2013 Registration Policies and Terms

Come back beginning in June for information on the  2014 Conference, meanwhile enjoy a retrospective look at the 2013 Conference.

All policies and Terms of Registration are adopted in consideration of and in the best interest of conference attendees, exhibitors, event co-sponsors and the conference host facilities. As a condition of registration, you agree to all of the terms and policies contained herein, as well as all other reasonable policies promulgated by the management of OFC/NFOEC.

Limitation of Liability

You agree to release and hold harmless OFC/NFOEC, The Optical Society, IEEE/Communications Society and IEEE Photonics Society from any and all claims, demands, and causes of action arising out of or relating to your participation in OFC/NFOEC and all OFC/NFOEC events, including but not limited to the use of the conference center and lodging facilities.

Event Cancellation

In the event that OFC/NFOEC is cancelled, Conference attendees will be returned the registration fee only. Any fees associated with cancellation of travel or housing reservations is the exclusive responsibility of Conference attendees.

Recognizing the nature of receptions and the potential for alcohol abuse at conferences, all OFC/NFOEC sponsored events will make non-alcoholic drinks available. Conference participants are responsible for their own well-being and you agree that neither OFC/NFOEC and/or its sponsors will be held accountable for any events or occurrences resulting from excessive drinking, recklessness or negligence.

Badges

Conference attendees are reminded that it is important to wear your badge at all times. This allows you uncomplicated access to conference events. However, for safety reasons, please remember to remove your badge when you are outside of the OFC/NFOEC events and facilities. There will be a $25 reprint charge for any missing badge that needs to be replaced.

Identification at Registration

Attendees are asked to present a Photo ID at registration in order to collect registration materials. Unless you are an exhibitor whose company has arranged for an advance group pick-up of badges, individuals may only collect their own individual registration packet. This procedure is in place to protect registration materials from getting lost and to allow OFC/NFOEC 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.

Membership Verification

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.

Press

Press registration for OFC/NFOEC is offered on a limited basis and is reserved for editorial members of the working press and for analysts. All members of the press and analyst community must present proper identification on-site in order for press credentials to be issued. A complete list of materials required for registration can be found at the press registration guidelines page.

Presenters:  Session & Poster

Important Registration Note: Each accepted OFC/NFOEC 2013 paper and poster must have at least one listed author registered in order to be presented and included in IEEE Xplore Digital Library and OSA's OpticsInfoBase. In addition, the paper must be presented during the conference to be included in IEEE Xplore Digital Library and OSA's OpticsInfoBase.

Exhibitor

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 Exhibits Pass Plus 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 unless the primary exhibit contact has arranged in advance for a Group Badge Pick-up.  Primary contacts are note automatically registered when signing up for their Booth.

Students

OFC/NFOEC 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 onsite at registration.  International student identification must be presented in Roman alphabet.  If you 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.

Payment Method

Registrants that do not provide a method of payment will not be completed. Individuals with incomplete registrations will not be able to attend the conference until payment has been made. OFC/NFOEC accepts Checks, VISA, Diners Club, MasterCard, Discover, JCB and American Express.

Pricing and Refund Information

Registration prices increase after 19 February, 2013.

For those registering by fax or mail after the 19 February, 2013, please add the appropriate additional fees to your total.  Online registration will automatically display price increases.

There is a $75 non-refundable administration fee for processing any refunds.  Requests for refunds must be received prior to 22 February, 2013.  All registration fees are non-refundable after this date.

Pricing for Students

OFC/NFOEC Student registrants receive additional benefits, such as a 40% discount on technical registration fees.
Student registration rates are only available to undergraduate and graduate students who are enrolled full time and have not yet received their Ph.D. Post-docs may not register as students.

A valid student ID number or proof of student status is required for student registration.  Students will not be issued materials at the conference without proper identification.  Acceptable forms of Student identification are detailed above in the Student section.

Purchase Orders

OFC/NFOEC does not accept purchase orders.

