Harassment Consultation Desk Guidelines at IVS 2026

Introduction

These guidelines explain how queries and consultations regarding harassment will be handled at IVS 2026 (the Event). By clarifying how reported acts of harassment are managed, we aim to provide an environment where all participants can engage with peace of mind. These guidelines apply specifically to this year's event.

1-1. Scope

Preventing and correcting inappropriate behavior is the responsibility of everyone involved in the Event. Therefore, these guidelines apply to all event participants, including IVS 2026 staff, side event organizers, attendees, speakers, exhibitors, sponsors, and partner organizations. These guidelines apply not only to the official programs hosted by the Event but also to afterparties and side events. Furthermore, they will apply continuously to all future projects and activities planned and executed by the Event.

Structure for Handling Harassment

While it is important to prevent damage from spreading, it is equally necessary to have a system where individuals can actually speak up. To that end, we have established the following framework to provide an easy-to-use and reliable consultation system.

2-1. Harassment Prevention Office

• What is the Harassment Prevention Office?

  • This is an organization responsible for preventing and responding to acts of harassment that occur during the Event, and it primarily operates the harassment consultation desk.

  • Harassment cases that occur at the Event will be escalated within the Harassment Prevention Office, from the primary contact to the secondary contact, and then to the Harassment Review Committee.

• About Members of the Harassment Prevention Office

  • From June 27 to August 31, 2026, the Harassment Prevention Office is composed of the IVS KYOTO Executive Committee Harassment Prevention Office, the cooperating organization SISTERS, Inc., dedicated clinical psychologists, and attorneys, totaling N members. Their respective roles are as follows.

    Organizational Structure of the Harassment Prevention Office

    Primary Contact	| Harassment Consultation LINE ・SISTERS, Inc. Confirms the consultation contents received via the Harassment Consultation LINE and communicates with the person seeking advice. | Harassment Response Staff ・IVS KYOTO Executive Committee, Harassment Prevention Headquarters Responds when harassment occurs in the designated areas during the event period and on-site dispatch is requested.
    Secondary Contact	Clinical Psychologist: Kakou Matsuo, Representative of Psyche Mental School LLC Provides psychological care to the consultor through interviews and determines the necessity of continuous support or legal action.
    Harassment Review Committee	・IVS KYOTO Executive Committee, Harassment Prevention Headquarters ・SISTERS, Inc. ・So & Sato Law Offices

    
    

  • About the IVS KYOTO Executive Committee Harassment Prevention Office

    • ■The IVS KYOTO Executive Committee (composed of Headline Japan, Inc., Kyoto Prefecture, and Kyoto City) has established the "Harassment Prevention Office" to prevent harassment during the event period and respond if it occurs. The office is primarily operated by Headline Japan, Inc., and consultations and victim support will be handled by female staff (or staff of the gender requested by the consultor).

      • *If you wish to check the details of the office members, please feel free to contact the Harassment Consultation LINE. Staff will guide you individually.

  • About SISTERS, Inc.

    • SISTERS, Inc. is a corporate entity dealing primarily with harassment issues in private companies and sexual violence affecting younger generations. They have concluded a non-disclosure agreement with Headline Japan, Inc., the operator of this event, under a contract to assist in establishing and operating the harassment consultation desk and the Harassment Prevention Review Room.

2-2. About the Harassment Consultation LINE

• At this Event, we have set up a consultation desk operated by the Harassment Prevention Office to prevent harassment and ensure prompt action. Consultations are primarily accepted through the form provided upon registering with the Harassment Consultation LINE managed by the Harassment Prevention Office.

• Acceptance Period for Harassment Consultations

  • Harassment may not be recognized immediately after it occurs; parents or individuals may realize it only later. Even if you become aware of it after the conference is over, consultations will be accepted through the Harassment Consultation LINE until August 31, 2026.

• Response Hours of the Harassment Consultation LINE

  • The time taken for harassment counselors to review the details and contact you if necessary varies depending on the event period and our active hours. For highly urgent troubles or during the night (after 19:00), please contact the police first, then report to the Harassment Consultation LINE.

    Response Hours

    Schedule	Hours	Time to Reply
    During Event Period (July 1 to July 3)	Within response hours (10:00-19:00) Outside response hours	Within 2 hours Within 12 hours
    Outside Event Period (June 27 to June 30, July 4 to August 31)		Within 5 business days

    
    

• Who Can Seek Consultation

  • The person who suffered the harassment, or any third party who witnessed/became aware of it. Registration status or roles (participant, staff, etc.) do not matter.

