SPIE Astronomical Telescopes + Instrumentation event policies

Learn about our event policies for a successful and safe meeting
People attending an SPIE event taking a group photo

Acceptance of policies and registration conditions

The following policies and conditions apply to all SPIE events, both online and in person. As a condition of registration, you will be required to acknowledge and accept the SPIE policies and conditions contained herein.

SPIE has established a confidential reporting system for all SPIE event participants to raise concerns about possible unethical or inappropriate behavior within our community. When at an SPIE event, you may contact any SPIE staff with concerns. If you feel that you are in immediate danger, please dial the local emergency number for police intervention.

To report unethical or inappropriate behavior

Confidential complaints may be filed by phoning toll-free to +1-888-818-6898 from within the United States and Canada, or by using the form at spie.ethicspoint.com.

Policies for a good, safe meeting

SPIE event policies

Agreement to 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.

Be well agreement

Any public space where other people are present holds an inherent risk of exposure to COVID-19 and other communicable diseases. By attending this event, I agree to voluntarily assume all risk related to exposure and agree to not hold SPIE or any of their affiliates including partners and sponsors, directors, officers, employees, agents, contractors, volunteers, or sponsored venues liable for illness. I will take necessary precautions while at the event including, but not limited to, engaging in appropriate social distancing, wearing a mask in public areas when not consuming food or beverage if required, minimizing face touching, frequently washing hands, and avoiding risky environments such as overcrowded bars or restaurants. I agree to not attend any SPIE event if I feel ill or had recent exposure to a COVID-19 case.

Anti-harassment policy

It is SPIE policy that all employees, volunteers, and participants are entitled to respectful treatment. Any form of bullying, discrimination, harassment, sexual or otherwise, is unacceptable and will not be tolerated. This policy applies to all locations and situations where SPIE business is conducted and to all SPIE-sponsored activities and events.

Read complete policy

Attendee registration and admission policies

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 of or to remove any individual whether registered or not, be they attendees, exhibitors, representatives, or vendors, 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 anyone 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.

Capture and use of a person's image

By registering for an SPIE event, you grant full permission to SPIE to capture, store, use, and/or reproduce your image or likeness, including incidental capture of any individuals in your household or workplace, by any audio and/or visual recording technique and create derivative works of these images and recordings in any SPIE media now known or later developed, for any legitimate SPIE purpose. By registering for an SPIE event, you waive any right to inspect or approve the use of the images or recordings or of any written copy. You also waive any right to royalties or other compensation arising from or related to the use of the images, recordings, or materials. By registering, you 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.

Code of conduct

SPIE is committed to providing a harassment- and discrimination-free experience for everyone at our events, an experience that embraces the richness of diversity where participants may exchange ideas, learn, network, and socialize in the company of colleagues in an environment of mutual respect.

Read complete code

Event and course cancellation policy

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

Family-friendly policy

Conference events: All conference technical and networking events require a badge for admission. Registered attendees may bring children with them if they have been issued a badge. Registration badges for children under 18 are free and available at the SPIE registration desk onsite. Children under 14 years of age must be accompanied by an adult at all times, and guardians are asked to help maintain a professional, disturbance-free conference environment.

Exhibition hall: Everyone who attends the exhibition must be registered and have a badge. Badges for children are free and available onsite at the registration desk. Children under 14 years of age must be accompanied by an adult at all times. Guardians are asked to help maintain a professional, disturbance-free exhibition environment. Children under 18 are not allowed in the exhibition area during exhibition move-in and move-out.

Identification requirement

To verify registered participants and provide a measure of security, SPIE will ask attendees to present a government-issued photo identification at registration to collect registration materials. Individuals are not allowed to pick up badges for other attendees. 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.

For online events, SPIE requires individuals to register with their legal identity.

Laser-pointer safety 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 the user's acceptance of liability for use of a non-SPIE-supplied laser pointer. If you choose to use your own laser pointer, you must have it tested at speaker check-in.

No smoking policy

Attendees will observe all non-smoking regulations that are publicly posted by the facilities used by the event.

Online commenting policy

SPIE moderates all comments posted in an online event. We encourage robust discussion, the exchange of scientific ideas, and the sharing of multiple, diverse perspectives. We expect the discussion to be consistent with the norms of scholarly research community interactions at events. Online event participants should report any comments or content that falls short of those community norms. We will remove comments, content, or people that are considered inappropriate by SPIE standards or that:

  • are defamatory, libelous, obscene, indecent, abusive, or threatening to others
  • infringe the copyright, trademark, or other rights of a third party
  • upload viruses or are a cybersecurity hazard
  • are off topic or inappropriately commercial in nature
  • are in violation of any applicable laws or regulations

Payment policy

Registrations must be fully paid before access to the conference is allowed. SPIE accepts VISA, MasterCard, American Express, Discover, Diner's Club, checks, and wire transfers. Onsite registrations can also be paid with cash.

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 materials presented in any meeting/course room or in course notes on display without written permission. Consent forms are available at speaker check-in, SPIE registration, or from SPIE online event hosts. Individuals not complying with this policy will be asked to leave a given session and/or asked to surrender their recording media. Refusal to comply with such requests is grounds for expulsion from the event.

Exhibition hall: Recordings of any kind are prohibited without 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. Refusal to comply with such requests is grounds for expulsion from the event.

Unauthorized solicitation

Unauthorized solicitation in the exhibition hall is prohibited. Any non-exhibiting organization 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

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

At most events, SPIE provides wireless access for attendees. Properly secure your computer before accessing the public wireless network. SPIE is not responsible for computer viruses or other kinds of computer damage.