EVENT IMAGE & CONTENT USAGE POLICY

1. CONSENT TO PHOTOGRAPHY & RECORDING

General Consent

By attending, speaking at, exhibiting at, or sponsoring Beauty Summit Vietnam, participants acknowledge and consent to:

  • Being photographed, filmed, and recorded during the event
  • Having their image, voice, and likeness captured in event materials
  • Appearance in live streams, broadcasts, or virtual event components
  • Inclusion in post-event promotional materials and archives

Scope of Recording

Recording may occur in:

  • Main conference halls and auditoriums
  • Exhibition floors and booth areas
  • Networking lounges and common areas
  • Workshop and breakout session rooms
  • Registration and reception areas
  • Sponsored social events and evening receptions

Private areas excluded: Restrooms, medical stations, and designated quiet rooms are never recorded.

2. ORGANIZER’S RIGHTS TO EVENT CONTENT

Photography & Videography

Beauty Summit Vietnam organizers retain perpetual, worldwide, royalty-free rights to:

  • All photos taken by official event photographers
  • All video footage captured by official event videographers
  • Audio recordings of sessions, presentations, and panels
  • Testimonials and interviews conducted during the event
  • Livestream recordings and virtual event content

Usage Rights

Organizers may use event content for:

Marketing & Promotion:

  • Future Beauty Summit Vietnam marketing campaigns
  • Social media posts, stories, and advertisements
  • Email marketing and newsletters
  • Event highlight reels and recap videos
  • Website galleries and promotional materials

Documentation & Archives:

  • Event summary reports and whitepapers
  • Industry publications and trade media
  • Educational materials and case studies
  • Historical archives of Beauty Summit Vietnam

Commercial Use:

  • Promotional partnerships with sponsors
  • Media package sales to industry publications
  • Highlight reels for corporate clients
  • Training materials for event management

No additional compensation or royalties are owed to individuals appearing in such content.

3. OPT-OUT & PRIVACY PROTECTION

Opting Out of Photography

Participants who do not wish to be photographed or filmed may:

Request an “No Photo” Badge:

  • Available at registration desk
  • Bright-colored lanyard or badge indicator
  • Photographers instructed to respect these requests
  • Not applicable to large group shots or crowd footage

Avoid Filming Areas:

  • Clearly marked “recording in progress” areas
  • Front rows of auditoriums (often in camera view)
  • Stage and speaking areas

Limited Opt-Out for Speakers & Exhibitors

Speakers:

  • Sessions are recorded by default
  • Must request “no recording” at least 45 days before event
  • Organizers reserve right to decline based on attendee value
  • Partial opt-out available (attendee-only vs. public marketing)

Exhibitors:

  • Booth areas are public and may be photographed
  • Cannot completely opt-out due to exhibition hall coverage
  • May request no close-up product photography

Removal Requests

If you appear in published content and wish to be removed:

  • Submit request to support@beautysummit.ai within 30 days of publication
  • Provide specific URL or reference to content
  • Reasonable efforts will be made to remove or blur your image
  • Note: Complete removal may not be possible for archived or distributed content

4. PARTICIPANT-GENERATED CONTENT

Personal Photography & Video

Attendees, exhibitors, and sponsors may:

  • Take photos and videos for personal, non-commercial use
  • Share on personal social media accounts with event hashtags
  • Photograph exhibition booths and products (with exhibitor consent)
  • Record personal experiences and networking moments

Restrictions on Personal Recording

Prohibited Activities:

  • Recording speakers’ presentations in their entirety without permission
  • Commercial use of recorded content (selling, licensing)
  • Recording private conversations without consent
  • Photographing proprietary products or confidential displays without permission
  • Live streaming official sessions without authorization

Recommended Etiquette

  • Ask permission before photographing individuals up close
  • Do not block others’ views while taking photos
  • Turn off flash photography during presentations
  • Respect “no photography” signs at specific booths or areas
  • Tag and credit appropriately when sharing on social media

