NPC26 Conference Ombuds FAQs

An ombuds (or ombudsman or ombudsperson) identifies and helps resolve concerns that come up during a conference. In addition, the ombuds is available to serve as an impartial third party to help manage conflict and help conference participants find fair solutions to problems. The ombuds also provides information about conference policies, procedures, services, and programs, and makes referrals to other resources with the individual’s permission.

After a conference, the ombuds offers recommendations to senior management about policy changes.

The ombuds is available during NPC26 via phone, email, and a confidential web form between April 24-28, 2026. To contact the ombuds resource now, use the confidential web form at the bottom of this page.

The ombuds do not replace other roles or procedures at NPC26. In addition, the ombuds does not provide legal advice or counseling and does not make decisions on the issues brought to her. Discussing an issue with the ombuds does not constitute formal notice to leadership about the existence of a problem. The ombuds will, however, help attendees find a resolution or identify the proper channels to provide management with information about an issue without identifying the source of the information.

All NPC26 attendees, staff, exhibitors, and anyone else participating in NPC26 with a conference-related concern are welcome to contact the ombuds. You may contact the ombuds anytime, including after hours, and she will reply within 24 hours.

Any concern that an attendee is unsure how to handle, including communication issues, harassment of any kind, discrimination, disability access, sexual misconduct, and safety concerns, among others.

The ombuds will:

• Provide you with enough time and space to air your concerns in private
• Listen carefully to your concerns or complaints
• Help you develop a list of options for resolving your concerns
• Provide or obtain answers to questions you have regarding a policy or procedure
• Work with you to develop a strategy for resolution

• Insight into a complicated situation
• A clearer perspective on an issue or concern
• Enhanced ability to effectively deal with a problem
• Identification and clarification of options
• Develop an effective communication plan to resolve interpersonal issues
• Find a resolution of an ongoing problem that is impacting your ability to enjoy the conference

The ombuds has the authority to contact senior management at NPC26 to bring issues to the attention of those with authority to address concerns, and make recommendations for a change in policy or practice when appropriate. The ombuds does not have the power to mandate anyone, including staff, management, or other attendees, to do anything they choose not to do.

As a matter of policy, the ombuds destroys all information regarding a matter when that matter is resolved or when there is no activity for 1 month. The ombuds does not retain any information that would identify the individuals involved in a conflict, dispute, or complaint. The ombuds keeps general statistics and periodically reports general problem areas to leadership. The ombuds does not keep information that would identify individuals who have contacted the ombuds.

The ombuds will review data with an eye toward identifying emerging issues, trends, vulnerable groups, and areas for improvement with management.

Employee Relations and Human Resource professionals assist managers and employees of the organization in establishing, following, and applying Human Resource-related policies and procedures. They may conduct formal investigations, make or modify policies, and accept formal notice of a claim on behalf of the organization. As a result, the ER/HR professional cannot always extend complete confidentiality to individuals who come forward with issues.

The ER/HR professional’s role is also not entirely impartial, as they are part of the management structure and must directly represent and protect the organization’s interests.

An organizational conference ombuds’ function is to provide informal assistance in surfacing and resolving issues. While they can recommend that an organization consider establishing or revising policy, the ombuds plays no formal role in enforcing or deciding to implement policy. The ombuds does not conduct formal investigations. However, they do assist in identifying or creating options for resolution, including referrals to formal channels with investigatory powers.

Because they are not part of the organization’s management structure, an ombuds does not accept notice for the organization and can extend near absolute confidentiality except in the instance of an imminent threat of serious harm, as jointly defined by the organization and the ombuds, at the discretion of the ombuds. The ombuds is impartial and does not advocate for the individual, groups, or the organization. The only advocacy role is for a fair and equitable process.

The roles of the ombuds and the ER/HR professional are not competing roles. They are complementary. When the two functions work together in an effective partnership, they can yield tremendous benefit to a conference and the organization by maintaining an environment that encourages the use of multiple options to surface and resolve issues and to improve systemic policies and procedures.

