Frequently Asked Questions
General | Registration | Hotel/Travel | Exhibitor | Submissions
General
Who are the co-sponsors of CLEO?
American Physical Society/Division of Laser Science
IEEE Photonics Society
The Optical Society
What are the dates for CLEO?
Conference: 6-11 May 2012
Short Courses: 6-8 May 2012
Exhibit Open: 8-10 May 2012
Where will CLEO take place?
San Jose McEnery Convention Center
150 West San Carlos
San Jose, CA 95113
How and when can I register for CLEO 2012?
Registration will be available in early November 2011.
What is the deadline to submit a technical paper to CLEO?
The deadline for submitting a technical paper for committee consideration is 5 December 2011, 12:00 p.m., noon EST (17.00 GMT).
Is CLEO accessible to the physically challenged?
Yes, the San Jose Convention Center is equipped for the physically challenged. Persons with special needs should contact cleoregistration@osa.org specifying your requirements.
How do I add my name to the CLEO mailing list for future information?
Contact Us or e-mail cleo.info@osa.org to request more information.
How do I obtain a visa to attend the conference?
The visa application process can take eight months or more, so we encourage attendees from countries other than the United States to apply for their visas as early as possible, but no later than three months before they wish to enter the United States. Please note that a visa does not guarantee entry into the United States!
Individuals may request a letter of invitation online or by fax at +1 202.416.6100. Please include your full name as it appears on your passport as well as your gender, date of birth, complete mailing address, passport number and country of issue, and phone and fax numbers. Management is not able to contact US Embassies in support of an individual attempting to gain entry into the host country to attend CLEO: 2012.
For detailed information about applying for a visa, refer to the Department of State website.
Where will CLEO be in 2013?
28 April – 3 May 2013
Baltimore Convention Center
Baltimore, Maryland, USA
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Registration
How and when can I register for CLEO?
Registration will be available in early November 2011.
What does my full conference registration include?
The Full Technical Conference Registration (CR) * fee includes:
- One copy of the CLEO Conference Program
- One copy of the CLEO Technical Digest on CD-ROM
- One copy of the CLEO Postdeadline Papers Book
- One copy of the CLEO Buyers' Guide
Admission to:
- CLEO Technical Sessions
- CLEO: Expo
- Job Fair
- Plenary Sessions
- Poster Sessions
- Conference Reception
- Postdeadline Paper Sessions
*Short Courses are not included in the registration fee and require a separate fee for admission.
Are Short Courses included in the technical registration?
No, Short Courses are a separate fee from the Full Technical Conference registration fee.
What is the refund and cancellation policy for conference registration?
All requests for refunds must be received in writing by April 2012 (specific date to be announced). A US $75 service charge will be assessed for processing refunds. All registrations received after the refund deadline are NON-REFUNDABLE.
What is an Exhibits Pass Plus registration?
An Exhibits Pass Plus registration is for people only wishing to enter the exhibit hall to visit the vendor booths and attend on-floor programming. It is not intended for Invited Speakers, Technical session speakers or Poster Session speakers. Anyone giving a presentation (technical, poster, tutorial, invited, or symposia) must register at the Full Technical Conference rate.
What does my Exhibits Pass Plus registration include?
Exhibits Pass Plus registration includes:
- One copy of the CLEO Buyers' Guide
Admission to:
- CLEO: Expo
- Plenary Session (Wednesday Morning)
- Job Fair
- Market Focus sessions
*Short Courses require a separate fee for admission.
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Hotel/Travel
How and when can I make a hotel reservation for CLEO?
Housing will open in November 2011 for all attendees and exhibitors.
Will there be any shuttle service provided at CLEO?
No, all of the designated convention hotels are within walking distance of the San Jose Convention Center.
What airport is closest to the San Jose Convention Center
The San Jose McEnery Convention Center is conveniently located three miles from the San Jose Mineta International Airport, 36 miles from the Oakland International Airport and 36 miles from the San Francisco International Airport.
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Exhibitors
Where can I get a list of 2012 exhibitors?
View the exhibitor list
Which booth spaces are available for 2012?
View the floorplan
How much does exhibit space cost?
Exhibit booth space is US $30 per square foot. There is an additional surcharge of US $220 for each exposed corner. Tabletop spaces are also available for US $1,860.
What is included in the US $30 per square foot price for a booth?
The $30 per square foot covers rental of the space only. Carpet and furnishings are not included. You can order them from the general service contractor (Hargrove, Inc.) or use your own Exhibitor Appointed Contractor (EAC). Hargrove's forms will be available in the Exhibitor Service Manual in early February. For linear booths, 8' high back drape and 4' side rails in show colors are provided. Also included are a 7" x 44" company identification sign, one (1) Technical Digest and one (1) badge per 100 sq. ft. of booth space reserved, unlimited number of exhibit staff badges for employees working in your booth, your company's profile listing in the CLEO Buyers' Guide*, and your company's profile, links and press release postings on the CLEO website.*
* contingent upon date of signed contract
What furnishings are provided with my tabletop space?
A 6' x 2' skirted table, a 7" x 44" company identification sign, 2 chairs, carpet and a wastebasket are included in the rental space. The color of the skirt will be consistent with show colors. The entire display must fit on the surface of the table. Displays may not extend behind, in front of, or beyond the sides of the table. Displays may extend a maximum of 5' 6" from the table's surface for a total maximum height of 8' including the table. If desired, the exhibitor may forego the table provided and display all materials in a space not to exceed 6' long x 2' deep x 8' high. Services, such as electric or lead retrieval, are available to order via the Exhibitor Service Manual. Any additional costs will be the Exhibitor's responsibility. Additional furniture is not available to order for tabletops.
