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    SPIE Event Policies

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    Acceptance of Policies and Registration Conditions
    The following Policies and Conditions apply to all SPIE Events. As a condition of registration, you will be required to acknowledge and accept the SPIE Registration Policies and Conditions contained herein. 


    Granting Attendee Registration and Admission
    SPIE, or their officially designated event management, in their sole discretion, reserves the right to accept or decline an individual's registration for an event. Further, SPIE, or event management, reserves the right to prohibit entry or remove any individual whether registered or not, be they attendees, exhibitors, representatives, or vendors, who in their sole opinion are not, or whose conduct is not, in keeping with the character and purpose of the event. Without limiting the foregoing, SPIE and event management reserve the right to remove or refuse entry to any attendee, exhibitor, representative, or vendor who has registered or gained access under false pretenses, provided false information, or for any other reason whatsoever that they deem is cause under the circumstances.

    SPIE Safe Meeting and Misconduct Policy
    SPIE is a professional, not-for-profit society committed to providing valuable and safe conference and exhibition experiences. SPIE is dedicated to equal opportunity and treatment for all its members, meeting attendees, staff, and contractors. Attendees are expected to be respectful to other attendees, SPIE staff, and contractors. Harassment and other misconduct will not be tolerated; violators will be addressed promptly and seriously. Consequences up to and including expulsion from the event as appropriate will be implemented immediately.

    The SPIE anti-harassment policy can be found here.

    Reporting of Unethical or Inappropriate Behavior

    SPIE is an organization with strong values of responsibility and integrity. The SPIE Harassment Policy, Ethics Statement, and Code of Professional Conduct contain general guidelines for behavior and for conducting business with the highest standards of ethics.

    Onsite at a SPIE meeting, contact any SPIE Staff member with concerns or questions for thorough follow-up. If you feel in immediate danger, please dial 911 for police intervention.

    SPIE has established a confidential reporting system for staff and all meetings participants to raise concerns about possible unethical or inappropriate behavior within our community. Complaints may be filed by phone at +1-888-818-6898 or at www.SPIE.ethicspoint.com and, if preferred, may be made anonymously.

    Identification
    To verify registered participants and provide a measure of security, SPIE will ask attendees to present a government-issued Photo ID at registration to collect registration materials.
    Individuals are not allowed to pick up badges for attendees other than themselves. Further, attendees may not have some other person participate in their place at any conference-related activity. Such other individuals will be required to register on their own behalf to participate. 

    Capture and Use of a Person’s Image
    By registering for an SPIE event, I grant full permission to SPIE to capture, store, use, and/or reproduce my image or likeness by any audio and/or visual recording technique (including electronic/digital photographs or videos), and create derivative works of these images and recordings in any SPIE media now known or later developed, for any legitimate SPIE marketing or promotional purpose.

    By registering for an SPIE event, I waive any right to inspect or approve the use of the images or recordings or of any written copy. I also waive any right to royalties or other compensation arising from or related to the use of the images, recordings, or materials. By registering, I release, defend, indemnify and hold harmless SPIE from and against any claims, damages or liability arising from or related to the use of the images, recordings or materials, including but not limited to claims of defamation, invasion of privacy, or rights of publicity or copyright infringement, or any misuse, distortion, blurring, alteration, optical illusion or use in composite form that may occur or be produced in taking, processing, reduction or production of the finished product, its publication or distribution.

    Payment Method
    Registrants for paid elements of the event, who do not provide a method of payment, will not be able to complete their registration. Individuals with incomplete registrations will not be able to attend the conference until payment has been made. SPIE accepts VISA, MasterCard, American Express, Discover, Diner's Club, checks and wire transfers. Onsite registrations can also pay with Cash. 

    Authors/Coauthors
    By submitting an abstract, you agree to the following conditions:

    • An author or coauthor (including keynote, invited, and solicited speakers) will register at the author registration rate, attend the meeting, and make the presentation as scheduled.
    • A manuscript (minimum 6 pages, maximum 20 pages) for any accepted oral or poster presentation will be submitted for publication in the Proceedings of SPIE in the SPIE Digital Library. (Some SPIE events have other requirements that the author is made aware of at the time of submission.)
    • Only papers presented at the conference and received according to publication guidelines and timelines will be published in the Proceedings of SPIE in the SPIE Digital Library (or via the requirements of that event).

