• Technical Conference: 

    9 - 14 May 2021

  • Exhibition: 

    11 – 13 May 2021

Virtual Conference: Frequently Asked Questions

Presentation Tips l Withdrawals l Virtual Program l Posters l Publishing and Copyrights l Registration


Presentation Tips

How do I record my presentation? 
Refer to the virtual presenter resources  for step-by-step instructions using Zoom Technology. 


How can I present effectively if I don’t have a stable internet connection?
We recommend you prerecord your presentation. You can record your presentation using the Zoom platform locally. During your scheduled presentation, we will play your recorded presentation, and you can respond by phone to any questions.  Click here for more information about recording with Zoom.


CLEO Conference Wallpaper

We encourage all speakers to use a CLEO Conference background when presenting—either live or in a prerecorded video. The Zoom web conference platform allows you to customize your virtual background in Settings/Virtual Background.


  • Download the CLEO wallpaper image from the CLEO Speaker Service Center.
  • Select the "+" button to add the CLEO wallpaper to your Zoom client.
  • Select "Mirror my Video".

Note that virtual backgrounds work best when you present in front of a bare wall with no bright light behind you.


How do I upload my presentation?
Refer to the virtual presenter resources for instructions. The presenting author will receive an email no later than 1 May with specific instructions. Do not wait to record your presentation until you receive this email. If you have not received this email by 3 May, please contact cstech@osa.org and provide/confirm which email address should be used to send these instructions.


Will my paper still be published if I present live without a video recording, but my internet connection drops?

In order for your paper to be published, you are required to present. As such, it is preferable for you to also prerecord your presentation, which could be used as a real-time back-up.


I can’t present live. Will there be a way for participants to ask questions?

To promote the interactivity and immersive experience so desired by meeting attendees and speakers, we encourage you to participate live if possible. If factors prohibit your live participation, please be sure to place your email address prominently on your final slides, and encourage viewers to reach out directly with questions.



If I withdraw my presentation, can I just present at CLEO 2021?

We encourage your participation in the CLEO 2020 Virtual Conference. If you are not in a position to participate and would like to withdraw, you may submit to present at a future meeting. Please note, though, that your submission will be reviewed by the respective committee for decision.


If I withdraw my presentation, will I still have access to watch other presentations?

You may register for the CLEO 2020 Virtual Conference regardless of your participation as a speaker. However, we encourage you to present and share your current research with the broader community.


The Virtual Program

Will there be Q&A for live, oral contributed presenters? If yes, how is it handled? 

Every oral contributed and invited presentation will include a Q&A segment, provided the speaker is participating live. The virtual audience will have the ability to enter questions into the “Q&A” box and also vote on submitted questions to assist the presider in selecting questions to ask. At the end of the presentation, the presider will read the questions to the speaker, who will then respond live.


How will I be able to watch other presentations?

Technical sessions will be presented live from the Pacific Daylight Time Zone (PDT) with a recorded archive available later for on-demand viewing. To access the presentations, you must first register for the meeting. All registrants will receive instructions on how to participate in the meeting on the Friday before its start date.


As sessions are presented concurrently, am I able to move from one session to another?

The virtual conference is no different than if you were attending in person. You have the ability to move from one virtual room to another during sessions. However, you will need to leave a meeting room first before entering another. The Zoom web conference platform does not allow users to participate in two virtual sessions simultaneously.


What if my company or institution does not allow me to use the Zoom web conference platform?

As a presenter or attendee, when you first connect to a Zoom room to participate in a session, you will be presented with the option to download and use the Zoom client. CLEO Management recommends using this full client version for the best viewing experience. However, we recognize that some organizations may prevent staff members from downloading and using it.

As an alternative, participants can opt to join via a web browser only. If choosing this option, you should use the latest versions of Google Chrome, Firefox, Microsoft Edge or Safari. Internet Explorer is not supported.

Presenters, please note that the web browser option is only if you are presenting your talk live. If you are using Zoom to record your content in advance, you must use the Zoom client or choose another recording method.


Do you have a template for making a Poster PDF?

The A0 poster size formatted vertically is the most popular based on the usual, physical dimensions for the CLEO conference.  While we don’t have a specific template, there are a number of companies that offer free templates to assist you in creating your Poster PDF.  The following online resources can be of service to you:

How do I provide the Poster PDF for my presentation?

Please remit your poster file(s) to cstech@osa.org at least one week prior to the conference. The file name should be your presentation number followed by “-1” (e.g. W2A.57-1). All registrants will be able to access both your paper and your Poster PDF from your presentation listing on the mobile app. In addition, OSA is happy to upload the Poster PDF to the OSA Publishing platform as supplemental material to the actual paper. Note: your Poster PDF should be one page only.


Will there be live Q&A for the poster session?

CLEO Management is currently working with the committee on a feedback mechanism for poster presenters.  We will update the presenters as soon as this has been determined. As standard practice, be sure to place your email address prominently on your PDF of the poster to encourage viewers to reach out directly with questions.


