Membership
- What is a "student" (for membership and registration purposes)?
- I don't have a credit card, how can I pay for membership?
- I renewed my membership online but I'm not listed on my Chapter's website. What happened?
Chapter Identity
- What version of Adobe Photoshop and Illustrator were used to create these logos?
- Which logo should I use on our Chapter Website?
- When should I use the Chapter logo?
- When should I use the SPIE Corporate logo?
Officer Travel Grant
- Do I need to be a Chapter Officer to use the Travel Grant?
- All the Officers from my Chapter want to apply for the Officer Travel Grant. Can we do that?
- What is the timeline for the Officer Travel Grant in 2008?
- Do I need to use the Travel Grant to go to the Optics + Photonics Symposium?
- How much money is the Travel Grant?
- What is included with the Officer Travel Grant?
- Are there any restrictions/rules on how we can spend the Travel Grant?
- How do I get reimbursed for my Travel Grant expenses?
- For my visa application, I need to know where I will be staying. Where is that information?
Optics + Photonics Travel
- How do I get my registration fee waiver and purchase short courses?
- At Optics + Photonics '08, four short courses are complimentary for student members (WS666, WS777, WS897, WS908). Should I list these on the registration form?
- What is the Banquet, and how can I get free tickets?
- Can I get more registration fee waivers or free hotel rooms for other students who are coming to the Conference from my Chapter?
- How do I reserve a hotel room for the conference?
- What is the deadline for reserving a hotel room?
- If I am paying for the room myself, why do I need to send you a credit card number? Can't I do that once I get to San Diego?
- I'm staying longer at the Holiday Inn Downtown than the seven days that SPIE has agreed to pay. How do I pay the proper amount?
Student Chapter Leadership Workshop
- What is the Student Chapter Leadership Workshop (SCLW)?
- Can other students from my Chapter attend the Student Chapter Leadership Workshop?
- If I am participating in the Leadership Workshop only, do I need to pay the conference registration fee?
Other Optics + Photonics Events
- How do I request a free table or poster for my Chapter at the Optics + Photonics Exhibition?
- What are the sizes of the table and poster board that will be used for student displays?
Membership
What is a "student" (for membership and registration purposes)?
SPIE defines a student as someone engaged in full-time studies, who has not yet attained their terminal degree. Post-Docs are not eligible for student membership and discounts.
Last Updated: 11 April, 2007
I don't have a credit card, how can I pay for membership?
SPIE accepts checks (in USD), money orders, purchase orders, and bankwire transfers. Download an individual membership application (in the Downloads section) for more information.
Last Updated: 11 April, 2007
I renewed my membership online but I'm not listed on my Chapter's website. What happened?
When renewing online you must make sure to select your Student and Chapter Memberships for renewal on the drop-down menus. If a specific Chapter is not selected, your Chapter Membership will not be renewed. Contact students@spie.org to fix this problem.
Last Updated: 17 April, 2007
Chapter Identity
What version of Adobe Photoshop and Illustrator were used to create these logos?
EPS files were created using Illustrator 11.0 while GIFs and JPGs were created with Photoshop 7.0.
Last Updated: 20 June, 2007
Which logo file type should I use on our Chapter Website?
It depends. The GIF logos provided by SPIE are small in size (180x50px) but have transparent backgrounds, making them ideal for websites with colored backgrounds. The provided JPG logo is larger (500x160px) but has a white background. For other sizes, we recommend scaling the three color (RGB) EPS file and then saving it as a JPG or GIF.
Last Updated: 20 June, 2007
When should I use the Chapter logo?
Individual Chapter logos should be used to promote events that are run or sponsored by the Chapter. Chapters can use their logo as they see fit to create their identity. If the Chapter sponsors events that they did not organize and/or run, then the logo should only be used to identify the Chapter as a sponsor. Sponsorship the may involve monetary funding, donated supplies, or volunteering your time.
Last Updated: 20 June, 2007
When should I use the SPIE Corporate logo?
Generally, Chapters are asked not to use the SPIE Corporate logo except to specifically identify the organization. Events organized by our Student Chapters require enormous amounts of time and dedication. These new logos were designed to increase the visibility of our Chapters while giving proper credit where it is due.
Last Updated: 20 June, 2007
Officer Travel Grant
Do I need to be a Chapter Officer to use the Travel Grant?
No, officers are encouraged to use it as an incentive/reward for service to the Chapter however, it can just as easily be used as a tool to recruit/identify new officers. The Chapter, as a whole, should decide who will be the designated Travel Grant recipient.
