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FAQS FOR THE 2021 ANNUAL CONFERENCE

Conference

  • General
  • Registration
  • Attending the Annual Conference
  • Preparing your presentation
  • Questions related to recorded content and the Digital Permissions Form
  • We will update this page frequently. Thanks for your patience and flexibility! 

    This information is current as of January 19, 2020.

    General

    Why are we moving to an online conference format? 

    CAA’s primary consideration for the 2021 conference has been the health and safety of our members and communities. As such, CAA will hold its annual conference as a virtual program.

    How can I access the conference? 

    All session participants are required to be a member in good standing from acceptance through at least February 13, 2021. Session participants must also register for the conference.

    In order to view content and participate in discussion at the Annual Conference, you must register for the conference.

       

    I know many members have been affected by the pandemic. How can I help? 

    Many of you indicated that you want to help fellow CAA members by donating to a fund to help offset the costs of registration. You can donate at the point of registration through our “Pay It Forward” initiative or through the “support” section of our website.

    DONATE TO THE MEMBER SUPPORT FUND

    Registration

    When does registration open? 

    Registration is now open! It closes February 13, 2021.

    REGISTER NOW

    What if I cannot afford to pay for registration? 

    While support grants are now closed and recipients have been notified, please see Royal Talens North America - CAA Conference Registration Grant for eligibility requirements.

    What will I need to register? 

    You will need your CAA Member ID number. If you have misplaced this information, please contact Member Services at membership@collegeart.org or 212-691-1051, ext. 1. 

    Do I need to be a member to register for the conference? 

    All session participants are required to be a member in good standing from acceptance through the run of the conference.  

    If you are attending the conference, then you do not need to be a member, but we encourage you to consider becoming one! You can become a member (or re-join CAA if your membership has expired) when you register. 

    What is the difference between all-access and selected day access registration?

    An all-access registration will provide you access to all content. A selected day access registration will enable you to view live online Q&A sessions for the selected day and the corresponding pre-recorded content as well as all “free and open” content for all four days of the conference. All pre-recorded content in the access level you register for is viewable between February 5 and March 15.

    What does a “Free and Open Session” registration cover? Why do I need to register if it’s free? 

    Our free and open programming is provided courtesy of the Services to Artists Committee (SAC) and the Students and Emerging Professionals Committee (SEPC). You are required to register in order to access content. 

    Attending the Annual Conference

    Once I have registered for the conference, how do I attend? 

    Pre-recorded content will be available to you starting on February 5, 2021. You will sign into your registrant account via the conference online schedule or phone app to create a personalized schedule, access the pre-recorded content and links to live Q&A sessions.

    We recommend that you download the most recent version of Google Chrome for the most optimal experience with our online platform.

    Will you still have a Book & Trade Fair? 

    Yes! The conference Book and Trade Fair will be virtual this year as well, hosting publishers, artist materials manufacturers, wholesalers and retailers, programs of advanced study, digital resource providers for professionals in the visual arts, and other non-profit organizations. Conference registration includes access to the exhibits and exhibit-hall-only registration will also be available. Access to the Book & Trade Fair will open January 27, 2021. 

    Will you offer programs that were a part of the in-person conference, such as Idea Exchange or Workshops? 

    We are currently focused on providing pre-recorded presentations and live online Q&A sessions. We hope to offer additional programs, such as roundtable discussions and workshops, later in the year. Stay tuned! 

    What will sessions look like during CAA 2021?  

    This year’s sessions are fully remote and accessible only with registration sign-on. Click here to register. Our online format gives registrants unprecedented access to session content, while taking into consideration those who require flexible schedules, who live in different time zones, and those experiencing “online fatigue”.

    Pre-recorded content enables registrants to view the presentations at their own pace during the extended access dates (February 5 until March 15). Each session will consist of up to 90 minutes of pre-recorded presentations. 

    In addition to the uploaded content, Sessions will have a scheduled “Live online Q&A” with presenters and session chairs between February 10-13, 2021. After viewing the prerecorded presentations conference registrants may submit questions to session participants (via the session page) and attend the Live Q&As of their choosing. This is an opportunity to discuss the presentations together in a live online meeting. Please note that time during the Live Q&A will be used at the session chairs’ discretion. A recording of the “Live online Q&A” will post to the session page shortly after, for view during the remaining access dates. 