  • However, please understand that while the consultation form will accept reports on the following cases, it is difficult to take action within the event's operation structure. Therefore, as a rule, these will only be accepted for recording purposes and are outside the scope of concrete intervention.

    • Consultations regarding troubles that occur after the event with individuals met at this event or outside this event, which are outside our scope.

    • Past harassment incidents that occurred completely unrelated to this event.
      
      

  • About Side Events

    • The active response areas during the event period are limited to the main venues under the jurisdiction of the IVS KYOTO Executive Committee (IVS Miyako Messe, Kyoto/Rohm Theatre Kyoto, and IVS CORE Kyoto Hotel Okura). Please understand that it is difficult for the Harassment Review Committee to provide on-site dispatch or take action for harassment occurring at side events. Depending on the nature, we may share information with those responsible for or involved in the side event, but as a rule, it will only be registered as a record.
      
      

  • Confidentiality Agreement

    • The details of consultations will only be shared among members of the Harassment Prevention Office.

    • When sharing information with the IVS KYOTO Executive Committee or other stakeholders outside the Harassment Prevention Office, we will always obtain the explicit consent of the consultor, and limit it to the minimum scope necessary to achieve the objective.

      • However, this does not apply in cases of ① compliance with laws/requests from public institutions, or ② emergency contact to protect the life or physical health of the consultor or those around them.

    • As a rule, consultation records will be kept for five years, after which they will be properly destroyed after being anonymized by deleting names and contact details.

    • The IVS KYOTO Executive Committee may share and use statistical data (number of cases, classification, and trends only) that cannot identify individuals to improve overall event operations.

    • To prevent harassment damage in startups, fully anonymized information (with careful consideration so that individuals cannot be identified) may be used for academic purposes, provided that consent is granted.

    • Even with careful efforts to anonymize, there is a possibility that the consultor can be inferred by crossing other information depending on their position or the details of the situation. Even in such cases, the information will be strictly managed according to this policy, and will not be re-provided to any third party.

    • Consultors may request correction or deletion of their consultation content or personal information. (Contact: ivs-office@infinityventures.com)

      
      

  • About Anonymous Consultations

    • Consultations can be initiated anonymously or partially unnamed. However, if the consultation is anonymous and ongoing communication or verification of details with the consultor is difficult, the received content will be escalated to the Harassment Review Committee based on the form content alone to plan measures to prevent similar incidents.

    • If the report is named and we can contact the consultor, or if it is anonymous but the situation can be accurately grasped, we will connect the consultor to the primary contact.

Workflow After Receiving a Consultation

3-1. Receipt of Consultation

• Consultations are accepted by filling out the inquiry form provided immediately after registering on the LINE chat.

https://lin.ee/VkWZn59

Open from June 27 ~

• Assessment of Urgency

  • Before filling out the inquiry form, our system will check the level of urgency. If there is violence, threats, an urgent need for rescue, danger to physical safety, or risk of self-harm or harm to others, please consider reporting to the police or requesting help from public institutions such as the Sex Offense and Sexual Violence Victim One-Stop Support Center (#8891) or those nearby.

• Please understand that we may not reply to cases judged as for-recording-only or messages completely unrelated to harassment consultations.

3-2. Primary Contact

• The primary contact holds the following roles to provide initial response, understand the situation, and determine initial measures based on urgency. If necessary, a harassment counselor will conduct an interview.

  • Acceptance of consultations via inquiry forms

  • Coordination with on-site response staff

  • Initial hearing of consultation details and consideration of necessary support

  • Connecting the consultor to the secondary contact or the Harassment Prevention Office

• Consultants from SISTERS, Inc. will handle the primary contact.

• During the Event Period

  • During the event, we will first determine whether "on-site dispatch" is necessary.

  • The active area for on-site support is limited only to the main event operated by the IVS KYOTO Executive Committee.

  • When On-Site Dispatch Is Deemed Necessary

    • Dispatch will be deemed necessary in cases such as:

      • The alleged harasser is in an argument or other conflict with the victim or other third parties

      • The victim is unable to move due to panic or shock

    • Prioritizing the consultor's safety and psychological stability, we will take actions to physically separate them from the alleged harasser.

    • Response staff will guide the victim, the accused, and witnesses to separate locations to ensure a calm environment for discussion. After that, we will arrange a hearing with specialists for other involved parties if needed.

3-3. Secondary Contact

• At the secondary contact, the following will be carried out through interviews with a clinical psychologist to provide psychological care and determine the necessity of ongoing support or legal action.

