SMPTE Media Technology Summit Event Terms and Conditions

By Agreeing to these Terms at Registration, you hereby:

 

  • Agree to abide by and adhere to all Event terms and policies, including the Event Code of Conduct;
  • Agree that you have reviewed SMPTE’s Privacy Policy (available at https://www.smpte.org/privacy-policy) if you wish to better understand SMPTE’s personally identifying information collection and use practices;
  • Consent to SMPTE’s collection, disclosure, access, maintenance, and use of your personally identifying information in accordance with SMPTE’s Privacy Policy, including without limitation, for payment processing and with third parties for marketing purposes (until you elect to not share your information with third parties (subject to the opt-out(s) described in SMPTE’s Privacy Policy));
  • Consent to receiving information from SMPTE regarding the Event and its related activities;
  • Acknowledge and agree to grant SMPTE the right to record, film, livestream, photograph, or capture your likeness in any media now available or hereafter developed and to distribute, broadcast, use, or otherwise globally to disseminate, in perpetuity, such media without any further approval from you or any payment to you. This grant to SMPTE includes, but is not limited to, the right to edit such media, the right to use the media alone or together with other information, and the right to allow others to use or disseminate the media; and
  • Agree to release, discharge, and hold harmless SMPTE and its Event partners, affiliates, officers, directors, agents, employees, contractors, volunteer staff, and successors from any and all liability that may arise directly or indirectly, now or in the future, by reason of any injury, damage, loss, or expense incurred by you or your property (in your possession or control) as a result of attending the Event;

Code of Conduct


SMPTE is committed to providing a safe, productive, and welcoming environment for all event participants and staff. All participants, including, but not limited to, attendees, speakers, sponsors, volunteers, exhibitors, SMPTE staff members, service providers, and all others are expected to abide by this Event Code of Conduct. This Policy applies to all SMPTE in-person events, including those sponsored by organizations other than SMPTE but held in conjunction with SMPTE events.


SMPTE has zero-tolerance for any form of discrimination or harassment by participants or our staff during any SMPTE events or activities. If you experience harassment or hear of any incidents of unacceptable behavior, SMPTE asks that you inform Events, so that we can take the appropriate action.


Unacceptable behavior includes but is not limited to:

  • Harassment, intimidation, or discrimination in any form, including, but not limited to:
    • Intimidating, harassing, abusive, discriminatory, derogatory or demeaning speech or actions.
    • Harmful or prejudicial verbal or written comments or visual images related to gender, sexual orientation, race, religion, disability or other personal characteristics, including those protected by law.
    • Inappropriate use of nudity and/or sexual images.
    • Real or implied threat of professional or financial damage or harm.
  • Inappropriate disruption of meetings, sessions, discussions, presentations, instruction, training, demonstrations, or other events organized by SMPTE.
  • Inclusion of promotional materials, special offers, job offers, product announcements, or solicitation for services within presentations, postings, and messages, except as provided by Exhibitors and Sponsors within company profiles on the event website or within the exhibitor booth.  SMPTE reserves the right to remove such messages and potentially ban sources of such solicitations.
  • Video or audio recording, reproduction or dissemination of any content presented during the conference sessions.
  • Use of any names or trademarks of SMPTE without express prior permission

 

SMPTE reserves the right to take any action deemed necessary and appropriate, including immediate removal from the event without warning or refund, in response to any incident of unacceptable behavior, and SMPTE reserves the right to prohibit attendance at any future event, virtually or in person.


All determinations of violations of this Code of Conduct will be made in SMPTE’s sole discretion and such decision(s) are final.

Badge Scanning
 

If you allow your badge to be scanned by an Exhibitor during the SMPTE Media Technology Summit you are actively consenting to the transfer of your personal data to that company. You have the right to deny being scanned in order to keep your information private. If you later wish to revoke your data from that company, you must contact them directly.  If you believe you have been scanned against your wishes, please let us know at events@smpte.org.

Refunds / Cancellations

A refund will be issued, less a 10% cancellation fee, for all paid registrations canceled by 15 September 2025. No refunds will be given for cancellation requests received after the deadline*; however, registrant substitutions may be made for a $25 fee plus any difference in Registrant Type. New registrations received after the deadline are non-refundable.


* Refunds and cancellations related to international visa denials are not subject to this deadline and affected registrants will have their registration fees refunded in full. Please contact events@smpte.org for assistance.

COVID-19 Policies
 

Attendees may indicate their contact comfort level on their badge, and we ask that everyone respect each other’s contact comfort.

If an attendee was exposed to or has a confirmed case of COVID-19, attendees are required to adhere to the CDC’s quarantine and isolation recommendations before the attendee is permitted to attend the event. Use the CDC’s quarantine and isolation calculator to determine how long you must isolate or quarantine, along with any other required preventative measures attendees should take to prevent the spread of COVID-19.

 

ASSUMPTION OF RISK


By agreeing to these terms at Registration, you are confirming that you have read and understood the above warning concerning COVID-19. You assert that attending the SMPTE Media Technology Summit is of such value to you that you accept the risk of being exposed to, contracting, and/or spreading COVID-19 in order to attend the Summit, and  hereby declare that you choose to accept the risk of contracting COVID-19 and you agree that you are personally responsible for your safety and actions while attending the Summit.

 

Policies subject to change without notice.


Last updated on July 1, 2025