OCEANS Conference & Exposition Terms and Conditions
The OCEANS Conference & Exposition series is co-sponsored by the IEEE Oceanic Engineering Society (IEEE-OES) and the Marine Technology Societies (MTS). MTS and IEEE- OES, together with the organizers of the conference are referred herein as the “Organizers”.
An OCEANS conference is a great place to present your research, learn about new technologies and new science. It is also an excellent opportunity to expand your professional network, learn about new career paths, interact with potential collaborators and employers, and enhance your professional development.
For your own protection and that of all OCEANS conference attendees, you are required to register prior to attending any OCEANS event or activity. Prior to your registration, you must acknowledge and accept the Terms & Conditions contained herein. Should you not wish to accept these Terms & Conditions you should not register.
Submission of a registration constitutes as affirmation of your acceptance of the OCEANS Terms and Conditions.
The Organizers prohibit discrimination of any kind, as well as harassment and bullying against any person.
Certain countries require participants to obtain a visa when attending a conference and may also request a letter from the conference to verify a participant’s attendance at the event.
Visa invitation letters for OCEANS conferences will be issued upon request to conference attendees who are not subject to travel embargoes and have paid their registration fee in full. Such attendees should apply for a visa no later than three months prior to the conference.
Badges are required for admission to all OCEANS events and activities, including the Exhibit Hall. Badges are obtained by registering with the conference. Exhibit Hall only badges are complimentary.
The Organizers reserve the right to deny admission to any OCEANS event or activity to any person not showing an appropriate badge for that activity or event.
Registration Cancellations and Refunds
All requests for cancellation and refund of registration fees must be submitted in writing to firstname.lastname@example.org. Requests received on or before March 1, 2020 will receive a full refund, minus a SGD $100 processing fee. Requests received after March 1, but more than 7 days prior to the first day of the conference will receive a 50% refund, minus a SGD $100 processing fee. Requests received 1-6 days prior to the first day of the conference will not receive a refund.
Refund exceptions must be requested in writing to email@example.com within 20 days of the event’s closing; refunds requested after this are ineligible for refund. The treasurers of MTS and IEEE-OES will be responsible for adjudicating refund requests. Approved refunds will be processed after the conclusion of the conference.
Paid registrants who are unable to attend the conference and who did not request a refund have online access to the proceedings of the conference as well as any material streamlined in real-time or post-conference, with the understanding that access to such online material forfeits any refund request.
A registered author or co-author of a paper of a given OCEANS conference must present the paper in person during one of the Technical Sessions of that conference. The author(s) of a paper may not be changed once the paper has been submitted to the OCEANS conference. Papers that are not presented at the conference are removed from the proceedings of that conference. Substitute presenters may be permitted provided a request has been:
- Made in writing to the Technical Chair of the OCEANS conference
- Received at least 30 days in advance of the first day of the conference,
- Approved in writing by the Technical Chair of the OCEANS conference
If you accept an invitation to be a keynote speaker at an OCEANS conference, the Organizers may share your photograph, as well as your contact and biographical information with the conference attendees on the website of the conference. You may be asked also to complete either a release agreement or copyright form prior to your presentation.
The Organizers abide by the General Data Protection Regulation (GDPR, 27 April 2016).
By submitting your email address during the event registration process, you agree that the Organizers and their event partners may send you event-related information. A valid email address is required for all registrations.
OCEANS uses the personal data you provide in this registration for administering your participation in this event. This may include information about the event’s content, event logistics, payment, updates, and additional information related to the event.
OCEANS exhibitors, and other third parties may directly request and obtain your personal information by scanning your badge at their exhibit booths or presentations. Providing your information to them is optional. The Organizers take no responsibility for how these other parties use your personal information.
Except as described herein, the Organizers will not disclose your personal data to any other third party without your consent except where required to do so by law.
Photography, Videography, Audio
The Organizers may hire professional service providers (photo/video/audio) to document and display the event. By attending the event, you acknowledge and agree that the Organizers
- May edit and use footage captured at the event for marketing and promotional activities and for any other lawful purpose in the ordinary course of business;
- Disclaim all liability for the capture of your image in any multimedia format by other attendees at the event.