    Audio, Video, Digital Recording Policy
    Conferences, courses, and poster sessions: For copyright reasons, recordings of any kind are prohibited without prior written consent of the presenter or instructor. Attendees may not capture or use the materials presented in any meeting/course room or in course notes on display without written permission. Consent forms are available at Speaker Check-In. Individuals not complying with this policy will be asked to leave a given session and/or asked to surrender their recording media.

    Exhibition Hall: For security and courtesy reasons, recordings of any kind are prohibited unless one has explicit permission from on-site company representatives. Individuals not complying with this policy will be asked to surrender their recording media and to leave the exhibition hall.

    Your registration signifies your agreement to be photographed or videotaped by SPIE in the course of normal business. Such photos and video may be used in SPIE marketing materials or other SPIE promotional items.

    Laser Pointer Safety Information/Policy
    SPIE supplies tested and safety-approved laser pointers for all conference meeting rooms. For safety reasons, SPIE requests that presenters use provided laser pointers.

    Use of a personal laser pointer represents user's acceptance of liability for use of a non-SPIE-supplied laser pointer. If you choose to use your own laser pointer, it must be tested to ensure

    Access to Technical and Networking Events
    Persons under the age of 18 including babies, carried or in strollers, and toddlers are not allowed in technical or networking events.  Anyone 18 or older must register as an attendee. All technical and networking events require a valid conference badge for admission.

    Underage Persons on Exhibition Floor Policy
    For safety and insurance reasons:

    • Children 14 and older, accompanied by an adult, will be allowed in the exhibition area during open exhibition hours only.
    • All children younger than 14, including babies in strollers and toddlers, are not allowed in the exhibition area at any time.
    • No persons under the age of 18 will be allowed in the exhibition area during move-in and move-out.

    Unauthorized Solicitation Policy
    Unauthorized solicitation in the Exhibition Hall is prohibited. Any nonexhibiting manufacturer or supplier observed to be distributing information or soliciting business in the aisles, or in another company's booth, will be asked to leave immediately.

    Unsecured Items Policy
    Personal belongings should not be left unattended in meeting rooms or public areas. Unattended items are subject to removal by security. SPIE is not responsible for items left unattended.

    Wireless Internet Service Policy
    At SPIE events where wireless is included with your registration, SPIE provides wireless access for attendees during the conference and exhibition but cannot guarantee full coverage in all locations, all of the time. Please be respectful of your time and usage so that all attendees are able to access the internet.

    Excessive usage (e.g., streaming video, gaming, multiple devices) reduces bandwidth and increases cost for all attendees. No routers may be attached to the network. Properly secure your computer before accessing the public wireless network. Failure to do so may allow unauthorized access to your laptop as well as potentially introduce viruses to your computer and/or presentation. SPIE is not responsible for computer viruses or other computer damage.

    Mobile Phones and Related Devices Policy
    Mobile phones, tablets, laptops, pagers, and any similar electronic devices should be silenced during conference sessions. Please exit the conference room before answering or beginning a phone conversation.

    Smoking
    For the health and consideration of all attendees, smoking, including e-cigarettes, is not permitted at any event elements, such as but not limited to: plenaries, conferences, workshops, courses, poster sessions, hosted meal functions, receptions, and in the exhibit hall. Most facilities also prohibit smoking and e-cigarettes in all or specific areas. Attendees should obey any signs preventing or authorizing smoking in specified locations.

    Hold Harmless
    Attendee agrees to release and hold harmless SPIE from any and all claims, demands, and causes of action arising out of or relating to your participation in the event you are registering to participate in and use of any associated facilities or hotels.

    Event Cancellation
    If for some unforeseen reason SPIE should have to cancel the event, registration fees processed will be refunded to registrants. Registrants will be responsible for cancellation of travel arrangements or housing reservations and the applicable fees.