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IEEE Foundation Event Registration – Terms and Conditions

 

This document sets out the terms and conditions between IEEE Foundation and you when you register for any event or conference organized by IEEE Foundation. By registering for an event or conference organized by IEEE Foundation you are agreeing to comply with these terms and conditions. You should read this document carefully.

Acceptance of policies and registration conditions

The following IEEE Foundation Registration Terms & Conditions (the “Terms & Conditions”) apply to all IEEE Foundation events. Prior to your registration, you must acknowledge and accept the Terms & Conditions contained herein. Should you not wish to accept the Terms & Conditions you should not register.

Submission of a registration is regarded as affirmation of your acceptance of the Event Terms & Conditions.

How we will use your information

IEEE Foundation is committed to data privacy and protecting your personal information. Information on how IEEE Foundation collects, processes, and uses your data is included in the IEEE Foundation Privacy Policy which is hereby incorporated into these Terms & Conditions. Additionally, by submitting your email address during the event registration process, you agree that IEEE Foundation and its event partners may send you event-related information. A valid email address is required for all registrations.

IEEE Foundation uses the personal data you provide in this registration for administering your participation in this event. This may include information about the event’s content, event logistics, payment, updates, and additional information related to the event.

IEEE Foundation may disclose your personal data to third party service providers engaged by IEEE Foundation to assist in the conduct of the event (e.g. housing bureau, mobile application provider). Information you provide when registering for or participating in an event managed or co-sponsored by parties other than or in addition to IEEE Foundation may be shared with those parties, and the treatment of such information is further subject to the privacy policies of those parties. Except as described herein, IEEE Foundation will not disclose your personal data to any other third party without your consent except where required to do so by law..

Nondiscrimination policy
IEEE Foundation prohibits discrimination, harassment, and bullying against any person for any reason—for example, because of age, ancestry, color, disability or handicap, national origin, race, religion, gender, sexual or affectional orientation, gender identity, appearance, matriculation, political affiliation, marital status, veteran status, or any other characteristic protected by law.

For more information on the IEEE & IEEE Foundation policy

Event conduct and safety
IEEE Foundation is committed to providing a safe, productive, and welcoming environment to all participants, including staff and vendors, at IEEE-related events. IEEE Foundation has no tolerance for discrimination, harassment, or bullying in any form at IEEE Foundation-related events. Participants are expected to adhere to these principles and respect the rights of others.

What To Do If You Witness or are Subjected to Unacceptable Behavior: Participants should report any behavior inconsistent with these principles to onsite event staff. Event staff will be happy to help participants contact venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the event. We value your attendance.
You may also contact IEEE Foundation directly to report a concern at eventconduct@ieee.org.

Liability waiver & release
In consideration of being allowed to register for, and participate in the event, I hereby warrant and represent that I am age 18 or above and freely waive, release from liability, assume all risks, and covenant not to sue IEEE, IEEE Foundation or its members, employees, board members, agents, or volunteers for any expense, loss, damage, personal injury, including loss of life, disability, property damage, or property theft or actions of any kind that I may hereafter suffer or sustain before, during, or after the event, unless said expense, loss, damage, personal injury, including loss of life, disability, property damage or property theft or actions of any kind is caused by the sole, gross negligence of IEEE Foundation. I further understand and agree that IEEE or the IEEE Foundation may capture or record my name, picture, likeness, comments, and voice during the event. I grant IEEE and the IEEE Foundation the irrevocable, royalty-free, perpetual, unlimited right and permission to use, distribute, publish, exhibit, digitize, broadcast, display, modify, create derivative works of, reproduce or otherwise exploit my name, picture, likeness, comments, and voice, or to refrain from so doing, anywhere in the world, for any lawful purpose in all media whether now known or hereinafter created. I further understand that I shall have no ownership in any of the resulting media incorporating my comments, likeness, or name. I agree that IEEE will have the right to attribute statements to me, which are expressions of my personal experience and belief, which may be contained in any resulting media. I agree that no portion of the resulting media containing my name, biographical information, quotes, photographs, or recorded interviews needs to be submitted for any approval prior to my participation. This Liability Waiver and Release is specifically binding upon my heirs and assigns and is knowingly given. 

Service as an invited speaker
If you agree to speak at an IEEE Foundation sponsored event, we may share your contact and biographical information with event attendees. Sometimes we may also request a photograph. In other cases, we post on the respective event website information such as your name, employer, physical work address, work email address, as well as a link to your company website and/or professional LinkedIn page available to the public. This is so that visitors to the event website, including event attendees and speakers, can contact you with questions and requests for more information, and to provide feedback if needed. Additionally, speakers may be asked to complete a release agreement or copyright form prior to their presentation.

Credential/badge scanning during the event
IEEE Foundation event co-sponsors, exhibitors, and other third parties may directly request your personal information at their exhibit booths or presentations. Providing your information to them is optional, and you should review their privacy policies to address your particular needs and concerns about how they will treat your personal information.

If during the event you attend a session or program hosted by an exhibitor other than IEEE Foundation, you understand and agree that when you present your badge for scanning or when you provide personal data, that information will go to a non-IEEE Foundation entity and IEEE Foundation takes no responsibility for how that company uses your personal information.

Usage of photographic and video material taken at IEEE Foundation events
To comply with global data privacy laws, IEEE Foundation imposes certain restrictions on the use of multimedia at its events (e.g. photography, video, audio, online streaming, and all future mediums). An attendee is permitted to use hand-held cameras and/or smart phones to take photographs and capture digital images for personal, non-commercial use, provided the photography is not disruptive. Photographs may not be published, sold, reproduced, transmitted, distributed or otherwise commercially exploited in any manner whatsoever.

IEEE Foundation may hire professional service providers (photo/video/streaming/audio) to document and display the event experience. IEEE may also use social media (e.g. Twitter) to: (i) post real-time photos and videos to its social media feeds; and (ii) display select submissions from those feeds on monitors throughout the event venue. Attendees and sponsors are encouraged to capture their event experiences and post their own social content from the event (text, photos, audio, video, streaming), provided it does not infringe upon the rights of any attendee, sponsor, third party, or IEEE Foundation. Such infringement would include, but is not limited to, defamation or infringement of intellectual property rights. In the event an attendee requires a release or permission to protect the rights of a third party, obtaining such a release or permission shall be the sole responsibility of the attendee.

By attending the event, you acknowledge and agree as follows: (a) IEEE Foundation may edit and use footage it captures at the event for marketing and promotional activities and for any other lawful purpose in the ordinary course of its business; and (b) due to the prevalence of mobile recording devices in today’s world, IEEE Foundation disclaims all liability for the capture of your image in any multimedia format by other attendees at the event.

General

IEEE Foundation reserves the right to change, amend, add or remove any of the above Terms & Conditions in its sole discretion and without prior notice. If one or more of the conditions outlined in these Terms & Conditions should become invalid, the remaining conditions will continue to be valid and apply. These Terms & Conditions apply to all event participants (attendees, speakers, sponsors, exhibitors).
The views expressed by any event attendee, speaker, exhibitor, or sponsor are not necessarily those of IEEE Foundation. All attendees, speakers, exhibitors, and sponsors are solely responsible for the content of all individual or corporation presentations, marketing collateral, and/or advertising.

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