Paper Submission Process

Authors submitting paper to a Photonics Society Conference are required to submit a 35-word abstract and a summary, along with the completed online submission form via the Photonics Society online paper collection website.
 
Technical papers received outside the electronic submission site will not be accepted. Revisions will only be accepted up until the conference paper submission deadline.

Electronic Submission

Authors are required to provide vital information, including, but not limited to all authors on the paper, paper title, presentation type, 35-word abstract, and summary, as well as all authors’ contact information.
 
35-word Abstract
 
This will be used for publication in the Advance Program. Over-length abstracts will not be accepted and will affect your ability to successfully submit your work.
 
Summary
 
This will be published in the Conference Proceedings if accepted. It must be submitted as a PDF file.
 
Important Information About Preparing A Paper
 
The Proceedings for a conference will be published in IEEE Xplore®, therefore the quality of your PDF file is important. The IEEE is dedicated to the worldwide distribution of conference papers to engineering professionals. This requires that all papers submitted for publication must meet a minimum standard for both print and electronic publishing.
 
PDF eXpress™
 
IEEE PDF eXpress™ is a free online service that will convert your source file to PDF from a number of different publishing platforms, or verify that the PDF you created meets the IEEE Xplore® specifications.
IEEE PDF eXpress™ is not a file submission system and does not capture files. Authors will still need to submit their verified file to this submission site.
If you would like to create your own PDF file, go to the IEEE Online Resource Center at http://www.ieee.org/portal/pages/pubs/confstandards/pdfexpress/index.html
 
Adherence to the instructions for preparation of the abstract and summary is imperative. Any of the following conditions may result in removal or rejection of the paper:
  • Failure to submit the paper electronically by the paper submission deadline
  • Failure to submit the 35-word abstract
  • Failure to mail a completed copyright agreement
  • Paper summary exceeds the conference page limit

Invited Speakers

A welcome letter will be sent to invited speakers with paper submission instructions and other information. Attached to the Welcome letter is a Contact Information Correction Form as well as an Invited Speaker Agreement. Invited Speakers are required to send both documents back to the Conference Data Services Coordinator. If the Invited Speaker Agreement is not signed and returned by the due date, it is possible that the Invited Speaker may be uninvited.
 
Each author is required to submit an abstract and a summary of your presentation. Please keep in mind that the abstract and summary are important tools used in organizing the technical sessions of the meeting as well as being a major component of the Advance Program. Therefore, it is imperative that your abstract and summary are submitted online by the paper submission deadline.
 
Preparation of Abstract & Summary
  • Corresponding (or Contact) Authors:
  • The author submitting the paper will automatically be designated the Corresponding Author (or Primary contact author) and receive all communications regarding the submission.
  • Online Submission Form:
  • Authors are asked to provide vital pieces of information, including, but not limited to the paper title, category, authors and all authors' contact information. This information must be completed in its entirety. Failure to do so may inhibit your ability to successfully submit your research. It is your responsibility to submit all requested information correctly and completely.  This includes the required information for all currently known co-authors.
  • CO-AUTHORS NOT ENTERED AT THE TIME OF SUBMISSION WILL NOT BE INCLUDED IN THE ADVANCE PROGRAM
  • 35-Word Abstract
  • The Summary (PDF file format):
  • The 2-page summary will be published in the Conference Proceedings if accepted. It must be submitted as a PDF file. The first page must begin with the title of the paper followed by the author's name, affiliation, and address. If charts, illustrations, or figures are used, they must fit within the two-page limit.
  • When submitting your file please make sure to indicate that it is an Invited Paper.

Contributed Papers

Authors submitting papers to a Photonics Society conference are required to submit an abstract and a summary along with the completed online submission form. Please review your submission to make sure it adheres to the following guidelines.
 
Preparation of Abstract & Summary
  • Corresponding (or Contact) Authors:
  • The author submitting the paper will automatically be designated the Corresponding Author (or Primary contact author) and receive all communications regarding the submission.
  • Online Submission Form:
  • Authors are asked to provide vital pieces of information, including, but not limited to the paper title, category, authors and all authors' contact information. This information must be completed in its entirety. Failure to do so may inhibit your ability to successfully submit your research. It is your responsibility to submit all requested information correctly and completely.  This includes the required information for all currently known co-authors.
  • CO-AUTHORS NOT ENTERED AT THE TIME OF SUBMISSION WILL NOT BE INCLUDED IN THE ADVANCE PROGRAM
  • 35-Word Abstract
  • The Summary (PDF file format):
  • The 2-page summary will be published in the Conference Proceedings if accepted. It must be submitted as a PDF file. The first page must begin with the title of the paper followed by the author's name, affiliation, and address. If charts, illustrations, or figures are used, they must fit within the two-page limit.
Please keep in mind that the abstract and summary are important tools used in organizing the technical sessions of the meeting as well as being a major component of the Advance Program. Therefore, it is imperative that your abstract and summary are submitted online by the paper submission deadline. Incomplete submissions will be removed from the submission site after the deadline and the submission will not be reviewed.

Copyright Information

A copyright agreement form must be completed as part of the submission process. You will be able to submit your Copyright form electronically at the end of the submission process. You can still opt to send a signed copyright agreement form, but it MUST be mailed to the IEEE Photonics Society office within 72 hours of the paper submission. Write the corresponding author’s last name in the upper left hand corner of the form and put the online submission assigned paper ID number in the upper right hand corner. For more information on IEEE Copyrights please visit:
 
Visa Requests

Visa requests will only be granted to those authors whose papers have been ACCEPTED to an IEEE Photonics Society conference. Only contact the Conference Data Services Coordinator with your visa request when you have received notification that your paper has been accepted.

 

Select a conference:

Visit an individual conference site to get details on paper submissions or Contact us.

 
 
 
 
 
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