional event name. The regional event logo must be used on your website and/or registration page, and may be included in your marketing materials, and social media ads. The WiDS regional event logo needs to be used as the master, or primary, logo on your WiDS marketing materials, registration pages, and/or website.
● 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.
● Event name--Your WiDS regional event will 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.
● Co-branding—Neither the WiDS Marks nor the Stanford branding may be co-branded.
● Organizer, Sponsor, & Collaborator logos--may be included on the home page with the appropriate labels, e.g. “Organizer(s)”; “Sponsor(s)” or “Sponsored by”; or “Collaborators”, as appropriate.
● At a 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.
● The countersigned WiDS Ambassador license agreement grants you permission to use the WiDS Marks (regional event logos, only as provided), and does not include use of other Stanford brands (see ‘Stanford branding’ for additional information).
● Regional Event Logos - a set of logos in different formats and styles will be created for your regional event after your agenda has been approved. Do not modify the logos in any way, and no other logos can be created using your WiDS regional event name. The regional event logo must be used on your website and/or registration page, and may be included in your marketing materials, and social media ads. The WiDS regional event logo needs to be used as the master, or primary, logo on your WiDS marketing materials, registration pages, and/or website.
● 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.
● Event name--Your WiDS regional event will 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.
● Co-branding—Neither the WiDS Marks nor the Stanford branding may be co-branded.
● Organizer, Sponsor, & Collaborator logos--may be included on the home page with the appropriate labels, e.g. “Organizer(s)”; “Sponsor(s)” or “Sponsored by”; or “Collaborators”, as appropriate.
● At a 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.
Event Format
● Event timing-- WiDS regional events and pre-events and post-events must be organized around the annual WiDS Conference at Stanford and held between January 1 - May 15, 2020.
● 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 24, 2020. 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
● WiDS features outstanding women doing outstanding work.
● 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 these content guidelines, we reserve the right to revoke the associated WiDS license, insist on their removal from WiDS branded distribution outlets, and license renewal is unlikely.
Event Funding
● WiDS regional events should be not-for-profit. Ambassadors should not use the events to make money for the ambassador or the sponsors, nor should the event funding be used for any other purpose than hosting the events. Misuse of funds is grounds for revoking the WiDS regional event license. Any suspected misuse of funds can be reported via email to widsconference@stanford.edu.
● Registration fees and sponsorships --registration fees may be charged, and sponsorships may be obtained, solely for the purpose of defraying event costs.
● Crowdfunding is not recommended or allowed.
Sponsors
● Ambassadors are responsible for securing sponsorship, if needed.
● Ambassadors, not sponsors, have editorial control over the WiDS regional event content and speaker curation. Representatives from sponsor organizations may be invited to speak at the WiDS regional events if their participation is consistent with the event programming. However, sponsorship agreements may not include a promise for a sponsor or member of the sponsor organization to speak at the WiDS regional event.
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--you must include the WiDS regional event logo at the top of your website home page. You may use the provided WiDS regional event logo, with no modifications.
● Home page or 'About' 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) or Ambassador organization] 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."
■ 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 and collaborator logos--may be included on the website, at the bottom of the home page, with the title “Sponsor(s)”, “Co-Sponsors”, or “Collaborators” as appropriate.
●Website content: Your site needs to include information about your speakers, location of your venue, the date and time of your event, and any other relevant 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
● Use of WiDS regional event social media accounts is permitted for current WiDS Ambassador licensees during the term of the WiDS license agreement.
* 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
Public Relations (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 is consistent with 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.
● WiDS ambassadors are responsible for ensuring that all content used in the videos (including photos, music and other third party trademark or content) are properly cleared or licensed for your use, and that any trademark attribution is properly noted.
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-- WiDS regional events and pre-events and post-events must be organized around the annual WiDS Conference at Stanford and held between January 1 - May 15, 2020.
● 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 24, 2020. 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.
- Pre-event workshops held between November 1, 2019-February 28, 2020 to provide instruction and mentorship to assist participating WiDS Datathon teams.
- Workshops to provide instruction aimed at improving a specific data science skill or skills.
- Breakout, birds-of-a-feather, or networking sessions to facilitate communication and collaboration among participants.
- Pre-events, held between January 1, 2020 and your regional event date, in the form of meet ups in order to build momentum for your WiDS regional event
- Post-events held between your regional event and July 31, 2020 to follow up on 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
● WiDS features outstanding women doing outstanding work.
● 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 these content guidelines, we reserve the right to revoke the associated WiDS license, insist on their removal from WiDS branded distribution outlets, and license renewal is unlikely.
Event Funding
● WiDS regional events should be not-for-profit. Ambassadors should not use the events to make money for the ambassador or the sponsors, nor should the event funding be used for any other purpose than hosting the events. Misuse of funds is grounds for revoking the WiDS regional event license. Any suspected misuse of funds can be reported via email to widsconference@stanford.edu.
● Registration fees and sponsorships --registration fees may be charged, and sponsorships may be obtained, solely for the purpose of defraying event costs.
● Crowdfunding is not recommended or allowed.
Sponsors
● Ambassadors are responsible for securing sponsorship, if needed.
● Ambassadors, not sponsors, have editorial control over the WiDS regional event content and speaker curation. Representatives from sponsor organizations may be invited to speak at the WiDS regional events if their participation is consistent with the event programming. However, sponsorship agreements may not include a promise for a sponsor or member of the sponsor organization to speak at the WiDS regional event.
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--you must include the WiDS regional event logo at the top of your website home page. You may use the provided WiDS regional event logo, with no modifications.
● Home page or 'About' 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) or Ambassador organization] 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."
■ 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 and collaborator logos--may be included on the website, at the bottom of the home page, with the title “Sponsor(s)”, “Co-Sponsors”, or “Collaborators” as appropriate.
●Website content: Your site needs to include information about your speakers, location of your venue, the date and time of your event, and any other relevant 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
● Use of WiDS regional event social media accounts is permitted for current WiDS Ambassador licensees during the term of the WiDS license agreement.
* 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
Public Relations (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 is consistent with 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.
● WiDS ambassadors are responsible for ensuring that all content used in the videos (including photos, music and other third party trademark or content) are properly cleared or licensed for your use, and that any trademark attribution is properly noted.
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.