Photography / Media Consent

Photography & Media Consent

Version 1.0

The Swiss Robotics Association ("SRA", "Organiser") may arrange for photography, video recording, and live streaming during the Event for documentation, communication, and promotional purposes.

1. What We Record

Professional photographers and videographers authorised by the Organiser may capture:

General event atmosphere and venue images
Keynote speeches, panel discussions, and presentations
Exhibition areas, booths, and demonstrations
Networking sessions and social activities
Individual and group photos of attendees

2. How We Use the Materials

By checking the photography consent box during registration, you grant the SRA a non-exclusive, royalty-free, worldwide licence to use photographs, video recordings, and other media in which you appear for the following purposes:

Event documentation — recap articles, event reports, and annual review publications
Digital communications — the SRA website (swiss-robotics.org), newsletters, and email communications
Social media — SRA accounts on LinkedIn, X (Twitter), Instagram, YouTube, and other platforms
Promotional materials — brochures, presentations, and advertisements for future SRA events
Press and media — press releases shared with media partners covering the event

Materials may include your name, job title, and organisation in captions where editorially relevant.

3. Speaker & Presenter Content

If you are a speaker or presenter, your talk may be recorded and published (in whole or in part) on the SRA website and YouTube channel for educational and promotional purposes. Speakers will be informed separately of any recording arrangements and may opt out of publication.

4. Opting Out

If you prefer not to be photographed or recorded:

Collect a "No Photo" badge sticker at the registration desk upon check-in
Inform event staff or photographers directly — they will respect your request

The Organiser will make reasonable efforts to exclude identifiable images of Participants wearing the "No Photo" indicator from all published materials. However, in large event settings, incidental inclusion in wide-angle or crowd shots may occur.

5. Third-Party Sharing

Event media may be shared with:

Event sponsors — for co-branded event coverage and sponsor reports
Media partners — for press coverage of the event
Speakers — recordings of their own presentations

Media will not be sold to third parties or used for purposes unrelated to SRA activities.

6. Attendee-Generated Content

Participants are welcome to take their own photos and videos at the Event for personal and professional use, provided they:

Respect the wishes of other attendees who decline to be photographed
Do not record in areas where recording is restricted (as announced by the Organiser)
Comply with the Code of Conduct regarding consent and respectful behaviour

The SRA encourages attendees to share their event experience on social media using the official event hashtag.

7. Withdrawal of Consent

You may withdraw your consent at any time by contacting media@swiss-robotics.org, Upon withdrawal:

We will remove clearly identifiable images of you from our website and social media channels within 30 days, where technically feasible.
Removal from printed materials already distributed, third-party reposts, or archived press coverage may not be possible.
Withdrawal does not affect the lawfulness of use prior to the withdrawal.

8. Legal Basis

Photography and media consent is collected as an explicit opt-in during registration, in accordance with Art. 6(1)(a) GDPR and Art. 31(1) nDSG. Your consent is recorded with a timestamp in our registration system.

For general event documentation (e.g., wide-angle venue shots not focused on identifiable individuals), we rely on our legitimate interest (Art. 6(1)(f) GDPR / Art. 34 nDSG) in documenting and promoting our educational mission.

9. Contact

For questions about photography and media use:
Swiss Robotics Association
Zurich, Switzerland
Email: media@swiss-robotics.org