Photography and Videography

Photography, Videotaping and Recording

All photographing, filming, taping, recording, reproducing, imaging or capturing in any medium now known or hereafter devised, including via the use of tripod-based equipment or mobile devices, hereinafter referred to as “Capturing,” of the 2023 ASTRO Annual Meeting or content, material, presentation, attendees or exhibitors, Exhibit Hall or exhibits, including any display or equipment, is prohibited, except as allowed with the written consent of ASTRO. Capturing of education or scientific sessions and any of the programs and/or posters presented at the 2023 ASTRO Annual Meeting is strictly prohibited.

To obtain such consent, exhibitor must submit their capturing request and complete the Request/Waiver/Indemnification for Promotional Activity within Exhibitor’s Booth. Please send completed forms to Shirley Harris.

Exhibitor Photography and Videography

Exhibiting companies planning on conducting photography/videography within their booth are required to adhere to the following rules:

• All Capturing is restricted to the confines of each exhibitor’s booth and must not interfere with setup, event activities or teardown. No other vendor logos or equipment, nor the ASTRO logo, may be visible in any Capturing.
• Press conferences by exhibitors on the Exhibit Hall floor are prohibited. No press conferences may be scheduled at hotels or other locations away from the meeting during the official Annual Meeting hours of 7:00 a.m. - 6:15 p.m., Sunday, October 1, 2023 through Wednesday, October 4, 2023. Organizations planning off‐site media activities are encouraged to coordinate with ASTRO’s Press Office to ensure they do not conflict with ASTRO-sponsored activities.
• Approved Capturing times are as follows:

Candid Exhibitor Photography/Videography by Exhibitor or Official Show Photographer

Exhibitors may conduct limited photography and videography without the use of lighting, a tripod and/or other professional photography/videography equipment of their booth and products within their contracted exhibit space. Each Exhibitor has control over the space it has rented and may prevent those considered its competitors from gaining access to, photographing, videotaping or otherwise mechanically recording its exhibit or presentations. Candid photos and videos may only be taken during show hours.

Exhibitor shall ensure that it obtains consent from any person captured in any booth Capturing. Exhibitor releases ASTRO and SPARGO, Inc., and their employees and/or designated representatives from any claims or liability related to or arising from such Capturing. Exhibitor shall indemnify, defend and hold ASTRO and/or SPARGO, Inc., and/or their employees or designated representatives harmless from and against any and all claims, penalties, damages, losses, costs, charges and expenses whatsoever, including reasonable attorney’s fees and costs, relating to or arising from the Capturing. Exhibitor hereby agrees to waive the right of subrogation by its insurance carriers to recover losses sustained under its insurance contract including but not limited to real and personal property. Exhibitor expressly assumes responsibility for all entities and individuals involved in the Capturing and requires them to comply with the terms and conditions of these Photography, Videotaping and Recording rules.

Professional Photography/Videography by Non-official Contractor

Exhibitors who would like to use their own professional photographer/videographer for Capturing must also comply with the rules, policies and procedures for an Exhibitor Appointed Contractor (EAC) that are included in the Exhibitor Resource Center. In addition, exhibitor and the photography/videography crew must each sign the Request/Waiver/Indemnification for Promotional Activity within Exhibitor’s Booth form and submit via the online submission process by August 21, 2023. Further, exhibitor will be required to hire security through the official security services provider to serve as an escort at their own expense.

Penalties for Unauthorized Capture

In addition to the terms set forth in Section 38 of the Rules, ASTRO reserves the right to take any and all of the following actions for unauthorized capture or other violations of ASTRO's policy: (a) confiscation of film or digital disk/storage device, camera or other Capture device, or both (b) limit Exhibitor or participant's registration options at future ASTRO events and/or loss of priority points earned in 2023 (c) restrict media crews who violate the Rules from future participation at ASTRO events, and/or (d) expulsion from the Exhibit Hall and/or removal from the Event.

Photography, Videotaping and Recording by Film/Camera Crews for Press Coverage

Exhibiting companies who are working with or approached by independent news organizations for editorial/press coverage are encouraged to contact ASTRO's media relations team. During Exhibit Hall hours, members of the news media with an official ASTRO press badge may conduct photography or videography in the exhibit hall for news reporting purposes only. News media must have consent from exhibitors before photographing, audiotaping or videotaping in their booths. All registered press will sign an agreement to abide by these rules. For more information, contact ASTRO's media relations team.