Policies and Terms of Registration
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 CLEO/QELS: 2010.
Limitation of Liability
You agree to release and hold harmless CLEO/QELS, IEEE Photonics Society APS/DLS and OSA from any and all claims, demands, and causes of action arising out of or relating to your participation in CLEO/QELS and use of the conference center and lodging facilities.
Event Cancellation
In the event that CLEO/QELS 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 CLEO/QELS sponsored events will make non-alcoholic drinks available. Conference participants are responsible for their own well being and you agree that neither CLEO/QELS and/or its sponsors will be held accountable for any events or occurrences resulting from excessive drinking, recklessness or negligence on your part.
Identification
Attendees are asked to present a Photo ID at registration in order to collect registration materials. Unless an exhibitor whose company has arranged for an advance group pick-up of badges, individuals may collect only their own individual registration packet. This procedure is in place to protect registration materials from getting lost and to allow CLEO/QELS 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 on-site 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 to gain assistance.
Press
Press registration for CLEO/QELS 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 http://www.cleoconference.org/media_center/index.aspx
Presenter / Presider
Important Registration Note: Each accepted CLEO/QELS: 2010 paper must have at least one listed author registered in order to be presented and included in IEEE Xplore Digital Library and OSA's Optics InfoBase. In addition, the paper must be presented during the conference to be included in IEEE Xplore Digital Library and OSA's Optics InfoBase.
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.
Student Registration
CLEO/QELS and its Co-Sponsors are pleased to offer many valuable benefits for student participation at this event, including discounted registration fees. These benefits are available exclusively to students. All Students must present a valid student identification card in order to register as a Student. Student ID Cards must show “Valid Thru” date. Student ID cards will be checked onsite at registration. Failure to produce a valid Student ID will result in the transfer of your student registration to a regular member or non-member registration category. No exceptions will be made.
Refunds
In order to receive a refund, cancellation requests must be in writing and sent by April 19, 2010 and will incur a $75 processing fee. No refunds will be issued on requests postmarked after April 19, 2010. Submit cancellations by:
- Mail: CLEO/QELS: 2010, c/o Showcare, 1200 G Street NW, Suite 800, Washington, DC 20005-3967
- Fax: +1 514.228.3174
- Email: cleoregistration@osa.org
Payment Method
Registrants not providing 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. CLEO/QELS accepts Checks, VISA, Diners Club, MasterCard, and American Express.
Purchase Orders
CLEO/QELS does not accept purchase orders.
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 CLEO/QELS events and facilities.
Photographs/Videos
You hereby grant CLEO/QELS, IEEE Photonics Society APS/DLS and OSA 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 CLEO/QELS for promotional use (i.e. brochures, association publications, web-based media – blogs, websites, e-newsletters). You hereby release and hold harmless CLEO/QELS, IEEE Photonics Society APS/DLS and OSA and their agents and assigns from all claims, demands, causes of action and liability related to said use of the material.
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 CLEO/QELS management. Any offences will be promptly handled by management and may lead to film or storage devices being confiscated.
Smoking
For the comfort and health of all attendees, smoking is not permitted at any CLEO/QELS 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.
Children and Infants
Due to the nature of CLEO/QELS, children under the age of 18 are not permitted access to CLEO/QELS education sessions, exhibit hall set-up or ticketed social events (receptions, etc). Additionally, no one under the age of 21 will be served alcohol at CLEO/QELS 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 a CLEO/QELS 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.
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 cell phones during presentations.
- 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 CLEO/QELS 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 CLEO/QELS program.
CLEO/QELS 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 CLEO/QELS staff to contact you directly to discuss your individual needs. CLEO/QELS 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.