• Information for:
    Authors and Presenters
    Chairs & Committee Members
RMIT
Melbourne, Australia
9 - 12 December 2008
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Chairs & Committees Members

Information for Conference Chairs

Information for Program Committee Members

Information for Session Chairs


Conference Timeline and Due Dates

11 August 2008

Abstracts due

1 September 2008

Advance Technical Program due from conference chairs to Pat Wight, patw@spie.org

29 September 2008

Student Grant Applications due from student authors to Pat Wight, patw@spie.org

6 October 2008

Final Technical Program changes due from conference chairs to Pat Wight, patw@spie.org

10 November 2008

Manuscripts due for all conferences with post-meeting proceeding, submit via mySPIE.org

9-12 December 2008

Conference Dates in Melbourne, Australia

21 December 2008

Manuscript Reviews completed by conference chairs


Information for Conference Chairs

Call for Papers

Include the following elements in the Call for Papers (SPIE reserves the right to edit copy, as necessary:

  • Focused conference title
  • Conference chair(s) full name(s), affiliation(s), and contact information (mailing address, phone, fax, and email)
  • List of confirmed program committee members, including affiliations, mailing address, phone, fax, and email
    • program committee should be diversified, active, and from a variety of countries and affiliations
    • committee members should have expertise in your conference topics
    • committee members should be active in soliciting abstracts and evaluating submissions for acceptance in the program
  • Introductory paragraph describing the intended content of your conference and an invitation to contribute papers
  • Bulleted phrases which highlight specific topics of interest

• View a sample Call for Papers


Print a Call for Papers Worksheet

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How the Call for Papers will be used to generate papers for your conference:

  • An electronic flyer will be emailed to you and your committee to use in soliciting papers and encouraging conference attendance
  • A Composite Call for Papers will be mailed to appropriate SPIE mailing lists
  • Electronic promotions and the placement of the Call for Papers will enable interested participants to view your conference Call for Papers and respond with electronic abstract submissions

Abstract Solicitation, Submission, and Presentation

  • The abstract due date for this conference is 11 August 2008.
  • Involve your program committee in the search for conference participants. Although the Call for Papers reaches many interested persons, personal contact does the most to produce a full and interesting program
  • Direct all speakers (including invited speakers) to submit their abstracts to your conference at SPIE.org/au by this date. This will give you and I immediate access to their abstract
  • Do not offer fee waivers, or author support without contacting me first
  • As you contact your colleages to submit abstracts, please be sure to let them know the following:
  • When submitting an abstract, all authors must agree to the following conditions:
    • An author or coauthor (including keynote, invited, and solicited speakers) will register at the reduced author registration rate, attend the meeting, and make the presentation as scheduled. (Current SPIE Members receive an additional discount on the registration fee.)
    • Authors and coauthors attending the meeting will obtain funding for their registration fees, travel, and accommodations, independent of SPIE, through their sponsoring organizations before submitting abstracts
    • All clearances, including government and company clearance, have been obtained to present and publish. DoD contractors need to allow at least 60 days for clearance
    • SPIE is authorized to circulate the abstracts to conference committee members for review and selection purposes
    • Accepted abstracts may be published in printed, CD-ROM, and web programs promoting the conference. Only astracts that are suitable for publication should be submitted
    • A full-length manuscript (8-12 pages) for all accepted oral or poster presentation will be submitted for publication in the SPIE Digital Library and conference Proceedings
    • We continue to enforce the "no present, no publish" policy. Authors should be aware that their presentations must be given as scheduled at the meeting, or the manuscripts will not be included in the conference Proceedings, or the SPIE Digital Library, unless there is an unusual situation that might warrant consideration. The final decision will be made by the conference chairs and SPIE.

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MySPIE Presentation Abstract and Manuscript Review Information

The MySPIE submission and review system allows you to quickly and easily view and review abstracts submitted to your conference. Conference chairs and committee members can monitor and review abstract submissions in real time via mySPIE.org which also helps to determine who still needs to submit.

