USNUA Event Media & Recording Policy

Effective Date: 3/11/2026

Applies to all events organized, hosted, or co-located by the US Networking User Association (“USNUA”).

1. Purpose

This policy establishes guidelines for photography, audio recording, and video recording at USNUA events. It protects the rights of speakers, attendees, and sponsors while enabling appropriate documentation and promotion of our community activities.

2. Definitions

  • Event: Any meeting, conference, workshop, social gathering, or other activity organized, hosted, or co-branded by USNUA, whether held in a public venue, private facility, or virtual platform.
  • Recording: Any audio, video, photographic, or screen-capture capture of event proceedings, presentations, or interactions.
  • Commercial Use: Use of recordings in marketing materials, monetized podcasts or streams, paid publications, advertisements, or any content distributed for direct or indirect financial gain.
  • USNUA Authorized Media: Recording conducted by or on behalf of USNUA for its own promotional, educational, or archival purposes.

3. General Recording Policy

3.1 Notice of Recording

USNUA events may be recorded by USNUA or its authorized representatives for promotional, educational, and archival purposes. If USNUA is recording an event, attendees will be notified of this via:

  • Event registration terms and conditions
  • Signage posted at the event venue
  • Verbal announcement at the start of each session

3.2 Attendee Consent

By attending a USNUA event, attendees acknowledge and consent to being included in USNUA Authorized Media. Attendees who do not wish to be recorded should notify USNUA event staff, and reasonable efforts will be made to accommodate their request.

3.3 Personal Recording by Attendees

Attendees may take photographs and short personal recordings (e.g., capturing a slide for personal reference) unless a specific session is designated as “No Recording.” Personal recordings may not be used for Commercial Use without written consent from all identifiable individuals.

4. Third-Party Recording & Publication

4.1 Prior Authorization Required

Any individual or entity wishing to record USNUA event proceedings for publication or Commercial Use must:

  1. Obtain written approval from USNUA event leadership at least five (5) business days prior to the event
  2. Agree to comply with this policy and any additional terms set by USNUA
  3. Obtain individual releases from all identifiable speakers, panelists, and attendees featured in the recording
  4. Provide USNUA with a copy or link to published content upon request

4.2 Responsibility for Releases

The recording party bears sole responsibility for obtaining all necessary consents and releases from individuals appearing in their recordings. USNUA’s authorization to record at an event does not constitute consent on behalf of any speaker, attendee, or sponsor.

4.3 Right of Publicity

Third parties may not use the name, image, or likeness of any USNUA speaker or attendee for Commercial Use without that individual’s prior written consent. This obligation rests entirely with the recording/publishing party.

4.4 USNUA Brand Usage

Third-party recordings that reference, display, or imply USNUA endorsement must receive written approval from USNUA. Use of USNUA logos, trademarks, or branding in connection with third-party media is prohibited without prior written consent.

5. Speaker Expectations

If USNUA is recording an event, all speakers will be asked to sign a Speaker Release Form (provided separately) that addresses:

  • USNUA’s right to record and distribute the speaker’s presentation for non-commercial, educational, and promotional purposes
  • Whether the session may be recorded by third parties
  • Content ownership and licensing terms

Speakers retain ownership of their original content unless otherwise agreed.

6. Multi-State Recording Consent Considerations

USNUA events take place across multiple U.S. states with varying recording consent laws. Some states (including California, Illinois, Florida, and others) require all-party consent for audio recording. Attendees and third-party recorders are responsible for understanding and complying with the recording laws of the state in which the event takes place. USNUA will make reasonable efforts to identify applicable consent requirements and communicate them at each event.

7. Enforcement

USNUA reserves the right to:

  • Prohibit recording at any event or session at its sole discretion
  • Require deletion of unauthorized recordings
  • Remove individuals who violate this policy from the event
  • Pursue legal remedies for unauthorized Commercial Use of event recordings or USNUA branding

8. Limitation of Liability

USNUA makes reasonable efforts to enforce this policy but cannot guarantee that unauthorized recording will not occur. USNUA shall not be held liable for recordings made by third parties in violation of this policy. Disputes arising from third-party recordings are between the recording party and the affected individual(s).

9. Contact

Questions about this policy or requests for recording authorization should be directed to:

USNUA Event Operations - https://www.usnua.com/contact-us

Document Version: 1.0

Last Reviewed: March 11th, 2026

Approved by: Jason Gintert, President, USNUA