Submission Guidelines
Post-deadline abstract and 3 page summary due by January 9, 2012 (noon, 12:00 EST)
Adherence to the instructions for preparation of the abstract and summary is imperative. Emailed or faxed submissions will not be accommodated. Failure to complete any of the requirements could result in rejection of a submission. Submission and registration 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.
Summaries should be prepared according to the guidelines below and should be submitted electronically in PDF format.
This page includes the following sections:
Style Guide
Submission Requirements
Modes of Presentation
Publications
If you have any questions regarding the paper preparation and/or submission process, please contact OSA Technical Papers staff at 1.202.416.6191 or email cstech@osa.org.
Style Guide
This style guide is a reference for all submitting authors and has remained consistent with past years’ Technical Digest format and style.
Please follow the style guide when preparing your summary. In addition, please make sure that the file contains no non-English font packages (for example, Japanese fonts, Korean fonts, Chinese fonts, etc.) in the body of the summary as well as in all figures and tables. Any characters in these fonts may not be viewable by reviewers. In the past, we have had particular trouble with MS-PGothic, MS-Gothic, and MS-Mincho.
Submission Requirements
35-word Abstract
If the submission is accepted for presentation, this 35-word abstract will be included in the Conference Program Book.
3-page Summary
Consisting of up to 3 pages, this summary, if accepted for presentation, will be included on the Technical Digest CD-ROM. The style guide provides a visual representation of the summary format. The summary should not exceed three pages and must be typed with the page layout set to 8 ½-inch x 11-inch page and with 1-inch margins on all sides. Within three pages, the author must include all text, including the 35-word abstract, title, authors, equations, tables, photographs, drawings, figures, and references. The text may be typed either single- or double-spaced.
The title of the talk, all authors and corresponding affiliations, and the primary author’s name, affiliation, address, telephone and fax numbers, and email address must appear on the first page. The 35-word abstract should be repeated in the summary. Refrain from the use of asterisks, job descriptions, or footnotes. Cite references at the end of the summary.
Copyright License Agreement
The submission process includes electronically signing a copyright license agreement. The submitting author, as agent on behalf of all contributing authors, must type his/her full name in the field provided. No additional mailed documentation is required. If your institution prohibits you from signing the agreement, please contact OSA Technical Papers staff at 1.202.416.6191 or email cstech@osa.org.
OCIS Codes
As part of the submission process, authors will be asked to indicate which of the several broad optics categories best characterizes their paper. A list of OCIS codes can be found here: www.opticsinfobase.org/submit/ocis/.
Presentation Preference
The options for this meeting are oral only, poster only or oral or poster acceptable. Selection of “Poster Only” indicates that the author is not willing to present an oral presentation. Selection of “Oral Only” indicates that the author is not willing to present a poster. With selection of “Oral Only” or “Poster Only,” the paper may be rejected if the committee determines that the paper will not fit in the chosen session type. With selection of “Oral or Poster Acceptable,” the committee will take the author’s preference into consideration, but the paper may be scheduled as an oral talk or a poster presentation at the discretion of the committee.
Modes of Presentation
The program committee is planning both oral and poster sessions. The abstract and summary of accepted oral and poster papers are published in the same manner in the Conference Program Book and the Technical Digest CD-ROM. On the electronic submission form, all authors will be asked to indicate their presentation format preference (see Requirements section above).
Oral Sessions
Oral sessions will be comprised of accepted contributed presentations as well as invited presentations and tutorials, if applicable. The length of each presentation type will be communicated in the official notification sent to corresponding/presenting authors. Generally, contributed presentations are 15 minutes, invited presentations are 30 minutes, and tutorials are 45 minutes to 1 hour.
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. For poster sessions, each author is provided a 4-foot high x 8-foot wide (122 cm x 244 cm) bulletin board on which to display a summary of the paper. Authors must remain in the vicinity of the bulletin board for the duration of the session (generally 60–90 minutes) to answer questions. Note that poster presenters are not supplied with any audiovisual equipment. Those requiring such equipment should refrain from requesting the poster only or poster preferred formats on the submission form.
Publications
Conference Program
The Conference Program will be available on the web in mid November 2011. Authors submitting papers, past meeting participants and current committee members will be notified by email when the Conference Program is available. At the meeting, each registrant will receive one copy of the Conference Program book.
Technical Digest on CD-ROM
The Technical Digest will contain the PDFs of summaries, as submitted by the authors, of papers presented during both the meeting; the Technical Digest will be produced on CD-ROM. At the meeting, each technical registrant will receive a copy of the Technical Digest on CD-ROM. Extra copies can be purchased at the meeting for a special price of US$ 75. Papers included on the Technical Digest and presented at the meeting will be archived in OSA's Optics InfoBase after the meeting.