  • Detailed interviews and mental care through sessions with a clinical psychologist

  • Referrals to specialists such as attorneys if necessary

  • Coordinated decisions in tandem with the Harassment Review Committee

• The secondary contact will be activated for the following individuals:

  • When the consultor requests an interview with a clinical psychologist

  • When the Harassment Prevention Office determines a professional support need and proposes it to the consultor

  • Please understand that interviews with clinical psychologists cannot be provided to individuals in the following situations:

    • Those currently visiting a medical institution without their doctor's permission, or those currently receiving ongoing counseling elsewhere

    • Minors who do not have parental consent, or adult wards, persons under curatorship, or persons under assistance who do not have the consent of their statutory agent, guardian, curator, or assistant

• An interview session of up to one hour will be conducted via Zoom once the schedule is confirmed through the reservation form sent to you.

• Precautions for Using the Secondary Contact

  • Consultation services do not include medical practices (such as issuing diagnoses or medical treatment based on medical practitioners' laws), and are limited to recommending appropriate medical institutions when deemed necessary.

  • If the clinical psychologist in charge determines that conducting the consultation is inappropriate or cannot be carried out sufficiently, such as when symptoms of pre-existing illnesses or disorders may worsen during the session, the service may be suspended.

• Reporting After Interviews

  • To improve harassment prevention in the future, the content of the consultation will be reported in an anonymous format with the consultor's consent.

  • Consultation details will not be shared outside of the Harassment Prevention Office, except in cases where suicidal tendencies or illegal acts are observed, in which case information may be shared with relevant agencies.

  • If organizational responses are deemed necessary, the case will be handed over to the next step: the Harassment Prevention Office.

3-4. Action and Measures by the Harassment Review Committee

• The Harassment Review Committee is an ad-hoc body composed of counselors involved in the specific case to flexibly consider appropriate actions and preventative measures. This committee primarily considers the following two actions, but other measures may also be flexibly explored depending on the case. The actual implementation of these measures will be finalized by the IVS KYOTO Executive Committee.

  • Consideration of Organizational Measures

    • These measures are taken when acts of nuisance are repeated, or when severe actions such as violence or threats are involved, threatening the safety of the victim or potentially affecting other participants.

    • Expected responses:

      • Organizing records regarding fact-checking with related parties

      • Deciding on future event participation/relations regarding the offender

      • Reviewing improvements based on event operations environmental design

  • Consideration of Environment Improvement Measures

    • If continuous interactions with the consultor are difficult, or in the case of anonymous consultations, we will consider measures to prevent similar occurrences.

    • Expected responses:

      • Sharing cases and raising awareness among staff

      • Reviewing response manuals and updating guidelines

      • Providing feedback for future spatial designs and operational structures

  • About Sharing with Third Parties

    • To investigate/handle individual cases and construct preventive measures, minimum required information may be shared with third parties only after obtaining explicit consent from the consultor.

    • Main examples of sharing destinations include, but are not limited to, the list below. If sharing with other stakeholders becomes necessary, we will always explain the purpose, recipient, and content in advance to obtain additional consent.

      • External specialists (attorneys, clinical psychologists under confidentiality agreements, etc.)

      • IVS KYOTO Executive Committee members who are not part of the Prevention Office or Review Committee (e.g., person-in-charge of sessions, booth management, etc.)

      • Witnesses or other third-party testifiers (when fact-checking is necessary)

      • The accused (to provide opportunities for explanation or warnings)

      • Support companions designated by the consultor (when interpreters or emotional supports are needed)

      • Venue security or facility management staff (when physical safety measures are required)

    • Restoration destinations will be limited to individuals who do not have a direct conflict of interest with the consultor or the accused (for example, we will not share with the accused or their direct supervisor/subordinate unless explicitly requested by the consultor).

    • Information provided will be kept to the minimum scope essential to achieve the objective, and recipients will be held to confidentiality and non-retaliation obligations equivalent to or stricter than this policy.

Preventing Harassment Damage from Spreading

No matter how many prevention measures are taken, harassment may still occur in places where many people gather. Accepting this reality, the Event encourages the following actions to minimize damage if an incident occurs.

4-1. If You Feel You Are Experiencing Harassment

• You do not need to blame yourself or think it is your fault. The occurrence of harassment is not your problem alone.

• If possible, please express your intent by telling the offender to "stop harassing you." Even if you can't do this, you are not to be blamed.

• If you cannot tell the other party that you feel uncomfortable, please do not suffer alone; instead, ask for help from a third party or seek consultation.