    CAA Live Q&A’s will be held in MS Teams. We recommend downloading the free Teams desktop app or using Teams inside the latest version of Chrome.Sign up for MS Teams Free at this link. Our guidelines for recording your presentation and more can be found in your Speakers Corner and on this page.

    What is the Live Q&A format?

    In addition to the uploaded content, Sessions will have a scheduled “Live online Q&A” with presenters and session chairs between February 10-13, 2021, an opportunity to discuss the presentations together in a live online meeting. A recording of the “Live online Q&A” will post to the session page shortly after, for view during the remaining access dates.

    CAA Live Q&A’s will be held in MS Teams, we recommend testing using teams from inside Chrome, or sign up for MS Teams Free at this link.

    >Available time will be used at the session chairs’ discretion. Registrants may submit questions in writing during the conference via the session page.

    Preparing for your presentation or session

    I have questions about recording and sharing my work. What can I do to prepare?  

    CAA and our technical support team will share guidelines for preparing for online sessions, as well as preconference webinars to walk both presenters and audience members through the technology of participation. Our guidelines for recording your presentation can be found in your Speakers Corner and on this page.

    CAA has developed protocols and guidelines regarding best practices to protect the intellectual property of participants. Participants are required to sign a digital permissions form as part their participation in the conference in the Speakers Corner.

    When is my pre-recorded presentation due? 

    All pre-recorded presentations are due to be uploaded to your Speakers Corner by January 10, 2021, midnight, EST.

    Why do I need to provide my presentation so far in advance of the conference? 

    We understand your concern about the January 10th deadline for prerecorded uploads for session presentations. CAA has been fortunate to have a robust program of session content (over 350 sessions with over 1,400 presentations). In order to create a successful conference, we must have sufficient time to ensure that the uploaded recordings function properly, address problems that may arise, and attach the pre-recorded uploads to the appropriate session and verify that content functions properly prior to February 5th. This is a shift from the ways in which many of you have prepared your presentations for an in-person event, but in order for us to be able to provide content to all conference attendees by February 5th, we need ample time to process over 1,400 recordings. We appreciate your patience and understanding. 

    How many ways can I participate in conference sessions?

    CAA members may participate once per conference in each of the following session roles: chair, presenter, discussant. CAA members may participate in sessions in consecutive years.

    Questions related to recorded content and the Digital Permissions Form

    What happens to my recorded content once it is uploaded? Is it being edited?

    No, CAA will not edit presenter content (what the Digital Permissions Form defines as “Contribution”) in any way. CAA will check it for sound quality and video quality, and will potentially trim the beginning and the end of the recording if it lacks a smooth entrance and exit into the presentation (i.e., camera adjustment, opening the Power Point while recording, closing the Power Point while recording).

    Captioning will be applied to all recordings and live meetings and available during playback.

    How, when, and where will the recording of my Annual Conference Presentation be used?

    CAA will record panel sessions and other Annual Conference presentations, speeches, panels and programs. Recordings of Annual Conference sessions and other presentations, speeches, panels and programs will be made available only to registrants of the Annual Conference before and during the dates of the Annual Conference (February 5-March 15, 2021) and, thereafter, until March 31, 2021. The recordings will be archived by CAA for one year thereafter (until March 31, 2022) solely for CAA’s internal assessment and evaluation by CAA staff and officers. They will not be made available to any other person or used for any other purpose.

    What permissions are needed to participate in and / or attend the Annual Conference? 

    CAA is collecting two types of permissions for the CAA 2021 online version of the Annual Conference:

    • All Participants are required to sign the Digital Permissions Form as part of the Participant Agreement located in the Speaker’s Corner.
    • All conference registrants (including participants) affirm the Recording Release Waiver upon registration for the conference.

    Why is CAA requiring a Digital Permissions Form?