Last Updated: 21 March, 2007
All the officers from my Chapter want to apply for the Officer Travel Grant. Can we do that?
The first priority when awarding Travel Grants is to ensure that as many Chapters as possible are represented. Therefore, only one person from each Chapter will be considered. It is preferred that the entire Chapter chooses the one person they want to represent them at the conference. The main travel grant award winner can certainly choose to share the award with other members of the Chapter (which can be a condition for them being chosen in the first place).
Last Updated: 21 March, 2007
What is the timeline for the Officer Travel Grant in 2008?
In 2008, we will again use a two round process for applications. The first-round of applications are designed mainly for students needing to get a US visa before making travel arrangements; second-round applications are designed for students who can be more flexible with their schedules. E-mail invitations are sent in mid-February, notifying Chapter Officers that applications are being accepted.
First-round: All applications and supporting documents should be submitted by 21 March. Applications will be approved/denied by the Membership Committee by the end of the month. Selected applicants will be notified and visa invitation letters mailed in the first week of April.
Second-round: Applications and supporting documents should be submitted by 30 May. Applications will be approved/denied by the Membership Committee in the the first week of June. Selected applicants will be notified in the second week of June.
All visa arrangements are the responsibility of the student.
Last Updated: 18 March, 2008
Do I need to use the Travel Grant to go to the Optics + Photonics Symposium?
No, you may use the grant to attend any official SPIE conference. However, Optics + Photonics is our premiere student-focused conference providing the most student activities, networking opportunities, and "fun" of all our conferences. Students applying for a Travel Grant to attend any meeting other than Optics + Photonics should submit their applications and supporting documentation at least 12 weeks before the first day of the conference.
Last Updated: 21 March, 2007
How much money is the Travel Grant?
$1000 is the amount of support that we guarantee per student. In 2007, we were able to adhere to the following principle: "$1000 US or enough to fund the travel of at least one person from the Chapter to the meeting."
We take a rough average of the cost of travel from different countries and award an amount based on our findings. International travelers were generally awarded about $1250 each, though with the rising costs of travel due to fuel prices, increased security, etc. these numbers are likely to fluctuate. Many of these students must contend with expensive visa processes in addition to higher travel costs compared to domestic students. This is particularly true with travel to/from India, often resulting in larger grants being awarded to these students.
The difference in award size is mitigated by the fact that more local Chapters receive an entire double hotel room (to accommodate an extra person), while overseas students will be paired in a hotel room. Each year we work to improve the Travel Grant process and accommodations at Optics + Photonics. We are, however, required to adhere to a budget which must be fairly divided amongst all Student Chapters.
Last Updated: 18 March, 2008
What is included with the Officer Travel Grant?
The award supports travel, food, and lodging costs associated with attending the meeting. Grant recipients also have their conference registration fee waived. At Optics + Photonics, SPIE arranges seven nights of free lodging for Travel Grant recipients. We do not do this for other meetings.
Last Updated: 18 March, 2008
Are there any restrictions/rules on how we spend the Travel Grant?
Travel Grant money may only be used to reimburse expenses for travel, food, and lodging. And no, Luis Vuitton bags are not necessary travel expenses. :-) Beyond the basic restrictions of common sense, we do not require you to use specific vendors, airlines, or spend the travel money in a specific way. Use it how you need to. For example, a Chapter rented a mini van for five days in San Diego during the conference, using the Travel Grant to move their demonstration equipment. They were not required to rent the van from a specific company. As always, look for bargains, buyer beware, and be safe.
Last Updated: 21 March, 2007
How do I get reimbursed for Travel Grant expenses?
The method of reimbursement depends on where you are located. Please read the complete reimbursement policy information sheet for full details on valid reimbursement expenses.
North American Residents:
Fill out an expense reimbursement form and send it along with copies of your receipts for travel, food, and lodging related to the conference (sorry, tickets to Sea World don't count). You will be reimbursed up to $1000 via a check made out to the Travel Grant recipient. This person is responsible for reimbursing other members of the Chapter if they have submitted receipts.
Outside North America:
Due to difficulties transferring money outside the United States, we prefer to reimburse international students in cash (USD) at the meeting. You will need to present your receipts and expense reimbursement form for approval to Dirk Fabian (dirkf@spie.org) or Jason Hamman (jasonh@spie.org) at Optics + Photonics. Once completed, go to the Registration Desk before noon on Thursday with your receipts and signed reimbursement form. You will be reimbursed up to the maximum amount of your award letter.
If you need money immediately upon arrival:
The best thing to do is to bring a copy of your plane ticket receipt to the cashier on Sunday or Monday. Copies can be made on-site. The currency on the receipt does not matter-it will be converted to US dollars and refunded to you in cash.
