2026 Indiana Library Federation (ILF) Annual Conference

Session Recording and Photography Policy

Purpose

The Indiana Library Federation (ILF) is committed to providing an educational environment that encourages open discussion, professional learning, and the exchange of ideas. To protect the intellectual property, privacy, and participation of speakers, exhibitors, sponsors, and attendees, unauthorized recording of conference sessions is prohibited.

Policy Statement

Attendees may not record, photograph, livestream, broadcast, or otherwise reproduce conference educational sessions, workshops, presentations, panel discussions, keynote addresses, or demonstrations without prior written authorization from ILF.

This prohibition applies to all recording methods and technologies, including but not limited to:

  • Mobile phones and smartphones
  • Tablets and laptop computers
  • Digital cameras and video cameras
  • Audio recording devices
  • Screen-capture software and applications
  • Smartwatches
  • Wearable recording technology, including Meta Smart Glasses, Ray-Ban Meta glasses, and similar devices
  • Livestreaming or broadcasting equipment
  • Any current or future technology capable of capturing audio, video, photographs, or screen content

Authorized Recording

Recording may only occur when:

  1. ILF has expressly authorized the recording activity in writing.
  2. The presenter(s) have provided consent.
  3. The recording is conducted by ILF staff, approved contractors, or designated media representatives.

Authorized recordings remain the property of ILF or the designated rights holder unless otherwise agreed in writing.

Accessibility Accommodations

ILF recognizes that some attendees may require recording or assistive technology as an accessibility accommodation. Requests for exceptions related to disability accommodations should be submitted to ILF in advance whenever possible and will be reviewed in accordance with applicable law.

Photography and Social Media

Attendees are welcome to take casual photographs in public conference areas, networking events, and exhibit spaces unless otherwise restricted. However:

  • Photography or video recording of presentation slides, educational content, handouts, demonstrations, or speaker materials is prohibited without presenter permission.
  • Attendees must respect any "No Photography" or "No Recording" notices posted by ILF or individual presenters.
  • Photography within exhibit spaces should respect exhibitor policies and proprietary materials.
  • Social media posts may include attendee experiences, event highlights, and general conference activities but must not include unauthorized images, recordings, or reproductions of proprietary presentation content.

Note-Taking

Attendees are encouraged to take written notes during sessions. The capture of presentation slides, handouts, demonstrations, or educational content through photography or recording remains subject to presenter permission and this policy.

Wearable Technology

Attendees using smart glasses, wearable cameras, or similar devices capable of recording audio or video must ensure recording features are disabled while attending conference educational sessions unless specifically authorized by ILF.

Conference staff may request attendees to remove such devices from a session or demonstrate that recording functions are disabled if concerns arise regarding unauthorized recording activity.

Intellectual Property Rights

Conference presentations, slides, handouts, demonstrations, educational content, and other conference materials are protected by copyright and intellectual property laws. Unauthorized reproduction, distribution, posting, sharing, or commercial use of conference content is strictly prohibited.

Enforcement

ILF reserves the right to:

  • Request that attendees immediately cease unauthorized recording activities.
  • Request deletion of unauthorized recordings, photographs, or livestreams and take appropriate action when attendees fail to comply.
  • Remove attendees from a session or the conference without refund.
  • Revoke conference registration privileges.
  • Deny attendance at future ILF events.
  • Pursue additional legal remedies when necessary to protect intellectual property rights and attendee privacy.

Acceptance of Policy

By registering for and attending the 2026 Indiana Library Federation Annual Conference, attendees acknowledge and agree to comply with this Session Recording and Photography Policy.

ILF Event Recording Notice

ILF may photograph, audio record, or video record portions of the conference for educational, promotional, archival, marketing, and historical purposes. By attending the conference, participants consent to being photographed or recorded in public conference spaces unless otherwise prohibited by law.