Event Policies and Terms
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 on-site and virtual). 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 OFC.
Code of Conduct
All Conference guests, attendees, and exhibitors are subject to the Anti-harassment Policy and Code of Conduct. Conference management reserves the right to take any and all appropriate actions to enforce the Anti-harassment Policy and Code of Conduct, up to and including ejecting from the Conference individuals who fail to comply with the policy.
Read the full code of conduct policy
Badges (On-site Only)
Conference attendees are reminded to wear their badge to access conference events. Each badge is unique to the registrant and may not be sold, given, or transferred to another individual. However, for safety reasons, please remember to remove your badge when you are outside of the OFC events and facilities. There will be a USD 25 reprint charge for any missing badge that needs to be replaced.
The organizers of OFC embrace accessibility and full participation and are dedicated to providing ADA-compliant accommodations to people of all abilities.
OFC Management Staff will assist attendees with reasonable accessibility accommodations to ensure a full experience for all. In order to plan effectively, we respectfully ask that individuals needing 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 OFC Staff to contact you directly to discuss your individual needs.
For on-site participants:
OFC Staff will continue to make every effort to accommodate reasonable requests we receive onsite. To easily locate accessibility services, look for the ADA symbol throughout the conference, on our website, and in attendee materials. 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 OFC program.
In the event that OFC 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.
Alcoholic Beverages (On-site Only)
Recognizing the nature of receptions and the potential for alcohol abuse at conferences, all OFC sponsored events will make non-alcoholic drinks available. Conference participants are responsible for their own well-being and you agree that neither OFC and/or its sponsors will be held accountable for any events or occurrences resulting from excessive drinking, recklessness or negligence.
Exhibitor (On-site Only)
Each contracted exhibitor is entitled to one complimentary Full Conference badge and unlimited Booth Personnel badges per 10’x10’ 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 Full Conference 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. Primary (Key) contacts are not automatically registered when signing up for their booth.
The organizers and co-sponsors of the Conference shall not be held responsible for any delay or failure in performance of their obligations hereunder to the extent such delay or failure is caused by fire, flood, natural disaster, strike or labor dispute, military authority, imposition of law or regulation, riot or civil unrest, acts of God, acts of terrorism, acts of war, epidemics, pandemics, restrictions or recommendations issued by a governmental agency or recognized health organization such as the CDC or World Health Organization, the un-availability of the Venue or other similar exigent circumstance or emergency beyond the organizer’s and co-sponsors’ reasonable control, making it illegal, impossible, impracticable or inadvisable in organizer’s and co-sponsors’ sole discretion to hold the Event. For one or more of such reasons, the organizers and any co-sponsors of the Conference may postpone, reschedule or cancel the event without liability on their part. In the event the conference cannot be held or is postponed pursuant to this section, the organizers and co-sponsors of the Conference shall not be liable to attendee for any direct, consequential or incidental damages, costs, or losses incurred, such as transportation costs, accommodations costs, or financial losses.
Health and Safety Practices (On-site Only)
OFC follows the guidance of The Centers of Disease Control (CDC) as it relates to COVID-19 and other communicable diseases along with local requirements to meet safely. Proof of vaccination may be required. Requirements are subject to change.
For up-to-date information, please visit www.ofcconference.org
Identification at Registration (On-site Only)
Attendees are asked to present a Photo ID at registration in order to collect registration materials. This procedure is in place to protect registration materials from getting lost and to allow OFC 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.
Laser Pointer Safety Information/Policy (On-site Only)
OFC supplies tested and safety approved laser pointers for all conference meeting rooms and for short course rooms if instructors request one. For safety reasons, OFC requests that presenters use our provided laser pointers available in each meeting room.
If using your personal laser pointer:
Please have it tested at your facility to make sure it has <5 mW power output. Laser pointers in Class II and IIIa (<5 mW) are eye safe if power output is correct. Labeling may not be accurate so testing the device is important. Commercially available laser pointers may incorrectly label their wavelength and power output.
