Event Policies & Terms

Exhibitor

Virtual:

Each contracted exhibitor can purchase Virtual Exhibitor Full Conference Passes at the rate of USD 200.00 to receive access to the technical portion of the conference. Registration for Virtual Exhibit Booth Staff is complimentary. Registration forms will be availble for download in the Exhibitor Service Center. 

On-site:

Each contracted exhibitor is entitled to one complimentary technical badge and unlimited personnel badges per 10’x10’ or tabletop 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)

FiO LS Management will implement the latest regulations, guidelines and health safety recommendations issued by federal, state and local governments, the CDC and the event venue to mitigate the risk of COVID-19 or any other infection during the in-person conference and exhibition.  FiO LS Management may, in its discretion, implement further health safety measures that it deems necessary and advisable. 

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 FiO LS 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)

FiO LS supplies tested and safety approved laser pointers for all conference meeting rooms and for short course rooms if instructors request one. For safety reasons, FiO LS 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.
• We require that you come to the Speaker Ready Room on-site and test your personal laser pointer on our power meter. If the pointer fails to maintain a safe power level, you will not be able to use the pointer at the conference.
• 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-FiO LS supplied laser pointer shall be personally responsible for any injuries associated with their use of the device and shall indemnify FiO LS for any and all claims or liabilities associated therewith.

Limitation of Liability (on-site only)

When participating in FiO LS 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 FiO LS, Optica (formerly The Optical Society), The American Physical Society (APS), and the officers, directors, employees, representatives, agents, successors and assigns of each 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 FiO LS and all of its events, including but not limited to the use of the convention center and lodging facilities.

Media

Media registration for FiO LS 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 appropriate co-sponsor’s 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 FiO LS and the co- sponsors. FiO LS and its co-sponsors uses your contact information to provide you with up-to-date information about the Conference as well as about related FiO LS and co-sponsors’ goods and services. FiO LS will make registrants’ contact information available to Exhibitors and Supporters based upon registrant opt-in preferences provided during registration. FiO LS will not give your contact information to anyone without your consent. Attendees who wish to stop receiving communications from Exhibitors or co-sponsors must opt-out with them directly.

For on-site participants:

Exhibitors or co-sponsors 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 and/or co-sponsors during FiO LS 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. FiO LS 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 FiO LS 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 FiO LS, Optica (formerly OSA) and the American Physical Society (APS) 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 FiO LS for promotional use (i.e. brochures, association publications, web-based media – blogs, websites, e-newsletters). You hereby release and hold harmless FiO LS, Optica (formerly OSA) and the American Physical Society (APS) and their 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 FiO LS paper and poster must have at least one listed author registered in order to be presented and included in IEEE Xplore Digital Library and the Optica Publishing Group platform. In addition, the paper must be presented during the conference to be included in IEEE Xplore Digital Library and 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 (formerly OSA). 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 oneline. Requests for refunds that are received by Monday, 18 October 2021 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

FiO LS 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

FiO LS 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.

FiO LS captures plenary, technical and show floor sessions and events. 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 FiO LS content is strictly limited to registered attendees of FiO LS. However, sharing of content posted by show management on FiO LS websites or on FiO LS 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 FiO LS 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.

Please note that smoking is also strictly prohibited by the event venue.

Students (on-site only)

FiO LS and its co-sponsors are pleased to offer many valuable benefits for student participation at this event, 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.

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 (on-site and virtual), in another company’s exhibit space, in the aisles of the exhibit hall or any other area of the conference deemed inappropriate by FiO LS 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 FiO LS 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.