VRTO 2023 Code of Conduct

Code of Conduct

VRTO Management is dedicated to providing a safe and welcoming experience for all VRTO 2023 participants. To this end, VRTO Management strictly prohibits any act that demeans, menaces, discriminates against, or harasses any VRTO 2023 participant based on their sex, gender, gender identity or expression, age, sexual orientation, disability, physical appearance, body size, race, color, national origin, ethnicity, religion (or lack thereof), creed, veteran status, technology choices, or other characteristic(s). Sexual language and imagery are not appropriate for any conference venue, including talks, workshops, parties, Twitter, and other online media. While at VRTO 2023 or any related events, staff, sponsors, volunteers, vendors, VRTO agents, speakers, attendees, exhibitors, media, and all other participants are prohibited from demeaning, menacing, discriminating against, and/or harassing any individual at VRTO 2023 based on any of the afore-listed characteristics; engaging in any acts of violence; possessing any item that can be used as a weapon; possessing any illegal substance; smoking (other than in designated areas); and/or failing to obey any rule or regulation of VRTO or of the venue.

Staff members must be permitted to focus on their duties and not be unnecessarily distracted from doing so. Repeated disruption that prevents members of staff from being able to properly fulfill their responsibilities by any attendee will be in violation of the code of conduct.

VRTO Management expects all VRTO 2023 participants to abide by this Code of Conduct at all conference venues and conference-related social events. If a participant engages in any prohibited or otherwise unacceptable behavior, VRTO Management, in its sole discretion, may take any action they deem appropriate, including removing the violator from VRTO 2023 without warning and contacting the authorities as necessary. VRTO 2023 participants who are removed from any event pursuant to this provision will not receive a refund of their admission fee. If you believe that you are the victim of or have witnessed any violation of this Code of Conduct, please report it to VRTO Management by emailing info at virtualreality dot to. All determinations of violations of this Code of Conduct will be made in VRTO Management’s sole discretion, and such decision(s) are final.

Please know that VRTO staff will be available to help participants contact venue security or local law enforcement, to provide escorts, or to otherwise assist those experiencing unacceptable behavior to feel safe for the duration of VRTO 2023.

This Code of Conduct is without prejudice to VRTO’s rights, all of which it expressly reserves. VRTO Management further reserves the right to modify this Code of Conduct at any time and in its sole discretion.

Registration Policies

Data Collection

By registering for VRTO 2023, you consent to VRTO’s collection and storage of the data on the registration form in Canada and/or the United States.

Email: You will have the opportunity to opt in to additional email communications through registration. VRTO and its vendors, exhibitors, and partners always treat your personal information with the utmost care and never sell or give it to other companies without your permission. When we contact you by email, all email campaigns from VRTO will contain instructions and/or hyperlinks to Opt In or Opt Out (unsubscribe) of our email lists. From time to time, you may see or hear of a company claiming to have data we’ve collected for sale or trade. These are scammers that are not associated with VRTO in any way. You are encouraged to report these instances to the proper authorities.

VRTO 2023 Member Registration

Photography Disclaimer

From time to time, VRTO or its contractors record, photograph, and/or stream the various aspects and activities of VRTO 2023 for both archival and promotional purposes. By attending VRTO 2023, attendees give VRTO and its contractors permission to use any attendee’s voice and image in any such archival or promotional recording, photograph, or streaming activity without any compensation or credit to the attendee.

Live streaming or video recording of live presentations is strictly prohibited.

Refunds / Cancellations

We do not accept refund requests.

VRTO 2023 reserves the right to cancel any program and assumes no responsibility for personal expenses.

• Refunds and cancellations related to international visa denials are not subject to this cutoff, and affected registrants will have their registration fees refunded in full. Additionally, registrants unable to travel to the show as a direct result of Government Action are not subject to this cutoff, and affected registrants will have their registration fees refunded in full.

Registration Verification / Changes

Changes to your registration can be made online through Eventbrite.

Suitcasing / Outboarding

Suitcasing and outboarding rules and regulations pertain to the show floor, VRTO 2023 public areas, OCAD, and official Conference locations.

VRTO restricts exhibitors from hosting or participating in competing or conflicting events or activities that occur during official VRTO 2023 hours; this is considered “outboarding.” Exhibitors violating this policy will be subject to cancellation of their booth without a refund and may not be invited to participate in future events.

VRTO has a zero-tolerance policy regarding “suitcasing.” All marketing and promotion must remain within the contracted exhibit space. Marketing materials may not be placed on conference tables or other areas that are not within the boundaries of the booth, both inside and outside of the Exhibit Hall. VRTO Management reserves the right to remove individuals or discard display materials that do not comply with these guidelines.

Policies subject to change without notice.
Last updated on July 13, 2022.