Keep track of your receipts throughout the week. Expenses can not be reimbursed without a receipt. Our Accounting Department policy is this: "Travel grant money is considered an expense reimbursement and we absolutely must have receipts for the full amount in order to pay you. No exceptions."
Last Updated: 23 August, 2007
For my visa application, I need to know where I will be staying. Where is that information?
In 2008, we will again be reserving a block of rooms in the Holiday Inn Downtown. This hotel received positive feedback from students and, in addition to a relatively hassle-free experience, this location also provides access to:
- Swimming Pool
- Internet in your rooms
- Shuttle to/from the airport, convention center, San Diego Zoo, and Sea World
The hotel address is:
Holiday Inn Downtown
1617 First Avenue
San Diego, CA 92101
United States
Front Desk: 1-619-239-9600
Hotel Fax: 1-619-233-6228
For more information:
Download: Holiday Inn Hotel Room Guide
Visit: The Holiday Inn Website
Hotel reservations for the Travel Grant are handled through SPIE (students@spie.org).
Last Updated: 18 April, 2008
Optics + Photonics Travel
How do I get my registration fee waiver and choose short courses?
To get your fee waiver and register for short courses, please fill out the OP08 PDF Registration form. Only approved Travel Grant winners will be processed.
- Go to Page 2.
- Fill in your SPIE Member ID in Section 1.
- Fill in your contact details.
- Go to Section 3 and check the $220 box on the Student Line
- On the right side of the page under "Registration Total" write "Complimentary" on the line, and "SPIE Student Chapter Officer Grant" underneath it.
- Go to Short Courses, select "Optics and Photonics 2008," and then choose any short course(s) you would like to attend. Note the number of each course and write it in Section 4.
- Example: If you choose "Nanoplasmonics" you would write SC 727 @$ Comp . Over 70 short courses are available. The following short courses are free to SPIE Student Members: WS666, WS777, WS897, WS908. If you are only taking zero cost short courses, write "Free" under "Course/Workshop Total." Add any additional proceedings, CDs, Digital Library subscriptions that you need in the other sections.
- If you only want your registration and to attend free short courses, your Total is "Comp" and that should be written in the bottom box of the right side. If you are adding items that you need to pay for, provide the necessary payment information in section #6.
- Mail or Fax (1-360-647-1445) the form in - only pg 2 needs to be faxed.
- Please register by 25 July 2008.
Last Updated: 18 April, 2008
At Optics + Photonics '08, four short courses are complimentary for student members (WS666, WS777, WS897, WS908). Should I list these on the registration form in addition to the "one free short course" that I get for being a Travel Grant winner?
Due to increased travel costs in 2008 we are no longer able to offer a free Short Course to Travel Grant Winners. However, a number of short courses are offered free to Student Members (WS666, WS777, WS897, WS908). Please sign-up in advance for all the courses you wish to take, whether "free" or not. This helps us to better estimate final registration counts and to print the right amount of course materials. All course numbers should be listed on the proper line of the registration form; because you are a Student Member of SPIE, no fees will be charged for the workshops WS666, WS777, WS897, or WS908 (these are free to all Student Members).
Last Updated: 18 April, 2008
What is the Banquet, and how can I get free tickets?
The Banquet is a formal dinner where Society awards are presented. It is different from the Scholarship and Grant Winners Reception held each year. Banquet tickets are not included in the Travel Grant award and must be purchased.
Last Updated: 21 March, 2007
Can I get more registration fee waivers or free hotel rooms for other students who are coming to the Conference from my Chapter?
No. Students may still submit these expenses for reimbursement from the Travel Grant, but no additional "freebies" can be granted.
For students from North America who are coming as part of a Chapter trip, we provide one full double hotel room in the name of the Travel Grant recipient. You can share this with whoever else is coming from your Chapter - the suites have two double beds so two people can sleep comfortably; per California State fire code, roll-away beds are not allowed in rooms with double beds. Other hotel rooms need to be purchased as normal, though we may be able to help get other conference participants into the student rate block.
Students coming from overseas will be sharing a hotel room with another Travel Grant recipient, so all other students coming from that Chapter will have to purchase an additional room. Once travel plans become more secure (closer to the event), SPIE can help students find rooms to share in the student block. Special Chapter service projects that require extra resources are the only possible exception to this and must be discussed with SPIE Student Services (students@spie.org).
Last Updated: 18 April, 2008
How do I reserve a hotel room for the conference?
