Frequently Asked Questions

General
Registration
Hotel/Travel
Exhibitor
Submissions

General

Who are the co-sponsors of CLEO/IQEC?

American Physical Society/Division of Laser Science
IEEE/LEOS, Lasers and Electro-Optics Society
The Optical Society

What are the dates for CLEO/IQEC 2009?

Technical Conference: May 31–June 5, 2009
PhotonXpo–The Exhibit at CLEO: June 2–4, 2009
Short Courses: May 31–June 2, 2009

Where will CLEO/IQEC 2009 take place?

Baltimore Convention Center
One West Pratt Street
Baltimore, Maryland 21201

How and when can I register for CLEO/IQEC?

Registration will be available December 2008.

What is the deadline to submit a technical paper to CLEO/IQEC 2009?

The deadline for submitting a technical paper for committee consideration is December 4, 2008, 12:00 p.m. noon EST (17.00 GMT).

Is CLEO/IQEC accessible to the physically challenged?

Yes, the Baltimore 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/IQEC mailing list for future information?

Email custserv@osa.org to be added to the mailing list or sign up online for periodic email updates.

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/IQEC 2009.

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

How many people attended CLEO/QELS in 2008?

5,496

How many companies participated at CLEO/QELS 2008?

300+

How many papers were presented during CLEO/QELS 2008?

1,638 total sessions (13 parallel sessions)
Accepted Contributed Submissions: 1,303
Invited Presentations: 108
Poster Presentations: 404
Tutorials: 12
Total Presentations: 1,833
Plenary Session: 3

Where will CLEO/QELS be in 2010?

San Jose McEnery Convention Center
San Jose, California, USA

Registration

How and when can I register for CLEO/IQEC 2009?

Registration will be available December 2008.

What does my full conference registration include?

The Conference Registration (CR) fee includes:

One copy of the CLEO/IQEC Conference Program

One copy of the CLEO/IQEC Technical Digest on CD-ROM

One copy of the CLEO/IQEC Postdeadline Papers

One copy of the PhotonXpo–The Exhibit at CLEO Buyers’ Guide

Admission to:

CLEO/IQEC Technical Sessions

PhotonXpo–The Exhibit at CLEO

Career Center

Plenary Session

Poster Sessions

Conference Reception

*Short Courses require a separate fee for admission.

Are Short Courses included in the technical registration?

No, Short Courses are a separate fee from the technical sessions.

What is the refund and cancellation policy for conference registration?

All requests for refunds must be received in writing by Friday, April 17, 2009. A $50 US service charge will be assessed for processing refunds. All registrations received after Friday, April 17, 2009, are NON-REFUNDABLE.

What is an Exhibit-Only Pass registration?

An Exhibit-Only Pass registration is for people only wishing to enter the exhibit hall to visit the vendor booths. It is not intended for session speakers or Poster Session speakers. Anyone giving a presentation (technical, poster, tutorial, invited, or symposia) must register as a technical attendee.

Exhibit-Only Pass (EO) registration includes:

One copy of the PhotonXpo–The Exhibit at CLEO Buyers' Guide

Admission to:

PhotonXpo–The Exhibit at CLEO

Plenary Session (Tuesday Morning)

Career Center

*Short Courses require a separate fee for admission.

Hotel/Travel

How and when can I make a hotel reservation for CLEO/IQEC 2009?

CLEO/IQEC 2009 Housing will open in December 2008 for all attendees and exhibitors.

Will there be any shuttle service provided at CLEO/IQEC 2009?

No, all of the designated convention hotels are within walking distance of the Baltimore Convention Center.

What airport is closest to the Baltimore Convention Center?

Baltimore offers three major airports to make your arrival easy:

Baltimore/Washington International Thurgood Marshall Airport (BWI) (closest)

Ronald Reagan National Airport (DCA)

Washington Dulles International Airport (IAD)

Exhibitor

Where can I get a list of 2009 exhibitors?

View the exhibitor list.

Which booth spaces are available for 2009?

View the floorplan.

How much does exhibit space cost?

Exhibit space is $30.00 US per square foot. There is an additional surcharge of $220 US for each exposed corner.

What is included in the $30.00 US per square foot price for a booth?

The $30.00 US 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. 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 PhotonXpo 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” 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 electricity, 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?

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.

When will the 2009 Exhibitor Service Manual be mailed?

A service manual will be shipped to the primary contact on record for each exhibiting company in mid-January 2009. All information will also be posted online as a part of the Exhibitor Service Center.

I want to secure a promotional opportunity that is listed on the CLEO/IQEC website. What do I do? And how can I inquire about an opportunity that is not listed?

Call or email the exhibit sales staff: Crystal Krason, at +1 202.416.1942 or ckraso@osa.org.

I have a product announcement that I want to make at CLEO. Can I schedule a speaking session?

Please contact the PhotonXpo sales staff at +1 202.416.1428 or photonxposales@osa.org.

Can I change my booth location?

We maintain a waitlist, and all companies may be moved on a space-available basis. Email photonxpoaccounts@osa.org for assistance.

How can I purchase a mailing list of the CLEO/IQEC 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. Email lists are not available.

Who is CLEO/IQEC/PhotonXpo's general service contractor?

Hargrove, Inc.
1 Hargrove Drive
Lanham, MD 20706 USA
Tel: +1 301.731.2555
customerservice@hargroveinc.com

How do I book hotel reservations for my exhibit personnel?

You can book hotel reservations for your exhibit personnel beginning in December 2008 using the information found on the Housing Information page.

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.

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 brackets 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 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 2-page summary is included, as submitted, in the Technical Digest.

Are there guidelines for formatting my summary?

Yes. The style guide can be found on the Electronic Submissions page of the CLEO/IQEC 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?

No. Deadlines are based on production schedules for the meeting, and submissions cannot be accepted after the published deadline. The peer review process depends on the voluntary time of your colleagues, so it is important that we adhere to the deadlines that were carefully decided during the planning process for the meeting. However, you may submit a postdeadline paper to CLEO/IQEC. The deadline for submitting a postdeadline paper is April 20, 2009, 12:00 p.m. noon EDT (16.00 GMT).

If I need assistance or have a question that is not answered here, who should I contact at CLEO/IQEC, 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.