Chair and committee information for SPIE Astronomical Telescopes + Instrumentation

A guide to successful chair and committee participation
Chairs and committees at SPIE Astronomical Telescopes + Instrumentation

Thank you for your leadership

The responsibilities of being conference chair, program committee member, or session chair are crucial to the success of SPIE events, and it is you, our incredible volunteers, who are the true engine of the Society. On behalf of the Board of Directors and the entire staff of SPIE, thank you for volunteering your time and dedication—we truly could not do this without you.

Find specific information for each of these roles. If you have any questions or concerns at any point along the way, please don't hesitate to contact your conference program coordinator.

Conference timelines and deadlines


Abstracts due 5 January 2022
Program due from Chairs 7 March 2022
Authors notified and program posts online 6 April 2022
Registration opens April 2022
Submission system opens for manuscripts and poster videos/PDFs* 8 May 2022
Post-deadline abstracts due: Submit via conference listings 22 May 2022
Manuscripts due 22 June 2022
Poster videos/PDFs due for onsite preview 22 June 2022
Advance upload deadline for oral presentation slides** 15 July 2022
Manuscript reviews due from Chairs 5 August 2022

*Contact author or speaker must register prior to uploading
**After this date slides must be uploaded onsite at Speaker Check-in

Resources for promoting your conference


#SPIEastro

Twitter logo Facebook logo Instagram logo Youtube logo Linkedin logo

Learn tips for promoting your conference
Use these dynamic images when sharing your conference the call for papers and registration for your conference.

Four women researchers stand together at Astronomical Telescopes + Instrumentation

Important resources for conference chairs


Program committee member responsibilities


  • Give technical input to the conference chairs as needed
  • Assist conference chairs in publicizing the conference and soliciting abstracts
  • Suggest speakers to be invited
  • Participate in the presentation abstract and manuscript review process (as assigned by the conference chairs)
  • Introduce/organize specific conference sessions
  • Serve as session chair as requested by conference chairs

Program committee members who are essentially inactive will be rotated off after two or three successive occasions exhibiting negligible involvement, in the interests of efficiency and to make space for new committee members.

Session chair responsibilities


For information on how to prepare for and chair a session see the guidelines on chairing a session

  • Session chairs help to ensure that the conference runs smoothly
  • Session chairs will introduce the session topic, speakers, maintain the schedule, and be prepared for the unexpected
  • If a speaker fails to appear, the session chair will fill the open time with a standby paper, discussion topics, question and answer session, or an open discussion.
  • After the session, session chairs will submit the session report via the SPIE mobile app (or emailing SessionReports@spie.org), or by returning the printed Session Report Form to the Chair Services Desk or Speaker Check-In Desk.
  • Represent SPIE in a professional and ethical manner; be familiar with SPIE code of conduct and anti-harassment policy
  • Report unethical or inappropriate behavior: http://www.spie.ethicspoint.com

If you have any questions or need more information, please contact your conference program coordinator.