IESALC Rules and Regulations / Code of Conduct
· Technical Paper Presentation Guidelines
o The technical papers presented at the IESALC Conference are to be purely technical, with absolutely no marketing of the presenter’s company or its products. To aid with this effort, an IESALC template is available by request from the Vice Chair at vice-chair@iesalc.org. The presenter can only put their company logo with contact information on the first and last slides. No exceptions. No mention of any corporate entity shall be made during the presentation, nor the products the company has to offer to address or enhance the technology. If such rules are violated, and the presentation is deemed commercial or marketing the company’s products, the presenter will not be allowed to present at future conferences, and participation in future events will be challenged for such conduct. Furthermore, any representation of competitors’ products or the position or action of regulatory or funding agencies must be represented in a professional manner with the intent to promote dialogue and further the industry rather than advance one product or solution.
· Attendee Conduct During Presentations
o The IESALC typically schedules 2-3 presentations between breaks for coffee, snacks, or lunch. The attendees are strongly encouraged to remain in the room for all presentations before leaving the room for breaks. If an attendee needs to leave the room after one of the presentations begins and before the end of the session, the attendee shall leave the room very quietly and respectfully. Particular care must be extended as presenters are being introduced by the moderator. We have experienced a very loud environment with lots of movement between presentations. We must show the utmost respect to all presenters, especially while being introduced. With this considered, all conversations, phone calls, and disruptions need to be eliminated while in session for presentations, especially between presentations within a session.
· Company Sponsored Events During the Conference
o The IESALC understands that many companies in the industry would like to host their own events during the week of the IESALC Conference, and we encourage interaction with conference participants. While the IESALC Executive Committee is available to provide tentative meeting schedule information to company-sponsored event planners, the IESALC Committee does not sanction or approve these events, and these events are organized and implemented outside of the IESALC event itself. The Committee cannot provide attendee contact information to company-sponsored event planners, and any use of the current year registration information for company-sponsored events is expressly prohibited. No such event may interfere with the established agenda and accompanying schedule. If it is found that the events are being advertised to imply that the IESALC has sanctioned, approved or helped plan the event, the IESALC will require the event to be canceled and that such company’s participation in future events be challenged for such conduct.
· Use of IESALC Contracted Space
o Under no circumstances may a company attending the conference use IESALC contracted space to enhance an event they are running. This is especially true while the conference is in session.
· Use of IESALC Logo and Marketing Material
o The IESALC allows members attending Technical Meetings to mention the Committee and Technical Meeting in their marketing materials. However, the logo must remain “as is,” and members can only announce that they will be attending the Technical Meeting and, if applicable, what booth they will be exhibiting in. Under no circumstances may the attendee embed its logo with the IESALC Logo to promote its involvement in the planning and implementation of the events. The IESALC must stand alone as a committee focused on technology advancement and not be involved in co-marketing any individual entity.
· Use of Trade Show Space
o The IESALC offers 10’ x 10’ booth space to every attendee who chooses to exhibit at its Day Show. The space size must remain consistent for every attendee so that there are no perceptions of advantage in exhibiting to one company over another. Companies may be permitted to purchase one additional 10’ x 10’ booth space if available once other vendors have been allocated space. Additional booth requests must be made during the initial booth reservation, but they may not be confirmed until 30 days before the event. Each booth space must remain intact, with each space purchased still representing a 10’ x 10’ space. Under no circumstances may the railing delineating the booth space parameters be taken down or altered to create a larger booth space. To ensure fair access to all trade show participants, no adjustments can be accommodated once a booth has been selected.
· Use of Registration Data
o IESALC collects registration data for the sole purpose of conducting Technical Meetings. All members with access to current year registration data as part of their volunteer role shall take measures to protect the data in their care and shall not disseminate or use this data for any use other than the execution of the IESALC Fall and Spring Technical Meetings, or other meetings as designated by the Chair. Using current-year registration data for planning company-sponsored events is expressly prohibited. At the conclusion of the technical meetings, registration data, including member names, organizations, titles, and email addresses, will be posted on the IESALC website to further the networking and professional relationships established at the technical meetings. Members have the right to correct or withhold their contact data from any published attendance information. Members wishing to correct, withhold, or limit contact information shall do so by emailing webmaster@iesalc.org and copying chair@iesalc.org within 7 days of the end of a Technical Meeting. The Webmaster or Chair shall respond to confirm details of the request.
· Educational Opportunities Promoted Through IESALC Communication Channels
o IESALC provides a space on their website for educational opportunities for members. For inclusion of an event on this list, email chair@iesalc.org with a description of the event, and a link to sign up. All included opportunities must:
§ Be free to attend
§ Be connected to the mission of lighting in aviation
§ Be primarily intended as educational opportunities in line with our guidance on Technical Paper Presentation Guidelines, and not primarily be sales pitches for company products or services.
o By providing opportunities for listing, the sender certifies the above as true, and gives IESALC permission to post a link to the event on their website and include in electronic communication. IESALC accepts no responsibility for the event or its content.
