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    Submit Your Conference Program

    View your Conference Timeline for the date your Program is due to your Program Coordinator

    After your conference program is sent to SPIE:

    • Acceptance notifications are sent by SPIE to the Speakers/Authors so they can begin their visa application process, make travel arrangements, finalize funding, and start preparation of their presentations and manuscripts
    • Promotional emails are sent and social media campaigns are launched by SPIE to participants, potential attendees with related technical interest areas, and related email lists and social media contacts. It is critical to have all programs published and accessible online during the promotional stages to build an audience for your conference!

    Program Guidelines

    • After you and your committee have completed the abstract review process, determine session categories and place papers in sessions
    • Enlist the help of your program committee or other reviewers. See the SPIE Submission and Review System Information
    • If your conference includes research from your own institution, ensure that the number of presentations is not disproportionate to the size of your overall program
    • Your SPIE Program Coordinator will send you a scheduling template with instructions as the program due date approaches
    • An approximate number of accepted oral presentations for a two-day conference is 36-40
    • SPIE reserves the right to cancel or combine conferences with less than 20 viable submissions received for oral presentation.

    Include the following information with your program:

    • Session Titles
    • Session Chairs (full name and affiliation + email address if possible which helps staff find and link the correct person). Note that:
      • Full Names and affiliations of session chairs are needed for the program
      • Session chair duties include, but are not limited to, introducing the session topic and each speaker, maintaining the printed schedule, and tracking session changes
      • Session chairs should be confirmed before being assigned in the program
    • List of paper numbers in each session, in sequence, with invited papers noted
      • Invited papers are generally allocated 30 minutes duration
      • Keynote papers are generally allocated 40 minutes duration
      • Contributed papers are generally allocated 20 minutes duration
      • Due to a higher potential for travel-related issues, we recommend that speakers from China, Russia, India, Ukraine, Belarus, Uzbekistan, and Turkey be placed just prior to coffee or lunch breaks, or at the end of the day
    • List of poster papers
    • If you received papers that fit better into another conference, it is important to notify the SPIE Program Coordinator as soon as possible so they can move the submission in time to have it reviewed and scheduled
    • List of rejected papers
      • To assure a high-quality conference, reject commercial papers, papers with no research content, and papers in which supporting data or technical description cannot be given for proprietary reasons
    • Allow 20-30 minutes for the morning and afternoon breaks (recommended between 10:00 to 11:00 AM and 3:00 to 4:00 PM each day) and allow at least 1 hour for lunch (90 minutes recommended during exhibition days)
    • Conference chairs and committee members are encouraged to make suggestions for potential panel discussions, workshops, and related technical events; Contact your SPIE Program Coordinator
    • After the program is finalized, the contact author of each submission will be notified by SPIE staff via email of acceptance or rejection.