5. SOCIAL MEDIA & SHARING GUIDELINES

Encouraged Sharing

Beauty Summit Vietnam welcomes and encourages:

  • Sharing experiences on social media platforms
  • Using official event hashtags: #BeautySummitVietnam #BSV2025
  • Tagging official accounts: @BeautySummitVietnam
  • Posting session highlights, key takeaways, and insights
  • Sharing booth visits and product discoveries

Content Sharing Best Practices

Do:

  • Credit speakers when sharing their insights
  • Tag companies and brands you photograph
  • Use relevant industry hashtags
  • Share positive, professional content
  • Obtain consent for individual portraits

Don’t:

  • Share confidential business information disclosed in private conversations
  • Post unflattering or embarrassing photos of other participants
  • Record and share entire presentations (use highlights instead)
  • Misrepresent or distort speaker statements
  • Engage in negative or defamatory posting

Hashtag Usage

Official Hashtags:

  • #BeautySummitVietnam (main event hashtag)
  • #BSV2025 (year-specific)
  • #BeautyInnovationVietnam
  • #VietnamBeautyIndustry

By using these hashtags, you grant Beauty Summit Vietnam permission to repost, share, or feature your content in official channels.

6. MEDIA & PRESS COVERAGE

Accredited Media

Professional media and press must:

  • Apply for media accreditation in advance
  • Wear official media badges at all times
  • Respect “off the record” statements by speakers
  • Submit content for review if contractually required
  • Credit Beauty Summit Vietnam in all published materials

Media Rights

Accredited media retain copyright to their own captured content but grant Beauty Summit Vietnam:

  • Right to share and repost media coverage
  • Permission to use quotes and excerpts in event promotion
  • License to include media content in event archives

Embargo Policies

  • Product launches and announcements may have embargo dates
  • Media must respect embargo terms provided by exhibitors/sponsors
  • Breaking embargo may result in revoked media access

7. SPEAKER PRESENTATION CONTENT

Session Recording

Standard Policy:

  • All keynotes, panels, and workshops are recorded
  • Recordings used for attendee access (30-90 days post-event)
  • Highlight clips used for marketing and promotion
  • Full sessions may be offered as premium content or educational material

Speaker Content Ownership

  • Speakers retain copyright to their presentation content
  • Speakers grant Beauty Summit Vietnam non-exclusive license to use presentations for event purposes
  • Organizers will not sell speaker presentations as standalone products without consent

Speaker Recording Rights

Speakers may:

  • Record their own sessions for personal archive
  • Request copy of their session recording (provided within 30 days)
  • Share their recorded session independently (encouraged)
  • Request removal from public marketing (must honor attendee access commitments)

8. EXHIBITOR & SPONSOR CONTENT

Booth & Product Photography

Organizer Rights:

  • Exhibition floor is public space and will be photographed
  • Booth photos used in event recaps and marketing
  • Product images may appear in general exhibition coverage

Exhibitor Control:

  • May request no close-up product photography of proprietary items
  • Should mark confidential prototypes or products “No Photography”
  • May photograph their own booth freely
  • May request specific booth photos from official photographers (fees may apply)

Sponsor Branding

Sponsor logos and branding in event materials:

  • May be used in perpetuity for documenting this event edition
  • Will not be used to imply ongoing sponsorship in future editions
  • May appear in case studies or event management materials

9. INTELLECTUAL PROPERTY PROTECTION

Copyright Compliance

All participants agree to respect:

  • Speaker intellectual property and presentation content
  • Exhibitor product designs and proprietary information
  • Copyrighted materials displayed or presented
  • Trademark rights of brands and companies

Violation Consequences

Unauthorized recording or reproduction may result in:

  • Immediate confiscation of recording devices
  • Removal from event without refund
  • Legal action for copyright infringement
  • Permanent ban from future Beauty Summit events

Reporting Violations

Report IP violations to: support@beautysummit.ai

  • Include details of violation
  • Provide evidence (photos, videos, descriptions)
  • Action taken within 24 hours during event

