Author and Presenter Information
Select the relevant step in the timeline below to find more information on the topic.
Author Timeline
Prepare and Submit Your Work to the Meeting
Postdeadline Abstract Deadline: 4 April 2012, 12:00 p.m. EST (17:00 GMT)
- Review the Submission Guidelines and prepare your submission according to the instructions, using the provided templates.
- Log on to the submission site to complete your submission.
- If you would like a confirmation of your submission emailed to you, be sure to select this option during the submission process.
- Official notification will be sent to the corresponding/presenting author of accepted presentations by February 7, 2012
- If you have questions about your submission, call +1.202.416.6191 or send an email to cstech@osa.org.
Peer Review
Submissions to OSA meetings undergo a peer review conducted by the members of the Technical Program Committee. The results of the peer review translate into presentation selections and topic-driven technical sessions for the meeting. Maintaining a thorough peer review process ensures the high quality of the presentations offered at the meeting. Summaries, as submitted by the authors, of all accepted papers will be included on the Technical Digest CD-ROM distributed at the meeting. Summaries of all presentations made at the conference will be archived in Optics InfoBase after the conference.
Program Committee Meeting/Decisions
The Technical Program Committee meets, either in person or online, to determine which submissions will be accepted for presentation and then to group those accepted presentations into sessions. The decisions of the program committee meeting, regarding both acceptance and scheduling, are final.
Authors Notified of Committee Decisions
After the Technical Program Committee meeting, the corresponding/presenting author will receive official notification of the committee’s decision. This notification will come from osa@abstractsonline.com. It is important that you add this address to the “safe list” in your email software to ensure that you receive the notification. Note that the notification is sent to only the corresponding/presenting author, and that author is expected to share the notification with any co-authors. The decisions of the program committee meeting, regarding both acceptance and scheduling, are final.
Eligible Students: Apply for a Student Travel Grant
Deadline: 20 January 2012
The OSA Foundation is pleased to offer travel grants to students working or studying in a qualifying developing nation who plan to attend Biomedical Optics (BIOMED). Go to the OSA Foundation Travel Grant page for details on criteria and application requirements.
Online Program Planner Available
The online program planner is available a few days after author notifications are sent. The online program planner allows you to browse speakers and the agenda of sessions and perform simple and advanced searches to identify parts of the program that are of interest to you. Use the online program planner to build a custom itinerary—not only can you plan and print your personal itinerary before coming to the meeting, you can also add your itinerary to your electronic calendar, download it to a personal mobile device or email it to a friend or colleague who might be interested in attending the meeting.
Postdeadline Abstract and Summary Submissions Due
Deadline: April 4, 2012 (12:00 p.m. EST, 17:00 GMT)
The purpose of postdeadline papers is to give participants the opportunity to hear new and significant material in rapidly advancing areas. Only those papers judged to be truly excellent and compelling in their timeliness are accepted for postdeadline presentation. If you believe your work meets these requirements, you are encouraged to submit a postdeadline paper by following the instructions below:
- Review the Submission Guidelines and prepare your submission according to the instructions, using the provided templates.
- Log on to the submission site to complete your submission.
- If you would like a confirmation of your submission emailed to you, be sure to select this option during the submission process.
- Official notification will be sent to the corresponding/presenting author of accepted presentations by 12 April 2012.
- If you have questions about your submission, call +1.202.416.6191 or send an email to cstech@osa.org.
Postdeadline Submissions Peer Review
All contributed submissions to OSA meetings, including postdeadline submissions, undergo a peer review conducted by the members of the Technical Program Committee. The results of the peer review translate into presentation selections for the meeting. Maintaining a thorough peer review process ensures the high quality of the presentations offered at the meeting
Postdeadline Authors Notified of Committee Decisions
The corresponding/presenting author will receive official notification of the committee’s decision. This notification will come from osa@abstractsonline.com. It is important that you add this address to the “safe list” in your email software to ensure that you receive the notification. Note that the notification is sent to only the corresponding/presenting author, and that author is expected to share the notification with any co-authors. The decisions of the program committee meeting, regarding both acceptance and scheduling, are final.
Prepare to Present at the Meeting
To ensure a successful presentation at the meeting, make sure to remember the following:
- Secure your visa early! Check back for more information.
- Prepare your presentation according to the guidelines:
Register for the Meeting
Pre-registration deadline: 8 April 2012.
Register before this deadline to take advantage of savings! Reminder: All presenters and presiders are required to register.
Present at the Meeting
To ensure that the program runs smoothly, all speakers are requested to upload their presentations on the respective session room laptop at least one full coffee break prior to their session.
The meeting rooms will contain the following:
- Laptop computer with Windows 7 and Office 2010.
- LCD projector
- Podium microphone
- Projection pointer
Mac users should bring along a compatible VGA plug or the cable that converts Firewire to VGA which comes with the purchase of the laptop.
Additional equipment will be made available only by special arrangement. The attendee will be responsible for the cost of any video equipment. Contact the Meetings Department at OSA Customer Service with your request for other equipment.
Please note that Internet access will not be available during your presentation, and due to licensing restrictions, the use of music in presentations, including video presentations, is prohibited.
If you are a presider/session chair, see tips on running a successful session.
