Event Policies and Terms

Exhibitor

Each contracted exhibitor is entitled to one complimentary technical badge and two booth personnel badges per 10’x10’ space rented. Access to the exhibit hall during set-up and tear-down hours as well as extended hours on exhibit days is permitted with these badges. If exhibit space is cancelled for any reason, all paid technical upgrade badges will be converted to full conference registrations, and all other badges may be cancelled or converted to Events + Exhibits Pass badges. It is the exhibitor’s responsibility to register their outside contractors for the appropriate badges. Each person who is registered as an exhibitor is responsible for picking up their own badge. Primary contacts are not automatically registered when signing up for their booth.

Force Majeure

The organizers and co-sponsors of the Conference shall not be held responsible for any delay or failure in performance of their obligations hereunder to the extent such delay or failure is caused by fire, flood, natural disaster, strike or labor dispute, military authority, imposition of law or regulation, riot or civil unrest, acts of God, acts of terrorism, acts of war, epidemics, pandemics, restrictions or recommendations issued by a governmental agency or recognized health organization such as the CDC or World Health Organization, the un-availability of the Venue or other similar exigent circumstance or emergency beyond the organizer’s and co-sponsors’ reasonable control, making it illegal, impossible, impracticable or inadvisable in organizer’s and co-sponsors’ sole discretion to hold the Event.  For one or more of such reasons, the organizers and any co-sponsors of the Conference may postpone, reschedule or cancel the event without liability on their part. In the event the conference cannot be held or is postponed pursuant to this section, the organizers and co-sponsors of the Conference shall not be liable to attendee for any direct, consequential or incidental damages, costs, or losses incurred, such as transportation costs, accommodations costs, or financial losses.

Health and Safety Practices (on-site only)

Optica event management is monitoring global, federal, state and local health guidelines in preparation for upcoming meetings. 

• Vaccinations — COVID vaccination records will not be required/checked onsite this year. However, Optica strongly encourage COVID vaccination and boosters, as vaccines are proven to reduce the threat of critical illness.
• Masks — The wearing of masks is a matter of personal choice and preference, and we encourage everyone to be respectful of mask decisions made by other individuals. Wear a mask indoors if you are more comfortable; we ask that you respect those around you that choose to do so. 

Learn more about Health and Safety practices. >

Identification at Registration (on-site only)

Attendees are asked to present a Photo ID at registration in order to collect registration materials and may only collect their own individual registration packet. This procedure is in place to protect registration materials from getting lost and to allow Optica to monitor accurate attendance. Registration materials will not be provided without a Photo ID. Furthermore, registrants agree not to allow any other individual to participate in their place either at the conference, during the registration process, or any other conference-related activity including acceptance of these terms of registration.

Laser Pointer Safety Information / Policy (on-site only)

Optica supplies tested and safety approved laser pointers for all conference meeting rooms and for short course rooms if instructors request one. For safety reasons, Optica requests that presenters use our provided laser pointers available in each meeting room.

If using your personal laser pointer:

• Please have it tested at your facility to make sure it has <5 mW power output. Laser pointers in Class II and IIIa (<5 mW) are eye safe if power output is correct. Labeling may not be accurate so testing the device is important. Commercially available laser pointers may incorrectly label their wavelength and power output.
• Misuse of any laser pointer could lead to eye damage. In California, it is a criminal misdemeanor to shine a laser pointer at individuals "who perceive they are at risk." Anyone who uses a non-Optica supplied laser pointer shall be personally responsible for any injuries associated with their use of the device and shall indemnify Optica for any and all claims or liabilities associated therewith.

Limitation of Liability (on-site only)

When participating in Optica and all of its events, you shall bear all risk of injury, illness (including Covid 19 or other infection), death, property damage or other loss. You agree to release, hold harmless and forever discharge Optica, and the officers, directors, employees, representatives, agents, successors and assigns of the organization from any and all damages, claims, demands, liabilities, and causes of action arising out of or relating in any way to your participation in Optica events, including but not limited to the use of the event venue and lodging facilities.

Media

Media registration for Optica events is offered on a limited basis and is reserved for editorial members of the working media and for analysts. All members of the media and analyst community must present proper identification onsite in order for media credentials to be issued.

Membership Verification (on-site only)

All memberships will be verified during the registration process. If you are registering onsite and you cannot provide proof of membership but wish to register at the member fee, you may visit the membership booth for assistance.

Payment Method

Registrants that do not provide a method of payment will not be registered for the conference. Individuals with incomplete registrations will not be able to attend the conference until payment has been made. VISA, Diners Club, Mastercard, Discover, American Express, checks and wire transfers are accepted.

Personal Information / Badge Scanning

Registration information will be part of a database that is accessible only to Optica. Optica uses your contact information to provide you with up-to-date information about the Conference as well as about related Optica goods and services. Optica will make registrants’ contact information available to exhibitors and supporters based upon registrant opt-in preferences provided during registration. Optica will not give your contact information to anyone without your consent. Attendees who wish to stop receiving communications from exhibitors must opt-out with them directly.