10. LIVESTREAMING & VIRTUAL ACCESS

Official Livestreams

Beauty Summit Vietnam may livestream:

  • Keynote presentations
  • Panel discussions
  • Award ceremonies
  • Select workshops

Livestream Participants:

  • Virtual attendees granted viewing access only
  • No downloading or recording of livestream content
  • Access limited to event dates plus replay period (typically 30 days)

Unauthorized Livestreaming

Attendees may NOT:

  • Livestream official sessions without written permission
  • Record and rebroadcast virtual event content
  • Share login credentials for virtual access
  • Use screen recording software on virtual sessions

Violation penalties:

  • Immediate termination of virtual access
  • Forfeiture of registration fees
  • Potential legal action

11. CONFIDENTIAL & PROPRIETARY INFORMATION

NDA Requirements

Certain sessions, workshops, or booth meetings may require:

  • Signed non-disclosure agreements (NDAs)
  • “Off the record” or “Chatham House Rule” designation
  • Restricted access to invited participants only

Protected Information

Do NOT photograph, record, or share:

  • Product launches marked as confidential
  • Financial information disclosed in private meetings
  • Proprietary technology or trade secrets
  • Confidential business strategies or plans
  • Personal contact information of other attendees

Breach Consequences

Disclosure of confidential information may result in:

  • Legal liability for damages
  • Criminal charges (in cases of industrial espionage)
  • Industry reputation damage
  • Permanent blacklisting from industry events

12. CHILDREN & MINORS

Special Protection

If minors (under 18) attend the event:

  • Parent/guardian consent required for photography
  • Special privacy protections applied
  • Faces may be blurred in public-facing content
  • Close-up photos require explicit permission

Family-Friendly Content

Beauty Summit Vietnam maintains family-friendly content standards:

  • No inappropriate or adult content in public areas
  • Professional and respectful imagery
  • Age-appropriate materials in all public channels

13. DATA PROTECTION & GDPR COMPLIANCE

Personal Data in Images

Event photography may capture:

  • Faces and identifiable features
  • Badge names and company information
  • Personal interactions and expressions

Data Processing Legal Basis

  • Legitimate interest in documenting and promoting event
  • Contractual necessity for speakers and exhibitors
  • Consent (implicit by attendance, explicit via badge)

Rights of Data Subjects

Participants may request:

  • Access to images containing their likeness
  • Correction of misidentified individuals
  • Erasure from future marketing use (where technically feasible)
  • Restriction of particularly sensitive images

Submit requests to: support@beautysummit.ai

14. CONTENT OWNERSHIP & LICENSING

User-Generated Content

When you share content using event hashtags or tag official accounts:

  • You retain copyright to your content
  • You grant Beauty Summit Vietnam non-exclusive, royalty-free license to:
    • Repost on official social media
    • Feature in marketing materials
    • Include in event recaps and galleries
    • Use in promotional campaigns

License Scope

  • Worldwide, perpetual rights
  • All media formats and platforms
  • No compensation owed
  • Revocable by removing content or requesting takedown

Credit & Attribution

Beauty Summit Vietnam will:

  • Credit original creator when feasible
  • Tag/mention original poster when reposting
  • Honor takedown requests within reasonable timeframes

15. THIRD-PARTY PLATFORMS

Social Media Terms

Content shared on social platforms (Facebook, Instagram, LinkedIn, Twitter, TikTok) is also subject to:

  • Those platforms’ terms of service
  • Those platforms’ content policies
  • Those platforms’ privacy policies

Platform Liability

Beauty Summit Vietnam is not responsible for:

  • Third-party platform actions (removal, suspension)
  • Platform-hosted content after sharing
  • Comments or reactions to shared content
  • Platform privacy breaches or data issues

16. CONTENT QUALITY & BRAND STANDARDS

Professional Standards

All official Beauty Summit Vietnam content maintains:

  • High-quality photography and videography
  • Professional editing and production values
  • Accurate representation of event atmosphere
  • Respectful portrayal of all participants

