ILDA Policy on Recording at the Conference (draft version 0.1)

AT ILDA CONFERENCE MEETING EVENTS

Handheld video recording is permitted, as long as the recording screen is not visible to others behind or to the sides.

During technical demonstrations, it is permitted for the presenter or a person approved by the presenter, to use a tripod to record their own presentations. The camera shall be removed during any other presentations not approved for recording by the presenter.

AT LASE-OFF AND AWARDS PRESENTATIONS

These are live events, meant to be enjoyed primarily by persons registered and attending the Conference. Video recording is not to be a distraction, nor to capture large portions of the event.

VIDEO RECORDING OF LASER PERFORMANCES

Handheld video recording of occasional performances is permitted, as long as the recording screen is not visible to others behind or to the sides. Do not hold the video camera away from your body; keep it close so as not to distract others.

Video recording with any type of support including tripods or propped up on a table is not permitted, without express permission from ILDA in advance. The restriction on propped-up video is because the recording screen may be a distraction to others.

VIDEO RECORDING OF AWARD PRESENTATIONS (NON-LASER)

It is acceptable to get up to record someone receiving an award. The recording screen may be visible to others in this case since the recording will be brief.

DATA RECORDINGS

The below applies to the equipment used in the back of the room, to display the laser shows

DATA — LASER JOCKEY

ILDA technical staff will record data during the Laser Jockey competition. This will be used so that the winning entries may be played back the next night, in part or whole, at the Awards Presentation.

The Laser Jockey data recordings will then be completely erased/reformatted so that there are no records, no backups (including recoverable automated backups), etc. 

The only exception is if the Laser Jockey performer gives permission in writing to ILDA, before the end of the Conference, using the Data Recording Permission Form below.

DATA — OTHER

ILDA technical staff may not record any laser show data at the Lase-Off (excepting Laser Jockey) or Awards Presentation without prior written permission from the ILDA Member who provided the laser show. Verbal permission or “getting it in writing after” is not acceptable; written permission must be in hand before any recording can be done.

DATA RECORDING PERMISSION FORM

For any show that is recorded, the person presenting the show shall agree to the following statement. If they cannot agree to this — if for example, there are elements in the show that they do not have rights to — then ILDA shall not record the show.

• I certify that this performance is my own work, based on my own artistic material and source assets and that I have acknowledged all material and sources used in its preparation, whether they be frames, cues, and/or any other kind of electronic source file. I also certify that this performance does not contain any third-party content, except where specific permission has been granted from all stakeholders and collaborators involved, and that I have not copied in part or whole or otherwise utilized the work of other artists or content creators without their express written consent.

The data recording permission form shall include checkoffs for specific use cases and distribution. These will include:

USE CASES

__ Use only for private examination of the data to help technical development of the ILDA Digital Network Standard. The show may not be displayed in public. Selected parts may be displayed only if necessary to show special features or technical concerns.

__ Use for limited public non-commercial display, such as at technical conferences, university “open house day”, or during a Lase-Off type enthusiast meeting (e.g., LaserFreak, SELEM). No further recording at such events is permitted, and control of the file and data is not given to any person other than the ILDA-responsible person.

__ Unlimited public display. May be shown commercially or non-commercially, as often as desired by the presenter.

DISTRIBUTION

__ Data may only be kept by the ILDA-responsible person(s) named below. Usually this is the person who recorded the data and/or who will do subsequent analysis of the data. Only this person may be in possession of the data — they may not provide it to others even if permission is given for public display.

__ Data may be given to other researchers, students or persons with a technical interest in the data. They are bound by whatever Use Cases are selected above. Note that ILDA would have less or no control over any misuse by these persons.

__ Data may be given to producers of an event where the show will be displayed. E.g., the tech staff at LaserFreak, SELEM, etc. who will play the show back. They will be asked to delete the data after the presentation. Again, note that ILDA would have less or no control over any misuse by these persons. (The event type is selected above in the Use Cases section.)

__ Data may be freely given to anyone. For example, ILDA may put up a webpage with the show IDN data file for download.