  • If there is violence, threats, an urgent need for rescue, danger to physical safety, or risk of self-harm or harm to others, please contact the police or the Sex Offense and Sexual Violence Victim One-Stop Support Center (#8891) directly.

  • Even after your feelings have calmed down, please share the details of the incident with the Event if possible.

• After experiencing what you feel is harassment, it is important to face the situation at your own pace without pushing yourself too hard. Don't keep it to yourself; consider receiving support from trusted peers or specialists such as clinical psychologists.

4-2. If You Witness Harassment

• While protecting your own mind and body, please intervene according to the situation's context if possible. A person who actively intervenes instead of standing by during sexual harassment is called an "active bystander." There are mainly five methods of intervention (referred to as the 5Ds), and you can combine multiple methods.

  Distract	An action to divert attention to change the situation. Instead of engaging directly with the harasser or victim, take an indirect way to disrupt the flow of harassment.
  Delegate	If it is difficult to take action yourself, consult with a trusted supervisor or the HR desk.
  Document	Leave evidence such as photos, recordings, or notes so that the situation, date, time, and location can be specified.
  Delay	Take actions to help after the immediate situation is over, such as checking in with the victim or verifying details.
  Direct	Intervene directly by saying, "I think that is harassment."

  Please consider or execute the above steps, and if possible, share the incident details with us after you calm down. We will analyze the case to formulate recurrence prevention plans.

4-3. If Someone Mentions Being Harassed

• Secondary victimization refers to the subsequent psychological damage that victims of harassment receive from those around them after consulting or reporting the issue. To avoid causing secondary panic or distress, it is recommended to keep the following in mind when speaking with them:

  Thank them for telling you	Expressing gratitude at the beginning of the conversation helps the other party talk comfortably with a sense of security.
  Ask how you can help	Devote yourself to asking what kind of help they need, instead of giving unsolicited advice.
  Listen without judgment	Listen with empathy without accusing or doubting them, saying things like "You are not alone" or "That must have been hard."
  Keep supporting	Each person's recovery process varies, so please respect and stay close to their preferred methods.

If You Are Accused of Harassment

• If you are accused of having committed harassment, please accept that fact calmly first. It is important to look back on the situation carefully instead of becoming emotional.

• If the act reported as harassment is true, do not look for external causes (e.g., the environment or other people's behavior), but accept that the cause lay in your own behavior or attitude. You need to deeply consider how your words and actions affected the other party.

• For subsequent relations with that person, please prioritize the victim's wishes. Deliberate, cautious actions are necessary even when trying to apologize. The timing when the victim is ready to receive an apology differs from the timing when you want to apologize.

• Retaliation against those who reported the harassment, victims, or those who intervened is absolutely prohibited. Please understand the following when discussing harassment issues:

  Accusations of harassment are not an attack on you or a denial of your personality.

  • Do not deny the other party's claims immediately.

  • Even if it differs from your understanding, listen to the other party first, and try to maintain a stance of sharing "how it looked from your perspective."

  • While explaining the reason behind your action is not forbidden, please understand that it does not justify harassment.

• When you have committed harassment, you may experience conflict or anxiety. You also need a safe place to look back on your actions. To prevent recurrence, consider receiving professional support, such as consulting a clinical psychologist.

Reference: Definitions of Terms

• Consultor: Refers to the person who consulted the Event regarding a harassment incident.

• Accused / Alleged Harasser: Refers to the person accused of committing harassment in the consultation.

• Victim / Person Harassed: Refers to the person identified as having suffered from harassment in the consultation.

• Harassment Prevention Office: The organization within this Event responsible for everything from harassment prevention to responses during incidents.

• Harassment Review Committee: A body that reviews reported incidents to plan responses and preventative measures.

• Harassment Response Staff: Members of the Harassment Prevention Office who perform physical, on-site initial responses if harassment happens at the Event venue.

• Harassment Counselor: Staff within the Harassment Prevention Office who possess expert skills/knowledge regarding harassment.

• Operation Staff: All staff involved in the event operations, including directors, secretariat staff, executive committee members, and volunteers.

• Harassment Consultation LINE: The official LINE account where participants can report harassment incidents.

• Event Period: Refers to the duration of IVS 2026, from July 1 to July 3.

• Active/Response Hours: Refers to the daily period from 10:00 to 19:00.

• Active Area: The main event area only.

© Tamamusubi Project (SISTERS, Inc. / Non-profit Corporation Pillow)
Year of Publication: 2026
*This document is provided under the Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International (CC BY-NC-SA 4.0) license. If modified or redistributed, please make sure to include the proper credits.