Paper Preparation and Requirements
The paper requirements and paper template are based on the guidelines used for the CLEO Conference, which is managed by The Optical Society (OSA).
Requirements:
35-word abstract: your abstract should be a brief summary of your paper topic. Note that the same abstract should be included in the 2-page summary as highlighted in the paper template.
2-page summary: all contributed authors are required to submit a final summary of their work for publication in the Technical Digest, via OSA Publishing’s Digital Library. The final summary will also be available for delegates to view via the Conference app. A paper template is provided and MUST contain the following items in order to be published:
- Complete title.
- Maximum of two (2) pages.
- Complete listing of all authors and their affiliations.
- Self-contained abstract, limited to 35-words (indexers such as Google Scholar will not index papers that do not contain abstracts).
- Appropriate copyright statement following the abstract. By default, the copyright statement will appear as 2020 The Author(s).
- Permission and attribution for any trademarked or copyright images. Note that images of people or images owned or trademarked by other entities (including, for example, well-known logos or cartoon characters) will also require official written permission.
IMPORTANT: please embed all fonts; use standard fonts when possible. Problems may occur if non-English font packages (for example, Japanese, Korean or Chinese fonts, etc.) are used in the body of your paper summary, as well as in all figures and tables. Characters in these fonts cannot be seen by reviewers. No changes or revisions can be made to your submission after the submission deadline has passed.
Category selection: please review the topic categories and select the area that is appropriate for your work.
Copyright agreement: the submission form incorporates an electronic copyright license agreement as part of your submission. No additional mailed documentation is required.
Presentation type: the presentation options are “oral or poster”, “poster” and “oral”.
Adherence to the instructions for preparation of the abstract and summary is imperative. Failure to complete any of the preceding requirements may result in the rejection of a paper. No changes or revisions can be made to your submission after the submission deadline has passed. Emailed submissions will not be accommodated.
A complete submission must be submitted via the online submission system in adherence with the paper template by the published deadline.
Registration and submission for technical sessions is open to all members of the scientific and technical community. It is incumbent on the authors to obtain appropriate approval to present their work to this international forum.
Paper Template:
A paper template is provided to support authors’ needs. The paper template is the same for all OSA managed meetings. Be sure to adhere to the page count and paper size requirements. All submissions MUST be submitted in word format.
Download Paper Template (Microsoft Word)
Please make sure your paper does not contain non-English font packages (for example, Japanese, Korean or Chinese fonts, etc.) in the body of your paper summary, as well as in all figures and tables. Characters in these fonts cannot be seen by reviewers.
If you have any questions regarding the paper preparation process, please contact the Program Coordinator via email.
Modes of Presentation:
The Program Committee will schedule all oral, poster and symposium sessions for presentation. As part of the online submission system, all authors will be asked for their presentation format preference.
Oral Sessions
The presentation times for oral sessions are as follows.
- Contributed presentations are 15 minutes, including approximately 2 minutes for questions.
- Invited talks are 30 minutes, including approximately 5 minutes for questions.
- Tutorial talks are 60 minutes, including approximately 10 minutes for questions.
Poster Sessions
Poster sessions are scheduled to provide an opportunity for selected papers to be presented in greater visual detail and should facilitate vivid discussions with attendees. Your poster must not extend beyond the boundaries of your display board – one display board will be allocated per poster. The display boards measure 1.2m wide x 1.8m high. We recommend that you design a poster of AO portrait orientation, which is 841mm wide x 1189mm high. Poster boards are Velcro compatible. Velcro will be supplied and will be available on your poster board at the Conference. Presenters should display paper titles, lists of authors and author affiliations on their posters. Authors must remain in the vicinity of their poster for the duration of the session to answer questions. Note that poster presenters are not supplied with any audio visual equipment. Those requiring such equipment should refrain from requesting a poster format during the online submission system.
Peer Review:
This Conference contains high-quality submissions that undergo a peer-review conducted by the members of the Program Committee. The results of the peer review translate into paper selections and topic-driven technical sessions for this Conference. Results will be sent via email to the submitting author.
Submissions may be rejected if (1) substantial portions of the work were published in an archival journal or in a conference proceeding/digest more than a year before the current CLEO PR 2020 paper submission deadline; or (2) substantial previously published material is not referenced appropriately.
If a paper is accepted, the summary, including illustrations, will be reproduced directly from the material submitted by the author(s) and will be published in OSA Publishing’s Digital Library and submitted to the IEEE Xplore Digital Library, providing that the author attends and presents their paper at the Conference. Presented work is indexed in Ei Compendex, Scopus and several other indexing service partners.
Notification:
Notification emails are sent to the submitting author as noted during the online submission system. Notifications will be sent by 27 April 2020. If you have not received notification by this date please contact the Program Coordinator via email with the paper number and title.