To get the SPIE conference rate, SPIE must book your room. When your travel plans are finalized, please email students@spie.org with your inbound flight number, arrival date & time, outbound flight number, and your departure date & time. We will reserve a room in your name. Travel Grant winners must still supply this information.
Last Updated: 21 March, 2007
What is the deadline for reserving a hotel room?
June 30, 2008. Anyone who is unable to send their itinerary to students@spie.org by then will be automatically reserved a room for arrival on 8 August and departure on 15 August.
Last Updated: 18 April, 2008
If I am paying for the room myself, why do I need to send you a credit card number? Can't I do that once I get to San Diego?
We request a credit card number and expiration date so that we can reserve the room in your name. In the past, we have had difficulties when students did not appear for their hotel rooms. If you do not appear to claim your room, you will be charged a cancellation fee. If for any reason your travel is delayed, call the hotel to inform them of your anticipated arrival time. At the end of your stay, you may pay by any method you like - cash, traveler's checks, or credit card. The credit card does not need to be the same as the one that was used to reserve the room.
Last Updated: 21 March, 2007
I'm staying longer at the Holiday Inn Downtown than the seven days that SPIE has agreed to pay. How do I pay the proper amount?
It is no problem to stay longer than seven days in the hotel, as long as you inform us about it. That way, we can make one reservation for you which guarantees the lower ($100) rate. We will not pay the whole bill, just the seven days as described in the Travel Grant Award Letter. If you are staying longer, it will be noted with the hotel.
You have to be very clear with the hotel when checking out and make sure that they look on the "SPIE Supplied Rooming List." You will need to pay separately for the additional nights (beyond the pre-paid seven) that you have stayed at the hotel. Be sure to ask for a receipt that shows what you have paid. It is usually best to pay with a credit card in these cases. If you have not yet reached the maximum reimbursement for your Travel Grant, you may even submit that receipt as part of your expenses.
Last Updated: 18 April, 2008
Student Chapter Leadership Workshop
What is the Student Chapter Leadership Workshop (SCLW)?
The Student Chapter Leadership Workshop is a two day event during which all Student Chapter Officers can gather to share information, network, and participate in educational and professional development activities. The themes of the Workshop varies each year but topics usually include: Education and Public Outreach, Career Development, and Chapter Building and Management skills. This event features outstanding speakers and a fun-filled atmosphere!
View the 2007 Leadership Workshop Schedule.
Last Updated: 18 April, 2008
Can other students from my Chapter attend the Student Chapter Leadership Workshop?
Of course! All Student Chapter Members are welcome at the Leadership Workshop. However, we must know who is coming so that we can provide materials for these added students. All extra attendees must be approved by Student Services, though we reserve the right to limit the number of participants if necessary. Please email students@spie.org with a list of additional students planning to attend.
Last Updated: 21 March, 2007
If I am participating in the Leadership Workshop only, do I need to pay the conference registration fee?
No, the conference has not officially begun so no registration fee is required. If you wish to see any of the technical talks later in the week, you will need to register as a student. Passes to the exhibition floor however, are free and available.
Last Updated: 21 March, 2007
Other Optics + Photonics Events
How do I request a free table or poster for my Chapter at the Optics + Photonics Exhibition?
- Download the 2008 Student Chapter Exhibitor Contract. This is a simplified version of the corporate exhibitor contract that you must complete in order to receive your exhibit space.
- The first block of contact details is for your Chapter - If your chapter has a mailbox at your department or within campus government, fill that information in here.
- The second block of contact details is for the exhibit "point person." We ask that only one person be in charge of ensuring that everything is well organized for the exhibit. This person should coordinate set-up, schedule times when the display will be "staffed," and generally be the person who knows what's going on with the display.
- Sign the Agreement section.
- Fax or mail this form to SPIE at +1 360 647 1445 marked "Attn: SPIE Sales" by 18 June.
Last updated: 25 April, 2008
What are the sizes of the table and poster board that will be used for student displays?
The tables are 2' (0.6m) deep and 6' (1.8m) long. They come with a white drape around the edge of the table. Two chairs, a small trash bin, and a Chapter sign are provided with the table. You should still bring some sort of identifying card or banner with your Chapter name. Electrical power should be requested if it is needed (remember that the US uses 120V, 60Hz power with bar plugs). The poster space is a cork board 8' (2.4m) long and 4' (1.2m) tall. The whole poster board stands 8' (2.4m) high on its legs. Posters should mount to the cork board with push pins (provided on-site). You should try to choose either a poster board or a table. Please contact us if you need both.
Poster and Booth Examples from from Optics + Photonics '06:
Last Updated: 21 March, 2007
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