For on-site participants:

Exhibitors may ask to scan your badge at exhibit booths and session rooms. Please note that the scanning of your badge is optional. When you allow your badge to be scanned by exhibitors during Optica Conferences, you are opting-in to receiving communications from them. You will be subject to those entities’ communications and privacy policies and must opt-out with them directly. Optica is not responsible for their use of your information.

Photographs / Videos 

The use of personal cameras or other photo devices is not permitted in any session rooms or in the exhibit hall without express written permission from Optica management. Any offences will be promptly handled by management and may lead to film or storage devices being confiscated and possible expulsion from the conference or exhibit.

You hereby grant Optica an irrevocable, worldwide, royalty-free, fully-paid up license to reproduce, copy, display, perform, or otherwise use any photos, videos or audio recordings taken of you by Management’s designated vendor(s) during Optica events for promotional use (i.e. brochures, association publications, web-based media – blogs, websites, e-newsletters). You hereby release and hold harmless Optica and its agents and assigns from all claims, demands, causes of action and liability related to said use of the material.

Presenters: Session & Poster

Important Registration Note: Each accepted Optica paper and poster must have at least one listed author registered in order to be presented and included in the Optica Publishing Group platform. In addition, the paper must be presented during the conference to be included in the Optica Publishing Group platform.

Pricing and Refund Information

Checks and Money Orders All checks must be in US dollars and made payable to Optica. Please indicate the check number on the registration form.

Bank Drafts and Wire Transfers Please indicate on your registration form which bank was used and when the deposit was made. Also, please notify Optica of the transfer to avoid any lost or unidentified payments.

Refund Policy for Registration A USD 75 service charge will be assessed for processing refunds. A letter requesting the refund should state the registrant's name and the amount of payment and should be faxed to +1 202.416.6140 or submitted online. Requests for refunds that are received by the Refund Deadline on the Meeting Website will be honored. All refund requests must be made in writing.

Note that the Postdeadline Papers notifications typically occur after the refund cut-off date. Keep this in mind when registering. 

Privacy Policy

Optica management is committed to protecting your personal data. The privacy notice on our website outlines how we collect, share and use your personal data, and how you can exercise your privacy rights involving your data. 

Read the full privacy policy. >

Purchase Orders

Optica does not accept purchase orders.

Recordings: Audio, Video or Digital Capture

For copyright reasons, recordings of any kind are strictly prohibited without prior written consent of show management.

Optica captures plenary and technical sessions. Any presenter being recorded during sessions or at the conference must file a signed written consent form. Technical attendees of the conference may access online content for a limited time following the conference. Recording or audio/video capture of any kind during sessions or show floor activities by attendees is strictly prohibited. Any offences will be handled promptly and may lead to film or storage device confiscation as well as expulsion from the conference or exhibit.

Access to Optica content is strictly limited to registered attendees of Optica events. However, sharing of content posted by show management on Optica websites or on Optica social media platforms is permitted.

Registration Substitution Policy

Replacement of a registered attendee by a business colleague/co-worker will be accepted without substitution fee. The new attendee must be named in the written notification by the original registrant. If the original registrant was registered as a member, the new member must also be a member or join before registering to receive the discounted rate.

Smoking (on-site only)

For the comfort and health of all attendees, smoking is not permitted at any Optica sponsored functions. This includes general sessions, concurrent sessions, workshops, luncheons, receptions, and in the exhibit hall. Attendees should adhere to any signage preventing or authorizing smoking in certain locations.

Students (on-site only)

Optica is pleased to offer many valuable benefits for student participation at its events, including highly discounted registration fees. These benefits are available exclusively to undergraduate and graduate students who are enrolled full time and have not received a Ph.D. Post- docs may not register as students. All students must present valid student identification that includes an ID number and “Valid Thru” date. Student identification will be checked on-site at registration.

International student identification must be presented in Roman alphabet. If your ID is not in this format, you may present a letter from your university on university letterhead as a second form of ID. Failure to produce a valid student identification will result in the transfer of your student registration to a regular member or non-member registration category. No exceptions will be made.

Survey Giveaway Rules & Eligibility Requirements

Detailed rules and eligibility requirements are outlined.

Read the full list of regulations. >

Unauthorized Solicitation Policy

Any company or representative of a supplier who is not an exhibitor and is observed to be soliciting business in the exhibit hall, in another company’s exhibit space, in the aisles of the exhibit hall or any other area of the conference deemed inappropriate by Optica management, will be asked to leave immediately. Unauthorized solicitation in the Exhibit Hall or Technical Program is strictly prohibited.

Underage Persons (on-site only)

Registered attendees must request a badge for their minor children (excluding infants and toddlers) to access the conference rooms, networking events and exhibition hall. Badges for minor children are free and available on-site at the Registration Desk. Children under 14 years of age must be accompanied by an adult. Guardians are asked to help maintain a professional, disturbance-free environment.

Note: For safety and insurance reasons, children under 18 are not allowed in the exhibition area during move-in and move-out.

Unsecured Items Policy (on-site only)

Personal belongings such as briefcases, backpacks, purses, coats, book bags, laptops, tablets or mobile devices, etc. should not be left unattended in meeting rooms or public areas. These items are the responsibility of their owner and Optica management will not be held responsible for their safe keeping should they become lost or stolen. Additionally, any unattended items may be subject to removal by security upon being discovered.