Important disclaimer

This is not legal advice. Remember, anyone can sue anyone for anything. The job of the organizer is to make it abundantly clear that recording can and will be happening, with clear guides on how to prevent it in case someone opts out.

How Backtrack transparently records conversations

Here are the ways responsible organizers handle AI recording at hosted buyer events:

• Email communication: Communicate multiple times over email that recording will be happening
• Explain the why: Tell attendees why they will be recorded and what the data will be used for
• Entrance signage: Have clear signage at the entrance to the venue
• Table signage: Have clear signage on every table
• Easy opt-out: Provide clear ways to opt out — in emails, on signage, and in the product/device itself
• Device indicators: Have the device clearly showing it is recording with the word "Recording" or "Monitoring"
• In-app notifications: Send a notification through the show app during recording hours letting everyone know recording is in progress

Key principles

• Transparency is everything — never record without clear, repeated communication
• Multiple touchpoints: email, signage, device indicators, app notifications
• Opt-out must be easy and accessible at every stage
• Document your communication trail — if someone claims they didn't know, you need proof they were informed