SOTM Quick Licence
SOTM Conference Quick Licence
In order to use the OpenStreetMap Foundation (OSMF) marks for a conference, specifically the "State of the Map" and "SOTM" marks, please fill out the licence below and email it to trademarks@osmfoundation.org. Make sure to check whether you need a licence at all. You can read more about why we need to licence the OSMF marks here and read the FAQs for more information.
Granting this licence is contingent on the event being coordinated with the OSMF SotM working group.
Download and fill the template file
Requests received
Please see: SotM quick licence requests
Evaluation of requests
The requests are evaluated by the Trademarks Licence subcommittee and the State of the Map organising committee. Both committees must approve the request before a licence can be granted.
Benefits of being granted a SotM quick licence
In addition to the approved use described in the SotM quick licence form, approval of your SotM quick licence request might provide you the following benefits:
Banners on www.osm.org
In some cases, approval of the SotM quick licence request for large international events allows you to submit an event banner to be displayed on the openstreetmap.org website.
- Please check the banner policy for the criteria, process and recommendations regarding the banner.
Communication about your event from official OSM channels
Getting a SotM quick licence also allows you to have the word spread around about your event from official OSM channels, managed by the volunteers of the OSMF Communications Working Group (CWG). The channels are: blog.openstreetmap.org, and the OSM accounts on Mastodon, Twitter/X, Facebook, Instagram and LinkedIn.
Important: We expect organizers to prepare their own posts/communications plan and must have their own communications team.
Once your SotM licence request gets approved, you can email the CWG at communication@osmfoundation.org and/or tag the OpenStreetMap accounts mentioned above, so we can share your posts. Please note that the CWG volunteers are in various time zones and publishing depends on their free time and on the existing publishing schedule. More details here.
This option is also available for country-level State of the Map conferences organised by OSMF Local Chapters - which do not need a SotM quick licence.
Conducting a survey about the event you have been granted a licence to
OSMF has a LimeSurvey instance for conducting surveys. Once your SotM licence request gets approved, you can email the board at board@osmfoundation.org to request an account on the LimeSurvey instance, for conducting a survey about the event you have been granted a licence to.
Please note that:
- you have to get the permission from the attendees to email them.
- the person who will get access to the OSMF LimeSurvey instance needs to sign a non-disclosure agreement or be an OSMF board member.
This option is also available for country-level State of the Map conferences organised by OSMF Local Chapters - which do not need a SotM quick licence.
Sponsorship support and distribution for local SotM
Note that the OSMF currently does not directly sponsor events. The OSMF may be able to help with connections to sponsors or act as an intermediary to receive funds to be passed on to the local organizers. Be aware that the coordination with OSMF volunteers and sponsors takes a lot of time. Get in touch with OSMF as early as possible, at least 6 months before your conference. You can find more information at https://osmfoundation.org/wiki/Sponsorship_support_and_distribution_for_local_SotM
Your Licence
Who?
What?
When?
Where?
Why?
The OpenStreetMap Foundation, (“OSMF”) hereby grants _____________________ (“you”) a non-exclusive, non-sublicenseable, non-assignable limited licence to use the "magnifying glass" mark, "SOTM" and the "OpenStreetMap" and "State of the Map" word marks for a conference event presenting talks and workshops on OpenStreetMap related topics.
The licence is granted for the following conference:
Event Name: __________________________________________
Event Dates: __________________________________________
Main purpose of the event: ____________________________________________
Host organization/group/individual: ___________________________
Venue & location: ________________________________________
The licence is granted under the following conditions:
How can I use the mark?
Approved Use: The marks may be used on promotional material, such as flyers, posters, slide presentations, social media & email invitations, the event website, and in venue decoration with respect to the conference.
The use must comply with any Visual Identity Guidelines communicated by the OSMF, and the rules on proper use under Section 2 of OSMF’s Trademark Policy. The use must also be consistent with the OSM Foundation mission and the projects for which the marks are intended to represent.
Our community creates free, high quality educational material and software in an open and collaborative way. Use of our marks must reflect these qualities. You also need to make sure that any material carrying the mark are well maintained while they are in public display.
What do I need to give to OSMF?
Quality Control: You agree to promptly provide samples or mock-up of flyers, posters, slide presentations, screenshots of digital correspondence, or other conference materials using the OSMF Marks upon request by OSMF. You also agree to update usage of the OSMF Marks upon OSMF's reasonable request. You agree to promptly respond to the OSMF’s requests for additional information or to an inspection of your use.
What can’t I do?
Affiliation: Your use of the marks may not suggest that the event is affiliated or endorsed by the OSMF.
How long will this licence last?
Termination: This licence will automatically terminate after the conference. The OSMF may terminate this licence at any time by providing notice to you in any manner if it determines that the use is inconsistent with our mission or could expose community members, or movement organizations to liability.
All provisions shall survive the termination of this licence except for the approved use and quality control provisions.
What else should I be aware of?
All OSMF marks are provided “as is.” The OSMF disclaims the warranties of merchantability, fitness for a particular purpose, and noninfringement, and any other express or implied warranties with respect to the OSMF marks and content. The OSMF will not be liable for lost profits and loss or damage to data arising out of the use of any OSMF marks, or any other consequential damages. The OSMF’s aggregate liability arising out of this licence will not exceed £100.
Whose law governs?
Choice of Law: The law of the United Kingdom, without giving effect to its principles of conflicts of law, governs all adversarial proceedings arising out of this licence.
How can I change the licence?
Severability & No Waiver or Assignment: If any provision of this licence is unenforceable, that provision will be interpreted to accomplish the objectives of that provision to the greatest extent possible and the remaining provisions will continue in full force and effect. No failure to enforce any provision of this licence will be deemed a waiver unless it is signed in writing by the party waiving the obligation. Neither party may assign any of its rights or obligations under this licence without the prior written consent of the other party.
How can I get in touch with you?
Notices: Notices under this licence shall be delivered to the address or email below.
OpenStreetMap Foundation
St John’s Innovation Centre
Cowley Road
Cambridge
CB4 0WS
United Kingdom
trademarks@osmfoundation.org
(insert your address)
Signatures
(please sign & date here)
(signature of the OSMF representative & date)