Frequently Asked Questions (FAQ) -- SPIE Student Services

Membership

Chapter Identity

Officer Travel Grant

Officer Travel Grant: Travel to Optics + Photonics

Officer Travel Grant: Attending Optics + Photonics

How do I get my registration fee waiver and purchase short courses?
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?

Student Chapter Leadership Workshop

Optics + Photonics Chapter Exhibition

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?

Visiting Lecturer Program

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

When should we 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

Which logo should we 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

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

May we 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: 23 February, 2009

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: 25 February, 2009

How many students from my Chapter can apply for the Officer Travel Grant?

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?

Officer Travel Grants must be submitted at least 12 weeks prior to the start of the conference. For Optics + Photonics 2011, 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 announcements are sent in mid-February.

First-round: All applications and supporting documents should be submitted by 11 March. Applications are then reviewed by the Membership Committee. Selected applicants will be notified and mailed invitation letters by 11 April.

Second-round: Applications and supporting documents should be submitted by 3 June. Applications are then reviewed by the Membership Committee. Selected applicants will be notified by 1 July.

All visa arrangements are the responsibility of the student.

Last Updated: 17 February, 2011

How much money is the Travel Grant?

$1000 is the amount of support that we guarantee per student. Generally, we are 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 are 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 more chapter members), 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: 17 February, 2011

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 six nights of free lodging for Travel Grant recipients. We do not do this for other meetings.

Last Updated: 23 February, 2009

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. 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. Keep in mind, however, that you will only be reimbursed for conference-related expenses. Souvenirs, tickets to the zoo, transportation to tourist attractions, and the like are not supported by the Officer Travel Grant. Please read the complete reimbursement policy for more details. As always, look for bargains, buyer beware, and be safe.

Last Updated: 17 February, 2011

How do I get reimbursed for Travel Grant expenses?

The method of reimbursement depends on which SPIE conference you attend. Please read the complete reimbursement policy information sheet for full details on valid reimbursement expenses.

Optics + Photonics attendees:
To minimize paperwork, we prefer to reimburse all students in cash (USD) while in San Diego. Go to the specified reimbursement location before noon on Thursday with your receipts and a completed 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.

Other SPIE Conference attendees:
Fill out an expense reimbursement form and send it to students@spie.org along with copies of your receipts for travel, food, and lodging related to the conference. You will be reimbursed up to the maximum amount of your award letter.

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: 17 February 2010

Officer Travel Grant: Travel to Optics + Photonics

Do you have any advice for obtaining a visa?

The most important thing to remember when applying for a visa is to start early. Sometimes the approval process can take months. For more information about best practices/tips, please see our Tips for Obtaining a Visa document.

Last Updated: 17 February, 2011

I'm flying into Los Angeles. How can I get to San Diego?

If coming to San Diego from Los Angeles, your best option is to take the Amtrak. Fares to San Diego start at $30. There is a shuttle from the LA airport to the Amtrak station (this website may be of help). The shuttle fare is about $7. Please do not take a taxi from Los Angeles to San Diego. It will cost several hundred dollars.

Last Updated: 17 February, 2011

Can I drive to the conference instead of paying for airfare?

Your method of travel to the conference is up to you. SPIE will reimburse for plane tickets, train tickets, or gas receipts. Keep in mind that driving means you will likely have to pay for parking in the city and this can be expensive. Regardless of your travel method, the grant amount in your award letter will remain the same.

Last Updated: 17 February, 2011

At which hotel will we be staying in San Diego?

In 2011, we will be reserving a block of rooms at The Holiday Inn Downtown. Amenities of the hotel include:

Complimentary Hotel Shuttle
Swimming Pool
Fitness Center
Complimentary WiFi

The hotel address is:
Holiday Inn Hotel San Diego-Downtown
1617 First Avenue
San Diego, CA 92101
United States

Front Desk: 1-619-239-9600
Toll Free: 1-800-366-3164
Hotel Fax: 1-619-233-6228

For more information:
Download: Holiday Inn Downtown Guide
Visit: The Holiday Inn Downtown Website

Hotel reservations for the Travel Grant are handled through SPIE.

Last Updated: 17 February, 2011

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 enter your details into the Room Reservation form and we will reserve a room in your name. If other members from your chapter will accompany you, please also have them fill out the form to ensure a correct number of rooms is reserved. The form must be filled out by 27 June to guarantee a room.

Last Updated: 17 February, 2011

What is the deadline for reserving a hotel room?

June 27, 2011. Anyone who is unable to complete the Room Reservation form by then will be automatically reserved a room for arrival on 19 August and departure on 25 August.

Last Updated: 17 February, 2011

My spouse/fiancé/girlfriend/boyfriend/partner will accompany me to San Diego. Can we get a room together at the hotel?

