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.


Attendee Registration and Admission Policy
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 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.

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.

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; violations will be addressed promptly and seriously. Consequences up to and including expulsion from the event as appropriate may be implemented immediately.

SPIE anti-harassment policy

Reporting of Unethical or Inappropriate Behavior
Onsite at an SPIE meeting, contact any SPIE Staff with concerns or questions for thorough follow-up. If you feel in immediate danger, please dial the local emergency number 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 phoning toll-free to +1-888-818-6898 from within the United States Canada, or online at www.SPIE.ethicspoint.com and may be made anonymously.

Identification Requirement Policy
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.

Access to Conference Events / Children Younger than 18
All conference technical and networking events require a badge for admission. Registered attendees may bring children with them as long as 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 Access / Children Younger than 18
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.

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.

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 or SPIE Registration. 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.

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 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 marketing or promotional 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.

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, it must be tested to ensure

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 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 computer damage.

No-Smoking Policy
Smoking, including e-cigarettes, is not permitted at any SPIE event.

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.

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