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. 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. However, for safety reasons, please remember to remove your badge when you are outside of the OFC events and facilities. There will be a US$ 25 reprint charge for any missing badge that needs to be replaced.
The organizers and co-sponsors 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. You may indicate your desire for a member of the OFC staff to contact you directly to discuss your individual needs. OFC staff will continue to make every effort to accommodate reasonable requests we receive.
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.
Each contracted exhibitor can purchase Virtual Exhibitor Full Conference Passes at the rate of USD 375.00 to receive access to the technical portion of the conference. Virtual Exhibit Booth Staff can register complimentary.
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. Primary 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.
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
You shall bear all risk of injury or loss. You agree to release and hold harmless OFC, Optica, IEEE/Communications Society and IEEE Photonics Society, and the officers, directors, employees, representatives, agents, successors and assigns of each society from any and all damages, claims, demands, liabilities, and causes of action arising out of or relating to your participation in OFC and all OFC events, including but not limited to the use of the online platform.
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.
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. Checks, VISA, Diners Club, MasterCard, Discover, and American Express are accepted.
Personal Information / Badge Scanning
Registration information will be part of a database that is accessible only to OFC and the OFC 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 will 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 communications from Exhibitors or co-sponsors must opt-out with them directly.
To share your profile data during a virtual visit to a OFC exhibitor booth you can present your virtual business card to the exhibitor. OFC is not responsible for their use of your information.
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 2021 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 EDT (UTC-04:00) on Friday, 28 May 2021.
Pricing and Refund Information
There is a USD 76 non-refundable administration fee for processing any refunds. Requests for refunds must be received prior to Monday, 24 May 2021 23:59 Eastern Daylight Time (UTC-4:00). All registration fees are non-refundable after this date.
OFC management is committed to protecting your personal data. The privacy notice on our website outlines how we collect, share and use your personal data, and how you can exercise your privacy rights involving your data.
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. OFC captures all of the virtual plenary, technical and show floor sessions and events. 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 mangement on OFC websites or on OFC and its co-sponsors social media platforms is permitted.
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.
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.
Unauthorized Solicitation Policy
Any company or representative of a supplier who is not an exhibitor and is observed to be soliciting business in the virtual exhibition, in another company’s sponsored content or any other area of the conference deemed inappropriate by OFC management, will be asked to leave the virtual platform immediately. Unauthorized solicitation in the Virtual Exhibition 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.