It is possible, but you will be responsible for any additional lodging fees beyond what is listed in your award letter. As students are generally paired in rooms, choosing to room with your partner instead means that another student will be displaced so you will have to absorb that half of the room cost. The cost of a room per night is approximately $99. Please contact Benjamyn Lockwood for more information or to discuss your specific situation.

Last Updated: 17 February, 2011

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

May I stay longer at the hotel than the six days that SPIE has agreed to pay?

It is no problem to stay longer than six days in the hotel, as long as you inform us ahead of time. Then we can make one reservation for you which guarantees the lower rate. SPIE will pay for the six days as described in the Travel Grant Award Letter; you will be responsible for the remaining days (which will be noted with the hotel).

You may 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 six) 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. Extra nights in the hotel are not eligible for reimbursement under the Officer Travel Grant.

Last Updated: 17 February, 2011

Officer Travel Grant: Attending Optics + Photonics

How do I get my registration fee waiver and purchase short courses?

To get your fee waiver and register for short courses, please fill out the OP11 PDF Registration form. Only approved Travel Grant winners will be processed. Please DO NOT register online for the conference.

Go to Page 2.
Fill in your contact details.
Under Symposium Registration, check the $275 box on the Full-time student line
On the right side of the page under "Registration Total" write "Complimentary" on the line, and "SPIE Student Chapter Officer Grant" underneath it.
Go to Short Courses, select "SPIE Optics + Photonics," and then choose any short course(s) you would like to attend. Note the number of each course and write it on the form. Example: If you choose "Nanoplasmonics" you would write SC 727 @$ 525 . Over 40 short courses are available. The following short courses are free to SPIE Student Members: WS897, WS908. If you are only taking zero-cost short courses, write "Free" under "Course/Workshop Total." Add any additional proceedings, CDs, or 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.
Mail or Fax (1-360-647-1445) the form in - only pg 2 needs to be sent.
Please register by 5 August 2011.

Last Updated: 2 May, 2011

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 may share this with other members of your chapter (up to four people can stay in one room). Extra hotel rooms will be at the chapter's expense, 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.

Last Updated: 17 February, 2011

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 theme 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 more information about the 2010 Leadership Workshop.

Last Updated: 17 February, 2011

Do all Officer Travel Grant recipients have to attend the SCLW?

Yes. The SCLW is a requirement of the Officer Travel Grant. Please keep this in mind when scheduling your flights. To be eligible for reimbursement, you must arrive in time to attend the SCLW on 20 August. You will be able to check in to your hotel room after 3:00pm on 19 August.

Last Updated: 17 February, 2011

Can other students from my Chapter attend the SCLW?

Of course! All Student Chapter Members are welcome at the SCLW. 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 and 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: 17 February, 2011

If I am participating in the SCLW 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

Is there a dress code for the SCLW?

There is no dress code for the event. Some students dress very nice; others do not. You will want to be comfortable, but also want to make a good impression when networking. For this reason, business casual is probably the best style of dress.

Last Updated: 17 February, 2011

Optics + Photonics Chapter Exhibition

How do I request a free table or poster for my Chapter at the Optics + Photonics Exhibition?

Fill out the online 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, staffing the display, and generally be the person who knows what's going on with the display.
Choose what equipment you would like to reserve (table, poster, electricity) for your exhibit. Table and poster dimensions are below.
Read through the policy information and submit the form. Our Exhibits department will assign your space on site.

Last updated: 17 February, 2011

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, however, you may request both.

Poster and Booth Examples:

University of Dayton display at Optics + Photonics

Last Updated: 17 February, 2010

Visiting Lecturer Program

May we invite a lecturer who is not listed in the Visiting Lecturer Directory?

While it is possible to invite lecturers who are not listed in the visiting lecturer directory, they must be SPIE Members. For a quick check of potential speakers’ membership status you can use the online Member Directory (you must be logged in to SPIE.org to access this page).

Last Updated: 20 November, 2009

How should we estimate a lecturer’s expenses?

When you have a lecturer in mind, you should contact the speaker directly to request a lecture and an estimation of travel expenses. When you have all of that information, each chapter must request a lecturer using the online form. When filling out the ‘Expense estimate’ section, please provide a fair amount of detail. Keep in mind that the visiting lecturer reimbursement will cover up to $1500 of expenses.

Last Updated: 20 November, 2009

How is a visiting lecturer reimbursed?

All funding is paid via reimbursement directly to the lecturer; and SPIE can only reimburse for expenses accompanied by receipts. The lecturer should send these receipts to vlp@spie.org along with a completed Reimbursement Form within 30 days of the lecture.

Last Updated: 20 November, 2009

Can our chapter be reimbursed if we cover some of the lecturer's expenses?

To limit confusion and paperwork, we prefer to only reimburse the lecturer for all incurred expenses. However, there are some exceptions where we will agree to reimburse a chapter for some expenses, but these must be approved prior to the lecturer's visit.

Last Updated: 17 February 2011