Conferences, Meetings, Seminars ("Events")

An Event is considered open if it is open to technically qualified members of the public. Attendees will be permitted to take notes or otherwise make a personal record (but not necessarily a recording) of the proceedings and presentations.  If included, the registration fees are typical for other similar events at other locations/venues. 

The export control regulations include categories of information that are considered "publicly available" (under the Export Administration Regulations)/"public domain" (under the International Traffic in Arms Regulations) (available to the public without any restrictions).  

Overview of Regulatory Definitions of Publicly Available, Public Domain, and Published

Caution - any of the below, even if using Public Domain information may be considered a Defense Service. 

(1) The furnishing of assistance (including training) to foreign persons, whether in the United States or abroad in the design, development, engineering, manufacture, production, assembly, testing, repair, maintenance, modification, operation, demilitarization, destruction, processing or use of defense articles;

(2) The furnishing to foreign persons of any technical data controlled under the USML, whether in the United States or abroad; or

(3) Military training of foreign units and forces, regular and irregular, including formal or informal instruction of foreign persons in the United States or abroad or by correspondence courses, technical, educational, or information publications and media of all kinds, training aid, orientation, training exercise, and military advice.

See above in Important Concepts - Open Events 

Even if the Event is open attendees should be careful to not share any proprietary, unpublished, or export controlled information with other attendees. 

An export license may be required for the disclosure of this information to a particular attendee.

See above in Important Concepts - Defense Service.

Events not considered open may require a non-disclosure agreement, U.S. government clearance, or a Military Critical Technology Data Agreement DD2345.   

Contact the Export Control Compliance team if attending a closed Event where:

• Classified Information, Controlled Unclassified Information, export controlled information or other sensitive information/data will be brought back to SBU
• A DD2345 is required

Government Classified and Controlled Unclassified Information Overview

Events that require non-disclosure agreements are not "open" Events. Non-disclosure agreements are reviewed by Intellectual Property Partners in consultation with the Export Control Compliance team. 

More information on Non-Disclosure Agreements

Attending a conference in an embargoed country requires a specific license or a general license. 

Examples:

• Iran - specific license required
• Cuba - documented applicability of a general license. 

Any travel to an embargoed/sanctioned country must be reviewed by the Export Control Compliance team. 

Attending a virtual or hybrid Event hosted by a person or entity in an embargoed/sanctioned country may require a specific license or a general license. 

Attendance at an Event hosted by a person or entity in an embargoed/sanctioned country must be reviewed by the Export Control compliance team. 

Is the information: 

1) Publicly Available, in the Public Domain or Published Information. Information that is not Publicly Available, in the Public Domain, or Published is subject to the Export Control laws and regulations and an export classification will need to be conducted to determine if any of the information is export controlled.  Classification of Items and Information Overview, or

2) Considered a Critical or Emerging Technology, or

3) Controlled for national security reasons.

Presentations  where information is not Publicly Available, in the Public Domain, or Published; or considered  Critical or Emerging Technology; or controlled for national security reasons must be reviewed by the Export Control Compliance team. 

It is important to be careful to not share any proprietary, unpublished, or export controlled information at Q&A sessions or sidebars.  

An export license may be required for the dislcosure of this information to a particular attendee. 

See above in Important Concepts - Defense Service.

Is the information: 

1) Publicly Available, in the Public Domain or Published Information. Information that is not Publicly Available, in the Public Domain, or Published is subject to the Export Control laws and regulations and an export classification will need to be conducted to determine if any of the information is export controlled.  Classification of Items and Information Overview, or

2) Considered a Critical or Emerging Technology, or

3) Controlled for national security reasons.

Events where information is not Publicly Available, in the Public Domain, or Published; or considered  Critical or Emerging Technology; or controlled for national security reasons must be reviewed by the Export Control Compliance team. 

See above in Important Concepts - Open Conference

Events not considered open must be reviewed by the Export Control Compliance team. 

Consider if the Event will be held in person, virtually, or hybrid.   

Even if the Event is open, Events held virtually or hybrid may require an export license or be prohibited to include sanctioned/embargoed countries.