    At the in-person Annual Conferences that CAA has convened for over a century, presentations were made in person and, most typically, were not recorded. Presentations were live, made to a group of persons in attendance, and most often did not have a life after the Annual Conference. CAA’s ability to make recordings of presentations and other sessions as a result of moving to a virtual environment offers enormous opportunities, for participants, members of the Association, the present and future membership, the fields represented by CAA’s membership and, potentially, the larger public. Those opportunities are both national and international. At the same time, they present different legal contexts.

    It has long been a widespread and common practice to ask speakers and participants at programs that are recorded for subsequent use to sign releases. The Digital Permissions Form reflects this practice, in light of the legal issues associated with recording a presentation and the desire to make that recording available to registrants of the Annual Conference before and during the Annual Conference and for a short period of time thereafter, from February 5-March 31, 2021.

    The Digital Permissions Form is intended to clarify participants’ rights with respect to their contributions (which they own), CAA’s limited rights with respect to the use of those contributions (as set forth above) in the context of the Annual Conference and CAA’s rights to the components of the Annual Conference, the Annual Conference as a whole and to the recordings thereof, which CAA holds.

    The Digital Permissions Form cannot not be modified or revised at the request of individual participants. It is, for example, neither practical nor possible to have different forms applicable to the recording of a panel discussion or to the recording of a substantial part or all of the Annual Conference.

    Is it necessary to sign the Digital Permissions Form?

    Yes, in order to present at the CAA 2021 Annual Conference, all participants must sign the Digital Permissions Form as part of the Participant Agreement located in the Speaker’s Corner. If a participant chooses not to sign the Digital Permissions Form, he or she will not be able to participate as a presenter at the Annual Conference for 2021.

    In the Digital Permissions Form, what is meant by “Contribution”, “Program", and “Recording of the Program"? 

    The Digital Permissions Form uses three concepts (which are fleshed out as defined terms) that are commonplace in speaker releases. The term “Contribution” refers to the paper presented at a panel and to the participant’s own pre-recorded presentation thereof, or to a contribution to an interview or question-and-answer session at the Annual Conference. It is analogous to the term “Contribution” used in the author contribution agreements for The Art Bulletin and Art Journal. Participants own and retain all rights in their contributions, subject, as the Digital Permissions Form explains, to the limited license that they grant to CAA, which is described below.

    The term "Program" refers to the individual components of the Annual Conference, as organized by CAA, whether pre-recorded or live recorded. The Program also would refer to the collection of those individual components, that is, to the Annual Conference as a whole.

    CAA will undertake to record the Program and its individual components. That is the “Recording.” The Recording can be in the form of recording a Zoom presentation, or other video recording or photograph of a component of the Annual Conference. The Recording is a distinct work, separate from its constituent elements, such as each component (or Program) of the Annual Conference or each Contribution. Like a photographer or a videographer that makes a recording of an underlying work of authorship, CAA owns the rights in each Recording, but it owns no rights in any Contribution captured in any Recording.

    What does “worldwide, royalty-free release” mean?

    Each participant owns: a) his or her likeness, name and voice (sometimes called “publicity rights”) and b) the intellectual property rights (copyright being one such right) in the presentation or interview or question-and-answer session. The publicity rights and the copyright rights will be used in the Program (such as a session or interview) and will also be captured in a Recording of the Program.

    Typically, publicity rights are the subject of a release – a permission to use – because they are not subject to being “licensed”. The right of publicity release is some Annual Conference registrants who will have access to a Contribution are located outside the United States. Importantly, the right of publicity release is limited: it only gives CAA the right to use publicity rights for the particular Program in which the participant participated and in the Recording thereof and only for the duration of the Annual Conference (and only to registrants thereof) and for a short time thereafter (and for the archived version of the Recordings for the limited purpose and time described above).

    What is meant by “non-exclusive license”?

    That the license is “non-exclusive” reflects the fact that the contributor retains ownership of the Contribution and can choose to license it to anyone else at any time for any purpose. It is not being licensed exclusively to CAA. Importantly, as above, the license only authorizes CAA to use the Contribution as part of the Program and the Recording of the Program, and only for and in connection with the Annual Conference (and for the archived version of the Recording of the Contribution for the limited purpose and time described above).

