The following is drawn from the Booking terms, with which all conference participants, including media representatives, are required to comply:
10. Recording (video / audio / still photography)
The following terms apply only to the areas hired by the Organizer, the Premises, and apply to all Participants including media representatives:
Main presentations room
In line with previous conferences, the Organizer has appointed individuals to make official video recordings and take still photographs of the daytime speaker presentations, and they will be published online in due course. The Organizer will have sole copyright of these materials.
During the presentations, Participants are not permitted to make video or audio recordings in the room with any equipment, including cameras, mobile phones, cellphones or smartphones. The Organizers will have sole copyright of any materials recorded in contravention of this rule.
During presentations and whilst seated, Participants may take still photographs of the speakers. Flash photography should not be used at those times.
Other than during presentations, Participants are permitted to make video or audio recordings, or take still photographs with any equipment, including cameras, mobile phones, cellphones or smartphones. However, they must obtain the prior approval of the Participants who will be recorded, before making these recordings. It is not permitted to make recordings which include Participants who have not given prior approval, e.g. those who may be in the background, or passing by.
Rooms and other areas in the Premises, other than the main presentations room
Participants are permitted to make video or audio recordings, or take still photographs, with any equipment, including cameras, mobile phones, cellphones or smartphones. However, they must obtain the prior approval of the Participants who will be recorded, before making these recordings. It is not permitted to make recordings which include Participants who have not given prior approval, e.g. those who may be in the background, or passing by.
The rationale for these rules
These rules are in place for a variety of reasons, including:
- consideration for the speakers, who deserve not to be distracted by flash photography during their presentations;
- the reasonable expectation of Participants for privacy during the conference;
- the comfort and convenience of Participants in walking around the venue without the risk of tripping over equipment, such as tripods supporting video cameras;
- the reasonable expectation of Participants to have a clear view of the speakers without Participants or video equipment and operators in their lines of sight.
Contravention of the rules
Participants who contravene the rules will be asked to desist from doing so. If they persist, they may be asked to leave the Premises, their security passes removed, and they will not be permitted to return to the Event. Nor will they be entitled to any financial compensation from the Organizer.
