PODSUMMIT EVENT POLICIES & GUIDELINES

PodSummit is committed to providing a safe, welcoming, inclusive, and professional environment for everyone participating in the Event. These policies apply to all attendees, speakers, moderators, sponsors, exhibitors, media, volunteers, contractors, and staff.

By attending or participating in PodSummit, you agree to comply with these guidelines and any reasonable direction provided by Event staff.

Respect & Professional Conduct

PodSummit is built around learning, creativity, collaboration, and community.

All participants are expected to:

  • Treat others with respect, professionalism, and courtesy.

  • Engage in constructive conversations, even when opinions differ.

  • Respect personal boundaries and the directions of Event staff.

  • Help create a welcoming environment where everyone feels comfortable participating.

  • Avoid behaviour that disrupts sessions, networking, or the overall Event experience.

Inclusive Environment

PodSummit welcomes creators and industry professionals from diverse backgrounds and perspectives.

Discrimination, harassment, intimidation, or exclusion based on race, ethnicity, nationality, gender, gender identity or expression, sexual orientation, disability, age, religion, or any other protected characteristic will not be tolerated.

Harassment & Safety

The following behaviours are prohibited:

  • Harassment, bullying, or intimidation.

  • Unwanted physical contact or sexual advances.

  • Stalking or threatening behaviour.

  • Violence or threats of violence.

  • Deliberate disruption of sessions, programming, or Event operations.

  • Retaliation against anyone who raises a concern or reports misconduct.

Participants should also respect the privacy and wishes of others when taking photographs, recording audio or video, or sharing content from the Event.

Event Programming & Participation

PodSummit exists to support meaningful conversations about podcasting, digital media, creativity, entrepreneurship, and the creator economy.

Speakers and participants are encouraged to share their experiences, expertise, and perspectives in a respectful, thoughtful, and constructive manner.

PodSummit is not intended to serve as a platform for campaigning, organized advocacy, demonstrations, or activities that materially detract from the educational, professional, or community-focused purpose of the Event.

Event staff may make reasonable programming, moderation, seating, scheduling, or operational decisions to support participant safety, event quality, brand integrity, and the overall Event experience.

Reporting Concerns

If you experience or witness behaviour that violates these guidelines, please notify an Event staff member or volunteer as soon as possible.

All reports will be handled respectfully, confidentially where reasonably possible, and reviewed in good faith.

Organizer Discretion

To protect the safety, integrity, reputation, and experience of the Event, PodSummit reserves the right to take any action it considers reasonable in response to behaviour that violates these policies or materially disrupts the Event.

Such action may include:

  • Verbal or written warnings;

  • Removal from a session or Event activity;

  • Expulsion from the Event without refund;

  • Revocation of speaking or participation privileges;

  • Prohibition from future PodSummit events; or

  • Contacting law enforcement where appropriate.

Our Commitment

PodSummit is built on curiosity, collaboration, and respectful conversation.

Thank you for helping create an environment where creators, industry professionals, partners, and guests can learn from one another, build meaningful relationships, and contribute to a positive experience for everyone.

We are committed to providing a safe, welcoming, and inclusive environment for all attendees, speakers, sponsors, volunteers, and staff. By attending PodSummit, you agree to abide by these policies. Let's work together to make this a fantastic and inclusive event for all!

Podsummit Photo and Video Recording Policy

At Podsummit, we want to ensure a professional and respectful environment for all attendees, speakers, and staff. This Photo and Video Recording Policy outlines the guidelines for capturing and sharing content during the event. Please review the following information carefully.

General Policy

Purpose

  • The primary purpose of this policy is to respect the privacy of all individuals and to ensure that recordings are used appropriately and ethically.

Scope

  • This policy applies to all attendees, speakers, and staff members at Podsummit, including those capturing photos or videos using personal devices or professional equipment.

Photography and Videography

Professional Photography and Videography

  • Official Media: All official photography and videography will be conducted by designated event photographers and videographers. These individuals will have identification and will adhere to the event’s guidelines.

  • Permission: Official media and PodSummit personnel are authorized to capture content (video, photos, audio) throughout the event, including sessions, keynotes, and general activities.

Personal Photography and Videography

  • Permission Required: Attendees are allowed to take photos and videos for personal use only. Permission must be obtained from speakers and other individuals before capturing their images or recording them.

  • Session Restrictions: Recording during sessions may be restricted to avoid distractions and to ensure a respectful environment. Please respect any “No Recording” signs and requests from speakers or event staff.

Consent and Privacy

Individual Consent

  • Speakers and Panelists: All speakers and panelists are assumed to consent to being recorded by official media and PodSummit personnel unless they explicitly request otherwise.

  • Attendees: Attendees have the right to request not to be photographed or recorded. If someone expresses a desire not to be included in recordings, please respect their request.

3.2 Use of Captured Content

  • Event Use: Captured content made by official media and PodSummit personnel may be used for promotional materials, social media, or other event-related content. These uses will be in line with the event’s objectives and privacy standards.

  • Personal Use: Personal recordings or photos taken by attendees for personal use should not be shared publicly without the consent of individuals captured in those recordings.

Social Media and Sharing

Posting Content

  • Respect and Etiquette: When sharing photos or videos on social media, be respectful of others’ privacy and avoid posting content that could be considered unflattering or inappropriate.

  • Hashtags and Mentions: Use the official event hashtag #PodSummitYYC2025 and mention the event’s official social media accounts when posting about the event.

Tagging and Permissions

  • Tagging: If you post photos or videos that include other attendees or speakers, ensure that you tag them appropriately and consider their preferences regarding public sharing.

Enforcement

Compliance

  • Adherence: All attendees, speakers, and staff are expected to adhere to this policy. Event staff will be available to address any concerns or violations related to photography and videography.

Reporting Issues

  • Contact: If you have concerns or notice a violation of this policy, please contact the event staff or the designated media coordinator.

Updates and Changes

Policy Updates

  • Changes: This policy may be updated as needed. Any changes will be communicated to attendees, speakers, and staff.

Thank you for your cooperation and understanding. By adhering to these guidelines, we can ensure a positive and respectful experience for everyone at Podsummit.

If you have any questions regarding this policy, please contact us at info@podsummit.com.