Print MySPIE Conference Chair Review System Information and Step-by-Step Instructions

Print the MySPIE Technical Committee Review Step-by-Step Instructions


If you, or any of your committee members, run into difficulties with MySPIE, please don't hesitate to direct them to me for assistance.

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Advance Technical Program

Advance Programs are due to me 1 September 2008. It is very important to have the programs done by this date so that I can notify authors of acceptance early enough so that authors can begin to navigate through the visa application process, make travel arrangements, finalize funding from their organizations, and begin to write their manuscripts.

  • Conferences should have 32-36 accepted submissions for a two-day conference (more submissions are certainly acceptable). Note: SPIE reserves the right to cancel or combine conferences of less than 20 viable submissions.
  • Program templates and additional instructions will be sent to all chairs as the advance program due date approaches.
  • Once you have reviewed the abstracts, or during the process, begin determining session categories and place papers in sessions.
    Please include the following information with your program:
    • Session Titles
    • Conference chairs will also need to invite and confirm session chairs at this stage (program committee members are often assigned as session chairs). Note that:
      • Full Names, affiliations, of session chairs (include contact information if the session chairs are not already on your program committee
      • Session chair duties include, but are not limited to, contacting authors within their session in advance to confirm that they are attending the meeting, introducing the session topic and each speaker, maintaining the printed schedule, and tracking session changes
      • Participation should be confirmed before including them in your program
    • List of paper numbers in each session, in sequence, with invited papers noted
      • Invited papers are generally allocated 30-40 minutes; be sure to identify these for me
      • Keynote papers are generally allocated 40-60 minutes
      • Contributed papers are generally allocated 20 minutes
      • Due to visa issues, we're recommending that individuals from the following countries be placed just prior to coffee breaks or lunch, or at the end of the day: China, Russia, India, Ukraine, Belarus, Uzbekistan, Turkey
    • List of poster papers
    • If you received papers that fit better into another conference, please make sure to let me know so that I can let the other conference chairs know
    • List of rejected papers
    • Allow 20-30 minutes for the morning and afternoon breaks which will occur between 10-11:00 am and 3-4:00 pm each day, and allow at least 1 hour for lunch.
  • Conference chairs and committee members are encouraged to make suggestions for possible panel discussions and workshops.
  • Once the advance program is finalized, I will notify all of the authors by email of acceptance/rejection.

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Final Technical Program

Conferences are promoted through the Advance Technical program (mailed and online). Since there are often changes (such as cancellations) after the Advance Technical program has been printed, we print a Final Technical program that is distributed onsite that reflects the most up-to-date information at the time of printing.

  • Updated programs are due from the chairs 6 October 2008. Changes from the Advance program should be minimized as much as possible for the Final program as authors and attendees make their plans based on the Advance program.
  • Cancellations you receive should be sent to insert Pat Wight, patw@spie.org so that we can track them. I will also notify you of any cancellations we receive.

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Manuscript Review for Conference Proceedings Volume

Chairs also act as Proceedings Editors and work with their designated SPIE Staff Proceedings Editor to collect all delinquent manuscripts and resolve any publications issues

  • An SPIE Staff Proceedings Editor will be assigned to your conference once volume numbers are assigned before the Advance program goes to print
  • Conference chairs are expected to make certain that each manuscript is reviewed by one or more committee members, a session chair, or by her/himself.
  • Manuscripts are posted on the Web and accessible to assigned reviewers through MySPIE.org
  • Print MySPIE Conference Chair Review System Information and Step-by-Step Instructions
  • Print the MySPIE Technical Committee Review Step-by-Step Instructions




    Post-Meeting Volume Manuscripts Due from Authors

    Manuscripts are due 10 November 2008 for Conference Proceedings volumes that will be shipped 4-6 weeks after the meeting.
    Reviews must be completed by 21 December 2008


Accepted abstracts may be published in a printed booklet that will be distributed onsite. Authors are requested to submit only 250-word abstracts that are suitable for publication.


