By making a submission to the ASIS&T Annual Meeting, all presenters agree to abide by the following policies:
Registration
For papers and posters, one author must pay the registration fee for at least the day of the presentation and present their work at the conference. Multiple co-authors are encouraged to attend, as well. For panels, alternative events, and workshops, all presenters listed on the submission or added subsequently must pay the registration fee at least for the day of the session to present as part of the session during the conference. Presenters who have not registered on or before the early bird registration deadline may be removed from the conference program, and their papers will be removed from the Proceedings.
If others aid in formulating the presentation but will not actually be presenting remotely or in person during the conference, you may acknowledge their contribution at the end of the submission but do not list them as a presenter in the ConfTool submission system.
Intellectual Property
You represent and warrant that any materials that you distribute or use in connection with the conference, except for the templates as provided by ASIS&T, will in no way violate any intellectual property rights of any party, including copyrights or trademarks. You agree to indemnify, defend and hold harmless the ASIS&T, its officers, directors, employees, volunteers, and authorized agents from and against any and all third-party claims, actions, causes of action, losses or liabilities, injuries or damages to persons or property, costs and expenses, including reasonable attorneys’ fees and court costs, arising out of or related to any such violation of another party’s intellectual property rights. You further warrant that all materials contained in the handouts and in your presentation were created by and are owned by you and that any materials not created or owned by you are the subject of valid written permissions obtained by you from the copyright owners. Such permissions shall include an acknowledgment that the materials which are the subject of the permission may be reproduced and/or distributed and sold by ASIS&T without payment by ASIS&T to you or any party granting such permission. Upon request by ASIS&T, you agree to provide copies of such third party written permissions. These representations and warranties on your part shall survive the termination or expiration of this Agreement for any reason.
Display of Materials, Drawings, Promotion, and Selling
You agree you will not display or sell materials of any nature (e.g., books, manuals, flyers, DVDs, etc.) at or in connection with the conference. You will not promote your product(s) or program(s) as part of the presentation. However, you are allowed to invite attendees to provide their contact information should they wish for additional information or follow-up (conference attendees, however, are not required to do so).
Audio Recording / Photography / Videography
ASIS&T reserves the right to video, photograph, and audio record and/or broadcast all presentations for archival and promotional purposes at its sole discretion. These recordings may be also be made available to ASIS&T members and the public, either complimentary or for a fee, as determined solely by ASIS&T, with no obligation to compensate you for the same. You authorize the ASIS&T and its employees, volunteers and authorized agents, and its successors and assigns to make and reproduce recordings, transcripts, quotations, excerpts, reports, or other copies of your presentations, handouts, slides, and audio/video associated with your appearance in the Conference. ASIS&T will provide you with a file copy of the session recording for use at your sole discretion. If you choose to make the recording of your session available, you agree to reference the Conference as the original source of the recording. You will retain the copyright on your materials and hereby grant to ASIS&T an unlimited, irrevocable, perpetual, and royalty-free rights to reproduce, distribute and sell this intellectual property throughout the world, and there will be no additional compensation due to you therefore. Any subsequent reproductions of this intellectual property by ASIS&T will include a copyright notice approved by you.
CN-SPAM Act, GDPR, and CASL Compliance
By your participation in this ASIS&T conference, ASIS&T is seeking your express consent to have your electronic personal information stored on our computers and to receive relevant emails from ASIS&T Headquarters. In compliance with the CAN-SPAM Act, GDPR, and CASL all e-mail sent from our organization will clearly state who the email is from and provide clear information on how to contact the sender.
Limited Liability and Indemnity
You agree that neither the ASIS&T nor any of its officers, directors, members, volunteers, agents, and employees (the “Organizers”) shall be held liable for any damage, loss, harm, claims, demands, suits, liability, costs, attorney’s fees, and expenses of whatever kind or nature or injury to person or property (collectively the
“Losses”) of yours or any of your officers, directors, agents, or employees resulting from or arising out of or related to the Conference and/or your presentation at the Conference. You expressly waive and release any claims or demands you may have against the Organizers by reason of any Losses incurred in connection with any typographical errors or other inaccuracies, such as in your name and biography which may ultimately appear in any printed materials relating the Conference. Further, you hereby forever waive and release any and all claims or demands you may have against any of the Organizers or any third-party vendor employed by the Organizers and which arise out of or result from any technological difficulties, malfunctions, failures, etc. that may be the responsibility of the Organizers or a third-party vendor retained by the Organizers.
You shall indemnify, defend, and hold harmless the Organizers from and against any and all third-party claims and/or Losses which might result from or arise out of any action, error or failure to act on your part or any of your officers, directors, agents or employees in connection with your participation in the Conference or your presentation at the Conference, including, but not limited to, claims alleging defamation, slanderous content or trademark or copyright infringement. ASIS&T undertakes no duty to exercise care, nor does it assume any responsibility for the protection and safety of you, your officials, agents or employees, or for the protection of the property of you or your representatives or of property use in connection with your participation in the Conference, from theft or damage or destruction by fire, accident or other cause. Any protection exercised by ASIS&T shall be deemed purely gratuitous on its part and shall in no way be constructed to make it liable for any Losses suffered by you. It is your sole responsibility to maintain proper insurance coverage for your property and liability.