ASGSR Annual Meeting Photo, Video, and Social Media Policy

2026 ASGSR Annual Meeting

ASGSR welcomes professional and respectful photography, video, and social media engagement during the Annual Meeting. This policy is intended to support open scientific discussion, protect presenter preferences and intellectual property, and help attendees share meeting experiences appropriately.

Photography Guidelines and Best Practices

Photography by attendees for personal use and social media is permitted at social events, in the exhibit hall, and in public spaces throughout the ASGSR Annual Meeting. Photography during scientific sessions, lectures, poster sessions, plenaries, and workshops is also permitted unless otherwise indicated by the presenter.

Attendees are expected to follow these guidelines:

  • Do not photograph individuals under 18 years of age without explicit verbal or written permission from a parent or guardian.
  • Respect the preferences of presenters who indicate that photography is not permitted.
  • Presenters may communicate a “no photo/no recording” preference verbally, through signage, or on presentation slides or posters.
  • When sharing photographs of presentations, slides, posters, or presenters on social media or elsewhere, presenters should be identified and credited by name.
  • Photography should not disrupt presentations or interfere with attendees’ ability to participate. Please do not use flash photography, block views, or move excessively during presentations.
  • Photographs of presentations, slides, posters, or other meeting materials are for personal educational use only and may not be reproduced, distributed, published, or used commercially without permission from the presenter or copyright holder.
  • Do not photograph materials labeled confidential, proprietary, or restricted.

Photography Permission

Permission for attendee photography is understood to be granted unless:

  • A presenter displays a “no photo/no recording” notice on presentation slides, posters, or other materials.
  • A presenter or session chair explicitly states that photography is not permitted.
  • Materials are marked confidential or proprietary.

ASGSR reserves the right to support and enforce presenter preferences regarding photography and recording.

Audio and Video Recording Policy

Audio and video recording by attendees is permitted only in public areas, social events, and the exhibit hall unless otherwise posted.

To protect intellectual property, encourage open scientific discussion, and minimize disruption:

  • Recording of scientific sessions, oral presentations, plenaries, workshops, keynotes, poster presentations, or lectures is prohibited unless explicit permission has been granted by the presenter and ASGSR.
  • Livestreaming or broadcasting presentations without permission is prohibited.
  • Do not record minors without permission from a parent or guardian.
  • Be respectful and considerate of presenters and fellow attendees at all times.

ASGSR staff, contractors, or authorized media representatives may capture official photos, video, or audio during the meeting for archival, educational, promotional, and marketing purposes.

Official ASGSR Photography and Media Notice

Attendance at or participation in the ASGSR Annual Meeting constitutes consent to the use and distribution by the American Society for Gravitational and Space Research (ASGSR), and its representatives, of the attendee’s image, likeness, name, and voice in photographs, video recordings, livestreams, and other media for educational, promotional, marketing, archival, and reporting purposes related to ASGSR programs and activities.

Social Media Guidelines and Best Practices

ASGSR welcomes professional and respectful social media engagement during the Annual Meeting, including live posting from scientific sessions where permitted by presenters.

#ASGSR2026

When posting on social media, attendees should:

  • Include the official meeting hashtag: #ASGSR2026.
  • Credit presenters by name when discussing or sharing their work.
  • Respect presenter requests regarding photography and recording restrictions.
  • Treat all attendees, presenters, exhibitors, staff, and volunteers with professionalism, respect, and consideration.
  • Foster constructive scientific dialogue by critiquing ideas respectfully rather than attacking individuals.
  • Avoid sharing confidential, proprietary, unpublished, or sensitive research information without permission.
  • Do not share images of minors without permission from a parent or guardian.

ASGSR reserves the right to request removal of content that violates this policy or the meeting code of conduct.