We know of another company that wants to exhibit in our booth. Can they do that?
Exhibitors may not assign, sublet or apportion space in whole or in part, nor exhibit any products or services other than those manufactured or handled in the normal course of his business, nor permit any agent or any exhibiting firm to solicit business in said space. If special circumstances warrant an exception, permission must be obtained in writing from CLEO Management, which reserves the right to render final judgment. Buyers' Guide listings are limited to one entry per contracted exhibiting company. For more information contact Crystal Krason. Subleasing or multiple-company sharing of exhibit space is subject to the following conditions:
- National government agents may sponsor a multiple-company exhibit;
- Minimum space allocation shall be 100 square feet per company represented;
- All co-tenants agree to be bound by the terms and conditions of this contract.
I want to secure a promotional opportunity that is listed on the CLEO website. What do I do? And how can I inquire about an opportunity that is not listed?
Call or email Exhibit Sales Staff member Tom Markusson at +1 202.416.1988 or tmarkusson@osa.org.
I have a product announcement that I want to make at CLEO. Can I schedule a speaking session?
Please contact the CLEO Sales staff at +1 202.416.1428 or cleosales@osa.org.
Can I change my booth location?
Management maintains a waitlist, and all companies may be moved on a space-available basis. E-mail cleoaccounts@osa.org for assistance.
How can I purchase a mailing list of the CLEO attendees?
Attendee mailing lists are available for rental by exhibiting companies only. Contact Cathryn Wanders for information about renting mailing lists. Call +1 202.416.1995 or e-mail cwande@osa.org.
Who is CLEO's general service contractor?
Hargrove, Inc.
1 Hargrove Drive
Lanham, MD 20706 USA
Tel: +1 301.731.2505
exhibitorservices@hargroveinc.com
How do I book hotel reservations for my exhibit personnel?
You can make hotel reservations for your exhibit personnel online. The primary contact for each exhibiting company will be sent an email once the site opens. Please visit our housing website for up-to-date information.
How do I register my exhibit personnel?
Register exhibit personnel online. Instructions will be sent to the primary contact for each exhibiting company once the registration site is available in November 2011. You will also find instructions online in the Exhibitor Service Center.
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Submissions
What is the difference between a submission, an abstract, and a summary?
A submission is the record that is created in the online submission system. In order to complete a submission, you must complete the following steps (for some meetings, additional steps may be required):
- Title (The title in the system must match the title on the document that you will upload into the system.)
- Author Block (Enter each and every author that is listed on the document you will upload into the system.)
- OCIS Codes (Please select two; a complete list can be found at www.opticsinfobase.org/submit/ocis.)
- If applicable, please choose the category/topic to which your paper should be submitted. Category lists can be found on the web site under Submissions.
- Presentation Preference (Please select one of the following four options: Oral Only, Poster Only or Oral or Poster Acceptable.
- Copyright (Please type your full name in the box at the bottom of the copyright form.)
- 35-word abstract (See below.)
- Summary (See below.)
- Membership Status (Please select your current membership status. Membership status has NO impact on whether or not a paper is accepted to a meeting.)
An abstract is a 35-word synopsis of your presentation. The abstract is submitted in its own step on the submission site AND is included in your summary. If your paper is accepted, the abstract will be published, along with the title and author block, in the Conference Program.
A summary is a 1- to 2- page document (the number of pages may vary by meeting), submitted as a PDF, that includes your title, author block, abstract and a summary of your presentation (which may include figures, tables and/or references). This document will be reviewed by the Program Committee. Your actual talk may include more information than the summary, and will usually be supplemented with slides or extra information on a poster board. If your paper is accepted, the summary is included in the Technical Digest.
Are there guidelines for formatting my summary?
Yes. The style guide can be under Paper Preparation on the CLEO website.
Will I receive a confirmation that my submission was received?
Confirmations will be sent to you when you click on the "Submit" icon once you have finalized your submission.
Will I be notified of acceptance or rejection?
Yes. After the Program Committee has reviewed the submissions and decided which to accept for presentation at the meeting, you will be informed of the decision by email. Only the author designated the primary/presenting author at the time of submission will receive notification.
Help! The deadline is approaching and I have not finished my submission. What should I do?
If the deadline is fast approaching, we suggest that you complete the file upload step last and complete all other required steps first (up to and including the abstract). Beginning a record in Abstract Central is critical; papers for which no record has been started cannot be accepted after the deadline.
Can I submit my paper after the deadline?
Regular submissions cannot be accepted after the deadline. However, you may submit a postdeadline paper to CLEO. The deadline for submitting a postdeadline paper is 30 March 2012 12:00 p.m. noon EDT (16.00 GMT). Keep in mind that postdeadline presentations should describe new and significant material in rapidly advancing areas. A limited number of postdeadline submissions will be selected for presentation, and only those papers judged to be truly excellent and compelling in their timeliness will be accepted.
If I need assistance or have a question that is not answered here, who should I contact at CLEO, and how?
You can contact the Technical Papers staff with questions related to submissions either by phone or email: +1.202.416.6191, cstech@osa.org.
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