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Event Policies

Cancellation by Attendee/Organization:

OCNI relies on an accurate attendance count to make necessary arrangements for our events, both in-person and virtual. Cancellations can be processed if received in writing seven (7) days before the event. The registrant will receive a refund less a 10% administration fee. No refunds will be provided within seven (7) days of the event. Registrants may transfer their registration to someone else at any time for no additional fees. Registrations cannot be transferred from one event to another or between companies.

Attendees can process cancellations for free events. To do so, you must go to the event listing, select ‘already registered,’ sign in, and then select cancel registration.

Event Cancellation:

If, for some unforeseen reason, OCNI should cancel an event, processed registration fees will be refunded to registrants within 14 days of cancellation notice. Registrants will be responsible for the cancellation of travel arrangements or housing reservations and the applicable fees.

If OCNI must postpone an event, no refunds will be issued unless requested in writing by the attendee/organization. Registrations will be automatically transferred to the new event dates, and OCNI will notify attendees the date change.


All refund requests must be made in writing to accounting@ocni.ca and managed based on the policies outlined on this page. All refunds will be processed back to the attendee/organization in the original payment method.

Attendee Substitutions:
Registrants who cannot attend an event are encouraged to exercise the option of providing a substitute participant to attend in his/her place. Written notification of a substitution will be accepted by email up to two days before the event.

Virtual Events:

Virtual events are meant for registered participants only. Please do not forward the Webex calendar invite or link for the virtual event or share it with anyone who has not registered for this event.  This includes sharing your screen with another person who has not registered for the event. Please respect your fellow registrants’ privacy. Do not record, take screenshots, or post anything that occurs in the Virtual event. Unless otherwise indicated, OCNI free virtual events are a benefit of membership. Registration approval is based on a check against our membership database.

To get the most out of the session, we strongly encourage you to join via computer with a webcam and microphone; smartphones and tablets are not recommended.  Participants have had the best experience when choosing to download the Webex client.  Cisco Webex is optimized for use in most browsers; for those using Chrome, you may need to add the Cisco extension to ensure full access to the webinar.

Online Commenting Policy:

OCNI moderates all comments posted in an online event. We encourage robust discussion, the exchange of scientific ideas, and the sharing of multiple, diverse perspectives. We expect the discussion to be consistent with the norms of scholarly research community interactions at events. Online event participants should report any comments or content that falls short of those community norms. We will remove comments, content, or people that are considered inappropriate by OCNI standards or that:

  • are defamatory, libelous, obscene, indecent, abusive, or threatening to others;
  • infringe the copyright, trademark, or other rights of a third party;
  • upload viruses or are a cybersecurity hazard;
  • are off-topic or inappropriately commercial; or
  • violate any applicable laws or regulations.

Information Sharing:

OCNI may share the following information you have provided through the registration form in printed program materials, online program materials, and mobile applications: name, title, institution/organization, mailing address, phone, and email. This information will be kept principally on ONCI’s AMS and internal computer systems and cloud server. Subsets of this information may be made available to the meeting host or event speakers for logistical purposes. Additionally, some or all this information may be transferred across country borders, and there is the possibility that the information may be transferred to countries without adequate privacy safeguards.

Information on presentations will be used by OCNI staff or speakers to approve or reject session attendance.

Hold Harmless:

Attendee agrees to release and hold harmless OCNI from all claims, demands, and causes of action arising out of or relating to your participation in the event you are registering to participate in and use of any associated facilities, hotels, venues, or virtual environs.

Anti-Harassment Policy:

It is OCNI policy that all employees, volunteers, and participants are entitled to respectful treatment. Any form of bullying, discrimination, harassment, sexual or otherwise, is unacceptable and will not be tolerated. This policy applies to all locations and situations where OCNI business is conducted and all OCNI-sponsored activities and events.

Capture and Use of a Person’s Image

By registering for an OCNI event, you grant full permission to OCNI to capture, store, use, and/or reproduce your image or likeness, including incidental capture of any individuals in your household or workplace, by any audio and/or visual recording technique, and create derivative works of these images and recordings in any SPIE media now known or later developed, for any legitimate OCNI purpose. By registering for an OCNI event, you waive any right to inspect or approve the use of images or recordings or any written copy. You also waive any right to royalties or other compensation arising from or related to the use of the images, recordings, or materials. By registering, you release, defend, indemnify and hold harmless OCNI from and against any claims, damages, or liability arising from or related to the use of the images, recordings or materials, including but not limited to claims of defamation, invasion of privacy, or rights of publicity or copyright infringement, or any misuse, distortion, blurring, alteration, optical illusion or use in composite form that may occur or be produced in taking, processing, reduction or production of the finished product, its publication or distribution.