The conference ombuds role is quite different from that of a lawyer, who is an advocate for their client and associated with more formal processes and the legal system. An organizational ombuds maintains impartiality when working with visitors, while a lawyer must advocate for their client. Though some organizational conference ombuds may have legal training and experience with issues of the law, ombuds do not provide legal advice.

While many ombuds are trained as mediators and often use mediation skills and techniques as one of many approaches to problem-solving and conflict management, the conference ombuds role is broader and connected to the organization. A mediator is typically an outside professional focused on helping people solve a specific issue or problem, as compared with the ombuds, who has a broader scope of work.

A full range of topics can be brought to the Conference Ombuds, including but not limited to:

• All types of identity-based concerns
• Harassment, including sexual harassment
• Discrimination on the basis of race, ethnicity, gender, sexual orientation, age, religion, political affiliation, and similar concerns
• Free speech and free expression
• Integrity issues, intellectual property, and research concerns
• Conflicts of interest
• Problems with the hotel
• Safety concerns
• Issues related to the organization

Ombuds welcome those with a serious concern about others or any conference situation, as well as those with a complaint about something that affects them. When in doubt, contact the ombuds.

The ombuds’ effectiveness and credibility are based on a commitment to fairness and support for each conference participant who contacts the ombuds. The ombuds is not part of any one department at NPC26 and is an independent subcontractor to NPC26, allowing the ombuds to remain impartial. The ombuds’ job is to help people make informed decisions for themselves with the ombuds’ assistance and support.

No. The ombuds cannot serve as a witness and does not participate in any formal grievance process. The ombuds will not testify in formal judicial or administrative hearings. However, the ombuds is available to facilitate informal discussions with the consent of the other participants. If the ombuds is asked to serve on a committee, it will be done in an advisory capacity only.

The goal of the ombuds is to support and inform those who work at NPC26 about conflict management options to address and resolve concerns. In addition, the ombuds offers a confidential, independent, and informal resource for NPC26 members. This means that people can speak with the ombuds with the assurance that the ombuds will not report what was told unless doing so would prevent serious harm.

The ombuds is also a change agent who identifies patterns and causes of conflict at a conference and brings those issues to the attention of senior management.

Yes. If the ombuds determines that an imminent threat of serious harm exists and/or there is suspicion of abuse of any kind, the ombuds has the right to disclose this information. This determination will be made at the sole discretion of the ombuds. In situations where the ombuds believes that talking with others may help and there is no risk of harm to self or others, the visitor will be asked for permission before any disclosures are made.

If you have specific concerns about confidentiality, please be sure to raise them when you talk with the ombuds. This confidentiality cannot be waived by users of the ombuds service because the privilege of confidentiality belongs to the ombuds and not to the users of the service.

Because confidentiality is so important to the ombuds, all communications with the ombuds are made with the understanding that they are confidential, off the record, and that the ombuds will not be called to testify as a witness in any formal or legal proceeding to reveal confidential communications.

No. Once a matter is in a formal process, including legal action, the ombuds does not have any further involvement unless the parties want to try mediation or other confidential services offered by the ombuds to resolve the issue. The ombuds will maintain the confidentiality of all dealings and communications and will assert any and all legal protections to maintain that confidentiality.

The ombuds reserves the right to uphold confidentiality even when the person using the services of the ombuds requests disclosure.

Yes, users can remain anonymous. You can call the ombuds to discuss an issue without giving your name. If you would like to remain anonymous, the ombuds will work with you to address your concern without revealing your identity.

The ombuds, without breaching the confidentiality of any communications by people using the service, will provide NPC26 with feedback on the nature of issues raised about the conference and any insights or observations about systemic issues relating to the conference or NPC26.

Please contact the NPC26 Ombuds at www.mwi.org/npc26-ombuds to get your questions answered.