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Symposium Dates and Symposium Title

Once onsite, conference chairs are expected to:

  • Pick up their registration materials and chair packet at the Chair Registration Desk
  • Check for any late program updates on the room sign outside of the meeting room
  • Provide backup for session chairs and deal with any no-show presentations (according to SPIE guidelines)
  • Distribute the session forms to each session chair so they can track changes in their session
  • Ensure that the session forms are returned to Marilyn Gorsuch onsite at the Registration Desk at the end of the session or day. Authors will have been notified that SPIE enforces a no-present, no-publish policy, so it is very important that the session forms provided by SPIE be returned to us!

If you are also Chairing a Session within the Conference, view the Information for Session Chairs

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Registration Fee


Registration fees include admittance to all conferences, plenaries, panel discussions, workshops, poster sessions, coffee breaks, the welcome reception, and a proceedings plan of your choice.


Conference Chairs
Conference chairs receive a full fee waiver and a complimentary copy of the proceedings volume. Conference chairs do not need to complete a registration form unless they wish to purchase other items such as a banquet ticket or additional proceedings volumes.


Co-chairs, Program Committee Members, Session Chairs, Invited, Keynote, and Contributed Speakers
These individuals pay the discounted author registration fee.


Students

A reduced rate is available for full-time student attendees, including student authors.


Non-Authors
Individuals who want to attend the technical conferences, but who are not authors, pay the full registration fee.

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Student Travel Contingency Grant Program


SPIE commiserates with full-time students who may need some financial assistance to present their papers at our technical conferences.

  • If you are aware of such a student please direct them to the SPIE Contingency Student Travel Grant page to determine if they are eligible for consideration.
  • Students who apply will request a letter from the conference chair that states their paper presentation is necessary for the success of the conference.
  • In addition to this letter, students complete other paperwork and submit proof of full-time student status.
  • Applications and supporting material are due 10 weeks prior to the meeting (on or before insert date 10 weeks prior to symp).
  • Please note that only limited funds are available to help a limited number of students.


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Information for Program Committee Members

  • Assist Conference Chairs in soliciting abstracts
  • Participate in the presentation abstract and manuscript review processes
  • Serve as Session Chair as requested by Conference Chairs
  • See Information for Session Chairs
  • Contact authors in the Sessions to confirm their attendance
  • Conference Timeline
  • View Conference Timeline and Due Dates

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Information for Session Chairs

Before the Conference:

  • Please view the Advance Technical Program for information about the session you are chairing.
  • A copy of the author biographies will be sent to you.
  • Contacting the presenters in your session(s) is a way of ensuring their attendance and commitment to the meeting.
  • If biographies for authors in the session you are chairing are missing, please email the authors and request brief biographies so that you can properly introduce them before their presentation.
  • Preregister for the meeting by 10 November 2008 and received $100 off the onsite registration fee. As a Session Chair you receive the reduced Author/Session Chair/Committee registration rate.

At the Conference:

  • Check for any late program updates on the room sign outside of the meeting room.
  • You will receive a Session Report Form from the Conference Chair to use in tracking changes in your session.
  • Return the forms to the Registration Desk, the AV Desk, or the AV room monitor. It is very important that these forms are returned to SPIE for paper and publication records.

Chairing the Session:

  • Introduce the session topic
  • Introduce the speakers
  • Maintain the program schedule
  • Be prepared for the unexpected!

If you find a presenter has failed to attend:

  • Note the no show on the Session Report form
  • DO NOT move to the next paper. Attendees plan for the talks they want to hear based on the published schedule. Choose one of these options:
    • Fill in the *hole* with a standby paper (if there are no official standby authors for your session, make arrangements in advance to have one or two *no strings* [no manuscript] presenters on hand)
    • Open the floor to an extended Q&A session for speakers who have already presented
    • Have one or two controversial topics ready for discussion
    • Bring a topic on your laptop for presentation and/or discussion
    • Open the floor for discussion on any topic of interest to the audience
  • Start the next talk at its published, scheduled time.

If you have any questions or need more information, please contact your technical programs coordinator, Pat Wight, patw@spie.org.

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