To comply with global data privacy laws, the Organizers impose certain restrictions on the use of multimedia at OCEANS conferences (e.g. photography, video, audio, online streaming, and all future mediums). An attendee is permitted to use hand-held cameras and/or smart phones to take photographs and capture digital images throughout the event for personal, non-commercial use, provided the photography is not disruptive (e.g. no flash, no obstruction). Such photographs and images may not be published, sold, reproduced, transmitted, distributed or otherwise commercially exploited in any manner whatsoever.
Permission is granted with the following exceptions:
- The presenter has affixed a “no photo” image provided by OCEANS to the poster or the presentation, or their own “no photo” image or language.
- The presenter, and/or the convener on behalf of the presenter, explicitly states to the audience the preference for no photographs. Understanding that attendees come in and out of the room during sessions, OCEANS recommends that presenters affix the “no photo” image on all slides to ensure that attendees are aware of the presenter’s preference.
- When photographs of a presenter, a presenter’s slides, or a presenter’s poster are shared on social media or elsewhere, the presenter must be identified by name.
- Individuals under 18 years of age may not be photographed without explicit verbal or written permission of a parent or guardian. If in doubt, ask.
Only contracted OCEANS exhibitors are permitted to promote their competing conferences, products, services, or company at the OCEANS conference. All company promotion and product sampling must occur within the contracted booth space. This includes, but is not limited to, handing out flyers, approaching exhibitor booths to see products, and leaving and/or distributing product information in public spaces and exhibit floor aisles.
Non-contracted exhibitors who have registered for the conference are prohibited from “working the aisles” from their suitcase (briefcase) and soliciting business or attendance for competing conferences in the aisles, conference areas, or hotels associated with OCEANS. Any “suitcasing” exhibitor observed by OCEANS attendees or contracted OCEANS exhibitors should be reported to the Organizers immediately. “Suitcasing” exhibitors will be asked to leave the conference and forfeit their badge; materials left will be confiscated and disposed of properly. Additional penalties may apply.
Non-contracted exhibitors are prohibited from distributing commercial materials in the OCEANS conference space, meeting space, and exhibit halls. The Organizers reserve the right to remove without notice any materials not in compliance with this policy.
Networking and recruiting are encouraged as long as these activities do not interfere with the technical proceedings.
The Organizers encourage OCEANS participants to use social media from their personal accounts to broadcast the content of the conference to a public audience provided such content does not infringe upon the rights of any attendee, sponsor, or third party.
The conference hashtag is #OCEANS20Singapore
When posting on technical presentations, please use the following format to properly attribute information: #OCEANS20Singapore
Be sure to reference the presenter and their affiliation. List speaker name or handle, affiliation and conference hashtag in tweets. If presenter is not on Twitter, give their first initial and last name. Most universities are on Twitter, so find their handles. For further guidance, see also: https://brand-experience.ieee.org/guidelines/social-media/social-media-overview/
All OCEANS attendees, speakers, exhibitors, and sponsors are solely responsible for their expressed views and for the content of all individual or corporate presentations, and all marketing or advertising material.
The Organizers reserve the right to change, amend, add or remove any of the above Terms & Conditions at their sole discretion and without prior notice. If one or more of the conditions outlined in these Terms & Conditions should become invalid, the remaining conditions will continue to be valid and apply. These Terms & Conditions apply to all OCEANS participants (attendees, speakers, sponsors, exhibitors).
Liability Waiver and Release
In consideration of being allowed to register for, and participate in the event, I hereby warrant and represent that I am age 18 or above and freely waive, release from liability, assume all risks, and covenant not to sue the Organizers or their members, employees, board members, agents, or volunteers for any expense, loss, damage, personal injury, including loss of life, disability, property damage, or property theft or actions of any kind that I may hereafter suffer or sustain before, during, or after the event, unless said expense, loss, damage, personal injury, including loss of life, disability, property damage or property theft or actions of any kind is caused by the sole, gross negligence of the Organizers. This Liability Waiver and Release is specifically binding upon my heirs and assigns and is knowingly given.