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 (formerly LEOS)
The Optical Society

What are the dates for CLEO?

Conference: May 16–21, 2010
Exhibit Open: May 18–20, 2010
Short Courses: May 16–18, 2010

Where will CLEO take place?

San Jose Convention Center
150 West San Carlos
San Jose, CA 95113

How and when can I register for CLEO?

Registration will be available November 2009.

What is the deadline to submit a technical paper to CLEO?

The deadline for submitting a technical paper for committee consideration is December 2, 2009, 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?

Click on “Contact Us” or email 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/QELS: 2010.

For detailed information about applying for a visa, refer to the Department of State Website.

Where will CLEO be in 2011?

Baltimore Convention Center
One West Pratt Street
Baltimore, MD 21201

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Registration

How and when can I register for CLEO?

Registration will be available November 2009.

What does my full conference registration include?

The Full Technical Conference Registration (CR) * fee includes:
  • One copy of the CLEO/QELS Conference Program
  • One copy of the CLEO/QELS Technical Digest on CD-ROM
  • One copy of the CLEO/QELS Postdeadline Papers Book
  • One copy of the CLEO Buyers’ Guide

Admission to:

  • CLEO/QELS Technical Sessions
  • CLEO: Expo
  • Job Fair
  • Plenary Sessions
  • Poster Sessions
  • Conference Reception
  • Postdeadline Papers

*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 Monday, April 26, 2010. A US $75 service charge will be assessed for processing refunds. All registrations received after Monday, April 26, 2010, 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. 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 Exhibit Pass Only registration include?

Exhibits Pass Plus registration includes:

  • One copy of the CLEO Buyers' Guide

Admission to:

*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 2009 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 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.

San Jose airports websites:

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Exhibitors

Where can I get a list of 2010 exhibitors?

View the exhibitor list.

Which booth spaces are available for 2010?

View the floorplan.

How much does exhibit space cost?

Exhibit space is US $30 per square foot. There is an additional surcharge of $220 for each exposed corner.

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 or 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 and peninsular booths, 8’ high back drape and 4’ side rails in show colors are provided. Also included are a company identification sign on your booth, one (1) Technical Digest and 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

 Does a sign come with my booth?

Yes. Each in-line booth receives a 7" x 44" identification sign with your company name and booth number.

We know of another company that wants to exhibit in our booth. Can they do that?

Exhibitor 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.

What furnishings are provided with my tabletop space?

A 6' x 2' skirted table, a 7” x 44” ID 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 feet long by 2 feet deep by 8 feet high. Services, such as electric, 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.

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 the exhibit sales staff: 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?

We maintain a waitlist, and all companies may be moved on a space-available basis. Email 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 +1 202.416.1972 or email cwande@osa.org.

Who is CLEO's general service contractor?

Hargrove, Inc.
1 Hargrove Drive
Lanham, MD 20706 USA
Tel: +1 301.731.2505
customerservice@hargroveinc.com

How do I book hotel reservations for my exhibit personnel?

You can book hotel reservations for your exhibit personnel online. The primary contact for each exhibiting company will be sent an email once the site opens.

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. 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 OASIS, 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 OASIS 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, Oral Preferred, Poster Only or Poster Preferred.)
  • 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/QELS website.

Will I receive a confirmation that my submission was received?

Confirmations are not sent automatically; if you would like to receive confirmation that your submission has been received, you must indicate this before leaving the submission site. On the “Review My Work” page (the last step on any submission site), there is an option at the bottom of the page to have your submission confirmation emailed directly to you.

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. The email will come from osa@abstractsonline.com. Please set your spam filter to receive emails from this address in order to assure your timely 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 OASIS is critical; papers for which no OASIS 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/QELS. The deadline for submitting a postdeadline paper is April 1, 2010 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/QELS, 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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