We require that you come to the Speaker Ready Room onsite and test your personal laser pointer on our power meter. If the pointer fails, you will not be able to use the pointer at the conference.
Misuse of any laser pointer could lead to eye damage. In California, it is a criminal misdemeanor to shine a laser pointer at individuals "who perceive they are at risk." Anyone who uses a non-OFC supplied laser pointer shall be personally responsible for any injuries associated with their use of the device and shall indemnify OFC for any and all claims or liabilities associated therewith.
Limitation of Liability
When participating in OFC and all of its events, you shall bear all risk of injury, illness (including COVID-19 or other infection), death, property damage or other loss. You agree to release, hold harmless and forever discharge OFC, Optica (formerly OSA), IEEE Photonics Society, IEEE Communications Society, and the officers, directors, employees, representatives, agents, successors and assigns of each organization from any and all damages, claims, demands, liabilities, and causes of action arising out of or relating in any way to your participation in OFC and all of its events, including but not limited to the use of the convention center and lodging facilities.
Media registration for OFC is offered on a limited basis and is reserved for editorial members of the working media and for analysts. All members of the media and analyst community must present proper identification in order for media credentials to be issued. A complete list of materials required for registration can be found at the media credential requirements page.
All memberships will be verified during the registration process. If you are registering onsite 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 for assistance.
Registrants that do not provide 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. VISA, MasterCard, American Express, checks and wire transfers are accepted during the pre-registration process. At onsite registration counters, fees will have to be paid cash or with credit card.
Personal Information / Badge Scanning
Registration information will be part of a database that is accessible only to OFC and the co-sponsors. OFC and its co-sponsors uses your contact information to provide you with up-to-date information about the Conference as well as about related OFC and co-sponsors’ goods and services. OFC may make registrants’ contact information available to exhibitors and supporters based upon registrant opt-in preferences provided during registration. OFC will not give your contact information to anyone without your consent. Attendees who wish to stop receiving subsequent communications from exhibitors or co-sponsors must opt-out with them directly.
For on-site participants:
Exhibitors or co-sponsors may ask to scan your badge at exhibit booths and session rooms. Please note that the scanning of your badge is optional. When you allow your badge to be scanned by exhibitors and/or co-sponsors during OFC, you are opting-in to receiving communications from them. You will be subject to those entities’ communications and privacy policies and must opt-out with them directly. OFC is not responsible for their use of your information.
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 OFC management. Any offences will be promptly handled by management and may lead to film or storage devices being confiscated and possible expulsion from the conference or exhibit.
You hereby grant OFC, Optica, IEEE Photonics Society and IEEE Communications Society an irrevocable, worldwide, perpetual, royalty-free, fully-paid up license to reproduce, copy, display, perform, or otherwise use any screenshots, photos, videos or audio recordings taken of you by management’s designated vendor(s) during OFC for promotional use (i.e. brochures, association publications, web-based media – blogs, websites, e-newsletters). You hereby release, hold harmless and forever discharge OFC, Optica, IEEE Photonics Society and IEEE Communications Society and their officers, directors, employees, represenatives, agents, successors and assigns from all damages, claims, demands, causes of action and liability related to said use of the screenshots, photos, videos or audio recordings taken of you.
Presenters: Session & Poster
Important Registration Note: Each accepted OFC 2023 paper and poster must have at least one listed author registered in order to be presented and included in IEEE Xplore Digital Library and Optica Publishing Group platform. In addition, the paper must be presented during the conference to be included in IEEE Xplore Digital Library and Optica Publishing Group platform. All speakers must be registered by 23:59 EST (UTC-05:00) on Friday, 24 February 2023.
OFC does not accept purchase orders.
Recordings: Audio, Video or Digital Capture
For copyright reasons, recordings of any kind are strictly prohibited without prior written consent of show management. In conjunction with (or soon after) the launch of the registration website, OFC Management will release information on specific conference program types that will be recorded for on-demand viewing. Any presenter being recorded during sessions or at the conference must file a signed written consent form. Technical attendees of the conference may access online content for a limited time following the conference. Recording or audio/video capture of any kind during sessions or show floor activities by attendees is strictly prohibited.
