Registration Fees, Sponsorships, and Student Support

Registration fees

  • Conference chairs
    Conference chairs receive a full fee waiver and complimentary access to the online proceedings volume for their conference on the SPIE Digital Library. 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 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.

Co-sponsorships

  • As a not-for-profit professional society SPIE actively seeks sponsorship funds to help support the costs related to our running events.
  • If you have speakers who need support, contact potential eligible co-sponsors (see requirements below) to try to arrange for sponsorship funding for your conference.
  • Funds received from these co-sponsors can be earmarked to directly to support your conference, as travel support funding, awards, and/or to cover catering for special events.

Conference co-sponsor eligibility

Co-sponsors can be nonprofit or commercial organizations or companies, government entities, funding agencies, regional or community agencies, etc. However, to avoid conflict of interest, SPIE does not accept conference co-sponsorships from other professional societies, publishers, or event organizers. Please do not request sponsorships from these organizations.

Approaching a potential co-sponsor

It works best if the conference chair, or colleague who has the best contact with the potential co-sponsor, approaches them directly. However, SPIE may approach a potential co-sponsor on your behalf if you provide us with the contact information. Please see the sample Co-sponsor Letter—if you decide to use this letter, please change the sponsor amount request to what you deem reasonable.

Confirming a potential co-sponsor

  • After the co-sponsor confirms sponsorship, SPIE will send a thank you letter that includes information about how to transfer sponsor funds.
  • SPIE will collect and manage the funding, rolling any unused portion over to the following year.
  • The conference chair should inform the conference program coordinator how they would like to distribute the funds.
  • SPIE does not deduct administrative costs from the sponsor amount.
  • Funds can be used to pay for a portion or all of a registration fee, reimburse some travel expenses for selected speakers, cash awards, and/or catering for a special event.
  • Travel reimbursements are made after the meeting.  The awardee is required to submit receipts to SPIE.
  • If the co-sponsor ties any financial requirements to the sponsorship such as a free registration for one of their representatives, this will be deducted from the sponsorship amount.

Co-sponsor recognition

Co-sponsors are listed in the conference call for papers, and all subsequent versions of the conference program.

Student author conference support

SPIE understands that full-time students may need some financial assistance. The Society offers a small number of conference registration fee waivers to eligible and selected SPIE Student Members who are authors, and plan to present and publish an accepted paper at an SPIE meeting that offers the fee waivers.

  • If you are aware of such a student please direct them to the student author conference support page to determine if they are eligible for consideration.
  • Students must complete the application and submit supporting materials by the deadline.