Technical Conference:
13 – 18 May 2018
Exhibition:
15 – 17 May 2018

Frequently Asked Questions

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: 13 – 18 May 2018
Short Courses: 13 – 15 May 2018
Exhibit Open: 15 – 17 May 2018

Where will CLEO take place in 2018?

San Jose McEnery Convention Center
150 West San Carlos Street
San Jose, California 95113 (USA)

How and when can I register for CLEO?

Online Attendee and Exhibitor registration is expected to open in November 2017.

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

The deadline for submitting a technical paper for committee consideration is 13 December 2017, 12:00 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 conference information?

Provide your contact information on the CLEO Conference sneak peek form. We'll provide conference information when it becomes available.

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:2018.

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

 

Registration

How and when can I register for CLEO?

Online Attendee and Exhibitor registration open in November 2018.

What does my full conference registration include?

The Full Conference Registration (CR) * fee includes:

  • One copy of the CLEO Program Book
  • Complimentary access to Conference papers - perpetual and poster pdfs.
  • Access to the paper summaries via OSA Publishing

Admission to:

  • All Technical Sessions
  • CLEO:Expo
  • Exhibitor Showcases
  • Job Fair
  • Plenary Session
  • Poster Sessions
  • Theaters I and II programming
  • Technology Transfer
  • Technical Playground
  • Conference Reception

*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 for CLEO 2018 must be received in writing by 26 April 2018. Refunds take between four to six weeks for processing. A US $75 service charge will be assessed for processing refunds. All registrations received after the refund deadline is 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, 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 admission to:

  • CLEO:Expo
  • Theaters I and II programming
  • Technology Transfer
  • Technical Playground
  • Exhibitor Showcases
  • Job Fair
  • Plenary Session (select dates)
  • Poster Sessions (select dates)

*Short Courses require a separate fee for admission.

I have questions regarding my registration, who can I contact?
 
Please contact the CLEO Registration Customer Service at +1 224.563.3173 or CLEO@compusystems.com.

Hotel/Travel

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

Experient is the official Hotel Booking Company for CLEO.  Online housing reservations will open for all attendees and exhibitors in November 2017. Please check the official housing website to make your hotel reservation.

What is the deadline to book your hotel reservation?

The deadline to take advantage of special discounted rates is 26 April 2018 after the hotel reservation site opens.

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 McEnery Convention Center

The San Jose McEnery Convention Center and the local block of hotels is conveniently located three miles from the San Jose Mineta International Airport. Other options include Oakland International Airport and San Francisco International Airport.

Exhibitor

Where can I get a list of exhibitors?

View Exhibitors.

Which booth spaces are available?

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. Contact cleosales@osa.org to secure your space today!

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 (T3expo) or use your own Exhibitor Appointed Contractor (EAC). T3expo's forms will be available in the Exhibitor Service Manual in early December.

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) Technical 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 in the CLEO Mobile Application, 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. Mobile App listings are limited to one entry per contracted exhibiting company. For more information contact CLEO Sales. 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 CLEO Sales at +1 202.416.1428 or cleosales@osa.org.

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

Call or email CLEO Sales at +1 202.416.1428 or cleosales@osa.org.

View available sponsorship and promotional opportunites

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 cleosales@osa.org for assistance.

Who is CLEO's general service contractor?

T3expo
1940 Duke Street, Suite 200
Alexandria, VA 22314 USA
Tel: +1 888.698.3397
www.t3expo.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 offical housing website for up-to-date information and to book your offical CLEO housing.

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 by November. 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 the online submission system. In order to complete a submission, you must complete the following steps:

  1. Title (The title in the system must match the title on the summary paper that you upload.)
  2. 35-word abstract  (An abstract is a 35-word synopsis of your presentation. If your paper is accepted, the abstract will be printed in the Conference Program.)
  3. Summary (A summary paper is a 2- page document 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. If your paper is accepted, the summary is published in Optics InfoBase.)
  4. Copyright to publish your paper and Permission to Record your talk.
  5. Choose the topics category to which your paper should be submitted. The list can be found under Submit a Paper.
  6. Presentation Preference (Select one of the following: Oral Only, Poster Only or Oral or Poster Acceptable.)
  7. Author Institutions
  8. Author Block (Enter each and every author that is listed on the summary paper.)
  9. OCIS Codes (Please select two; a complete list can be found at www.opticsinfobase.org/submit/ocis.)

Are there guidelines for formatting my summary?

This style guide is a reference for all submitting authors and has remained consistent with past years’ Technical Digest format and style.

Please make sure that your paper does not contain non-English font packages (for example, Japanese, Korean, or Chinese fonts, etc.) in the body of your paper summary, as well as in all figures and tables. Characters in these fonts cannot be seen by reviewers. In the past, we have had particular trouble with MS-PGothic, MS-Gothic and MS-Mincho.

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 submitting (contact) author 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. Keep in mind that postdeadline presentations should describe new and significant material in rapidly advancing areas. A very 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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