Inappropriate Content

Organizers reserve right to:

  • Decline use of poor-quality images
  • Reject inappropriate or unprofessional content
  • Remove content that misrepresents the event
  • Take down content that violates community standards

17. CONTENT ACCESS & LICENSING REQUESTS

Requesting Event Photos/Videos

Participants may request copies of event content:

Free Access:

  • Download from official event gallery (online for 90 days)
  • Personal use only

Licensed Use:

  • Commercial use requires written permission
  • License fees apply based on usage scope
  • Contact: support@beautysummit.ai

High-Resolution Files

Professional-quality files available:

  • Speakers: Free for personal/professional website use
  • Exhibitors: $50 USD per high-res booth photo set
  • Sponsors: Included in sponsorship package
  • Media: Available per media agreement terms

18. CONTENT RETENTION & ARCHIVAL

Retention Period

Active Use: 2-3 years for marketing and promotion Archival: Indefinitely for historical documentation

Deletion Requests

  • Submit to support@beautysummit.ai
  • Processed within 30 days
  • May not apply to archived or distributed content
  • Does not include content shared by third parties

19. MODIFICATIONS & UPDATES

Policy Changes

This policy may be updated:

  • Changes posted on event website
  • Email notification for material changes
  • Continued participation implies acceptance

Event-Specific Rules

  • Day-of announcements may provide additional guidance
  • Venue-specific restrictions may apply
  • Session-specific recording policies may override general policy

20. ENFORCEMENT & VIOLATIONS

Monitoring

  • Event staff and security monitor compliance
  • Automated detection for unauthorized recording
  • Participant reports investigated promptly

Violation Response

First Offense:

  • Verbal warning
  • Request to delete unauthorized content

Second Offense:

  • Written warning
  • Temporary confiscation of recording devices

Serious/Repeated Violations:

  • Removal from event without refund
  • Permanent ban from future events
  • Legal action for damages

21. CONTACT INFORMATION

General Content Inquiries

Email: support@beautysummit.ai
 Subject: “Content Usage Inquiry – [Your Name/Company]”

Privacy & Removal Requests

Email: support@beautysummit.ai
 Subject: “Privacy Request – [Specific Issue]”

Licensing & Commercial Use

Email: support@beautysummit.ai
 Subject: “License Request – [Intended Use]”

Copyright Violations

Email: support@beautysummit.ai
 Subject: “IP Violation Report”

Response Time: 2-3 business days (24 hours for urgent matters during event)

22. ACCEPTANCE OF TERMS

By attending, participating in, or engaging with Beauty Summit Vietnam, you acknowledge that you have read, understood, and agree to this Event Image & Content Usage Policy.

This policy applies to all Beauty Summit Vietnam events, including satellite events, networking functions, and sponsored activities.

23. FREQUENTLY ASKED QUESTIONS

Q: Can I take selfies at the event?
 A: Yes! Personal photography for social media is encouraged.

Q: Can I record speaker presentations?
 A: Short clips for personal notes are okay, but recording entire presentations requires permission.

Q: What if I don’t want to be in photos?
 A: Request a “No Photo” badge at registration and avoid marked recording areas.

Q: Can I use event photos on my company website?
 A: Personal appearance photos – yes. Official event photos require licensing for commercial use.

Q: How long are sessions available to watch after the event?
 A: Typically 30-90 days for registered attendees.

Q: Can media partners republish their coverage freely?
 A: Yes, accredited media retain rights to their own content.

Q: What happens if I accidentally share confidential information?
 A: Contact us immediately. We’ll work with you to mitigate damage.

Q: Can I download photos from the event gallery?
 A: Yes, for personal/professional use. Commercial use requires licensing.

Photography Celebrating Innovation, Connection, and Beauty

Beauty Summit Vietnam captures the energy, innovation, and connections that make our event special. We’re committed to creating and sharing content responsibly while respecting everyone’s rights and privacy.

Thank you for being part of our visual story!

Smile for the camera, and let’s showcase the future of beauty together! 📸✨