Laser Pointer Safety Information/Policy

OFC/NFOEC supplies tested and safety approved laser pointers for all conference meeting rooms and for short course rooms if instructors request one. For safety reasons, OFC/NFOEC 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 to come to the Speaker Ready Room onsite and test your personal laser pointer on our power meter. If the pointer fails the safe power level you may not be able to use the pointer at the conference. All presenters using personal laser pointers will be required to sign a waiver releasing OFC/NFOEC of any liability for use of potentially non-safe laser pointers.
• Use of a personal laser pointer at an OFC/NFOEC events represents user's acceptance of liability for use of a non-OFC/NFOEC supplied laser pointer device. 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."

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 OFC/NFOEC 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 OFC/NFOEC, The Optical Society, IEEE/Communications Society and IEEE Photonics Society 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 OFC/NFOEC for promotional use (i.e. brochures, association publications, web-based media – blogs, websites, e-newsletters). You hereby release and hold harmless OFC/NFOEC, The Optical Society, IEEE/Communications Society and IEEE Photonics Society and their agents and assigns from all claims, demands, causes of action and liability related to said use of the material.

Recordings:  Audio, Video or Digital Capture

For copyright reasons, recordings of any kind are strictly prohibited without prior written consent of show management.  Consent forms are available at the OFC/NFOEC registration desk. 

OFC/NFOEC captures a select number of plenary, technical and show floor sessions and events.  These recordings are noted with a  symbol on signage and in the conference program.  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.

Smoking

For the comfort and health of all attendees, smoking is not permitted at any OFC/NFOEC 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 Anaheim Convention Center. 

Underage Persons - Children and Infants

Due to the nature of OFC/NFOEC, children under the age of 18 are not permitted access to OFC/NFOEC education sessions, exhibit hall during set-up and tear-down, or ticketed social events (receptions, etc). Additionally, no one under the age of 21 will be served alcohol at OFC/NFOEC events and attendees may be asked to produce identification to confirm their age. Children may visit the exhibit hall during exhibit hall hours only, but must be accompanied by a parent or guardian. The parent or guardian must also sign a release of liability form before the child/children are allowed to enter the exhibit hall. Anyone 18 years old and above will need to register for an Exhibits Pass Plus badge in order to enter the exhibit hall. No strollers are allowed on the exhibit hall at any time. Parents traveling with small infants are ultimately responsible for making all necessary arrangements for the care and well-being of children or infants. Please plan ahead so that you are able to fully participate in an OFC/NFOEC conference or educational program. To obtain advance information on local support services, we recommend you contact the front desk or concierge at your hotel and inquire directly for assistance and information. Many hotels offer day care or babysitting services that may be scheduled in advance.

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 OFC/NFOEC management, will be asked to leave immediately.  Unauthorized solicitation in the Exhibit Hall or Technical Program is strictly prohibited.

Unsecured Items Policy

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 OFC/NFOEC 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.

Conference Etiquette

To make the conference experience an enjoyable event for all attendees, we ask that you please keep the following in mind:

• As a courtesy to our speakers, please refrain from the use of pagers or mobile devices of any kind during presentations.  These devices should be powered down or, at a minimum, set to silent.
• Please keep in mind that participants of this conference are in attendance to learn. Therefore, in consideration of all attendees we ask that you please take any conversations outside session rooms.

Conference Accessibility

The organizers and co-sponsors of OFC/NFOEC embrace accessibility and full participation and are dedicated to providing ADA-compliant accommodations to people of all abilities.

In order to accommodate the environmental sensitivities of some of your peers, if at all possible, please consider that moderation and restraint in the use of perfume, cologne, or scented products in sessions and events greatly enhances the ability of individuals who suffer from chemical sensitivities to fully participate in the OFC/NFOEC program.

OFC/NFOEC management staff will assist attendees with any accessibility accommodations to ensure a full experience for all. In order to plan effectively, we respectfully ask that individuals needing special accommodations provide our management staff with advance notice and pertinent information during the registration process. You may indicate your desire for a member of the OFC/NFOEC staff to contact you directly to discuss your individual needs. OFC/NFOEC staff will continue to make every effort to accommodate requests we receive on site.

To easily locate accessibility services, look for the ADA symbol throughout the conference, on our website, and in attendee materials.