Access to OFC content is strictly limited to registrants. However, sharing of content posted by show management on OFC websites or on OFC and its co-sponsors social media platforms is permitted.
Registration Payments, Cancelations and Refund Information
Checks and Money Orders All checks must be in US dollars and made payable to Optica (formerly OSA). Please indicate the check number on the registration form.
Bank Drafts and Wire Transfers Please indicate on your registration form which bank was used and when the deposit was made. Also, please notify Optica of the transfer to avoid any lost or unidentified payments.
Cancelling a Registration
All requests for refunds must be received in writing by Tuesday, 21 February 2023. A USD 75 service charge will be assessed for processing refunds. All registrations received after Tuesday, 21 February 2023 are NON-REFUNDABLE. Please allow four to six weeks for processing. Note that the Postdeadline Papers notifications typically occur after the refund cut-off date. Keep this in mind when registering.
Registration Substitution Policy
Replacement of a registered attendee by a business colleague/co-worker will be accepted without substitution fee. The new attendee must be named in the written notification by the original registrant. If the original registrant was registered as a member, the new member must also be a member or join before registering to receive the discounted rate.
Registration Waivers: Emerging Economies
Optica (formerly OSA), IEEE Communications Society and IEEE Photonics Society Members residing in Low- and Lower-Middle Income countries (as defined by the World Bank) are eligble for free, waived registration to OFC. Choose to attend in-person or participate online.
Smoking (On-site Only)
For the comfort and health of all attendees, smoking is not permitted at any OFC 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. Please note that smoking is also strictly prohibited by the Convention Center.
OFC and its co-sponsors are pleased to offer many valuable benefits for student participation at this event, including highly discounted registration fees. These benefits are available exclusively to undergraduate and graduate students who are enrolled full time and have not received a Ph.D. Post- docs may not register as students.
For on-site participants:
All Students must present valid student identification that includes an ID number and “Valid Thru” date. Student identification will be checked on-site at registration.
International student identification must be presented in Roman alphabet. If your ID is not in this format, you may present a letter from your university on university letterhead as a second form of ID. Failure to produce a valid Student identification will result in the transfer of your student registration to a regular member or non-member registration category. No exceptions will be made.
Unauthorized Solicitation Policy
Any company or representative of a supplier who is not an exhibitor and is observed to be soliciting business in the exhibit hall (on-site and virtual), in another company’s exhibit space, in the aisles of the exhibit hall or any other area of the conference deemed inappropriate by OFC management, will be asked to leave immediately. Unauthorized solicitation in the Exhibit Hall or Technical Program is strictly prohibited.
Underage Persons - Children and Infants (On-site Only)
Due to the nature of OFC, children under the age of 18 are not permitted access to OFC education sessions, exhibit hall during set-up and tear-down, or ticketed social events (receptions, etc.).
Additionally, no one under the age of 21 will be served alcohol at OFC events and attendees may be asked to produce identification to confirm their age. Children 12 years old and above may visit the exhibit hall during exhibit hall hours only, but must be accompanied and supervised by a parent or guardian at all times. Parents or guardians shall reimburse OFC for any and all property damage or liabilities caused by their children. The Limitation of Liability provision herein shall also apply to children visiting the Exhibit. Parents or guardians shall bear all risk of injury or loss to their children. Anyone 18 years old and above will need to register for an Exhibits Pass Plus badge in order to enter the exhibit hall. 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 an OFC 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.
Unsecured Items Policy (On-site Only)
Personal belongings such as briefcases, backpacks, purses, coats, book bags, laptops, tablets or mobile devices, etc. should not be left unattended in meeting rooms or public areas. These items are the responsibility of their owner and OFC management will not be held responsible for their safe keeping should they become lost or stolen. Additionally, any unattended items may be subject to removal by security upon being discovered.