    What does "unconditional release" and "indemnification" mean?

    Each of CAA and each participant is indemnifying the other with respect to any third-party claims brought against the other that arises out of CAA’s or the participant’s breach of any provision of the Digital Permissions Form.

    How does Article 6 relate to CAA’s Fair Use Guidelines?

    Article 6 of the Digital Permissions Form largely tracks the author agreements for The Art Bulletin and Art Journal. If, after considering and applying the CAA Code of Best Practices in Fair Use for the Visual Arts, a participant determines that his or her use of any third-party image or text is a fair use under the US copyright law, then CAA is not requiring the participant to obtain permission to include that work in his or her Contribution. This means that even though fair use is not generally recognized outside the United States and notwithstanding that Recordings may be accessible and viewed outside the United States, CAA is not requiring a participant to obtain a copyright permission solely due to the fact that a Contribution might be displayed or accessible outside the United States.

    Although fair use determinations ought to be made on a case-by-case basis, absent an unusual circumstance, CAA would fully anticipate that the use of third-party works (such as an image or photograph of an object) in a session presentation would be well within the fair use doctrine of U.S. copyright law and, further, that such use is not likely to require permission under any other legal regimes (such as trademark or right of publicity).

    The author agreements for The Art Bulletin and Art Journal more specifically require authors to use the Code, and ask them to review an addendum that they have made a fair use determination, in reaching the conclusion that fair use excuses them from having to obtain permission from holders of copyrights in third-party works. In addition, the agreements also require authors to certify that they have followed the specified protocol for making a fair use determination. To streamline the Digital Permission Form and because the relationship of a session panelist to the Annual Conference is different than that of a contributor to a CAA publication, the requirement to review the Code, to make a fair use determination for each third-party work and to certify that a fair use determination was made, was significantly relaxed for the Annual Conference. Instead, the Digital Permissions Form asks that participants use the Code (or other assistance available to them) to make the fair use determination. Only if fair use is not available for a particular use is the participant asked to make a representation with respect having obtained any permissions that might therefore be “necessary.”.

    I am concerned about fulfilling the statement: “You agree that, upon CAA’s reasonable request, you will supply proof to CAA of all such permissions in writing, or why such permissions are not necessary, either before or after your participation in the Program.” What is deemed as “proof”?

    In the case where a legal issue with respect to a third-party work presents itself – such as a claim from a third party that permission ought to have been obtained or if a particular use seems outside fair use – CAA would like to see copies of permissions (if any were obtained) or to ask the participant about any fair use determinations that he or she made. Participants will not asked to provide “proof” as to why permissions are not necessary, but, instead, may be asked about facts that are relevant to a fair use determination and whether they had made such a determination. In situations where permissions had been sought, but had not been obtained, it would be useful for CAA to be able to review any relevant correspondence between the participant and rights holder. By way of analogy, in CAA’s author agreements, an author is required to provide copies of signed permissions or clearances, where those were necessary, applicable to each third-party work.

    I have not obtained rights to the images in my presentation. What should I do so that I can still participate in CAA 2021?

    As noted above, CAA expects that the uses of images of third-party works in copyright that are the subject of discussion in session presentations are highly likely to be fair uses. Nonetheless, it is possible that some copyright uses might not be fair or that proprietary rights other than copyright may be implicated by use of a third-party works and, if so, permissions may then be “necessary.” Moreover, in some cases, participants may be required by contract or relationships with rightsholders to obtain permissions for use in their presentations, which will be recorded digitally, but which CAA will make available only for a limited time and for a limited purpose. If “necessary” permissions have not been obtained by the time of the Annual Conference, the participant should keep copies of requests for permissions and/or permissions once received.

    To whom may I direct my concerns related to the Digital Permissions Form?

    If you have further questions or concerns about the Digital Permissions Form, please let CAA know. Email questions to programs@collegeart.org. Any further questions and the answers will be posted on this FAQ page for the benefit of all members.

    STILL HAVE A QUESTION? 

    We know we may not have answered all of your questions. Please let us know! Email questions to programs@collegeart.org.