Will posters be published if we just provide a Poster PDF?

Yes, providing the poster PDF will be equivalent to presenting in the Virtual Meeting. Your submitted paper will be published in both IEEE Xplore and OSA Publishing's Digital Library (where your Poster PDF will also be published as supplemental material).


How will people be able to see my poster if I provide a Poster PDF?

All registrants will be able to access both your paper and your Poster PDF from your presentation listing on the mobile app.


Publishing & Copyrights

When will the papers be published?

The technical papers are currently available to all registered CLEO attendees from the conference schedule on the app and website.  CLEO registrants will also have access to the Technical Digest .zip files starting on Monday, 4 May, from the link provided on the CLEO website. Individual files will not be published in IEEE Xplore and OSA Publishing's Digital Library until roughly two months after the conference.


How do I cite the proceedings for a virtual conference?

It is cited the same as a normal proceedings.  To cite use the following guidance: [Author Names], "[Presentation Title]," in Conference on Lasers and Electro-Optics, OSA Technical Digest (Optical Society of America, 2020), paper [final ID].


I am presenting published material. How do you maintain copyright from publishers?

Per the agreement signed during submission, you warrant that you properly cited the source of all supporting material included in the Presentation. Furthermore, your use of supporting material from other sources is within the bounds of the generally accepted practice of the scientific and/or professional community of which you are a member.


I would like to retain the copyright of my material and not transfer it to CLEO Management. What happens to the copyright of my presentation?

During the submission process, you were asked if you would grant OSA permission to record your presentation.  If provided, this granted OSA permission to record your presentation, and to use, distribute, archive, copy and edit the recording and all supporting material accompanying the Presentation, in whole or in part.

Furthermore, the Author(s) granted OSA and the other CLEO sponsors a non-exclusive, worldwide, royalty-free, perpetual, transferable license to use, distribute, display, make derivative works from, archive, copy and edit, in whole or in part, the Work, including all datasets and media objects included in the Work. The term “media objects” includes, but is not limited to: video files, image files, sounds files, and their constituent computer code. 

Unless you indicated differently during the submission process, the Author(s) are the sole author(s) and sole holders of all rights in and to the Work.


Who will have access to view my presentation?

All participants must register for CLEO to gain access to the virtual meeting rooms. Only individuals with confirmed registrations will be able to view presentations—either live or on demand as recorded, archived sessions.

After the conference has concluded, CLEO Management will edit the complete technical sessions into individual talks. Only talks where the presenter gave permission within the submission system will be posted to OSA Publishing’s Digital Library behind a secure log in. Only 2020 CLEO registrants, current OSA Members or subscribers will be able to view these presentations.


How long will my presentation be available online?

Archived sessions will remain on the CLEO website or through the conference app only until the edited, individual talks are made available in OSA Publishing’s Digital Library—at which point they will be removed. Given the number of talks presented at CLEO, these individual talks are not expected to be available until 60 days after the conference concludes.

Note that archived sessions are accessible to 2020 CLEO registrants only. The individual must log in with the same account information used when registering. 


Will individuals be able to download my presentation?



How long will the presentation be archived?

The entire technical session will be recorded and made accessible through the CLEO website and conference app. Edited versions of individual talks where permission was granted will be available within 60 days after the conference concludes. At this point, the complete technical session recordings will be removed from the website and app. Individual talks will be posted to OSA Publishing’s Digital Library in perpetuity as supplemental material for conference papers.


Can I refuse permission to have my presentation archived?

CLEO Management recognizes the potential sensitivities when posting content online, and we can accommodate requests not to archive your presentation.

Our hope with the CLEO Virtual Conference is to ensure that everyone, regardless of location or time zone, has the opportunity to view programs—which is why we will offer content both live and on demand through a recorded archive.

After the conference ends, we will be working with a video editor to extract individual talks from each session recording—posting talks as separate files. This process will allow us to remove your talk easily and not post it online.

During the conference, however, our only option would be to keep the entire session in which your talk is presented offline. We would ask that you agree to grant limited-use permission to archive your talk for no more than 60 days after the conference ends. If this is still an issue, please contact cstech@osa.org for an alternate resolution.



What is the registration fee for contributing authors?

Contributing authors that present either an oral talk or poster are required to pay a US$ 100 publishing fee. This is a fee per individual speaker. If you are presenting more than one talk, you only pay once.

When registering on the CLEO website, you will be asked:

  1. Are you a Presenter? (Select “Yes”.)
  2. Please select the presentation type. (Select “Contributed Presentation (oral or poster)”.)

Later in the registration process, you will be asked to select your Registration Category.

  1. Please review, make a selection, then hit the [Continue] button. (“Select Presenters Registration”.)

If you are an invited speaker or presenting in a workshop or industry program, please select the appropriate presentation option. Contributing authors presenting an oral talk or poster should not select any of these three options.


I had preregistered for CLEO before the announcement was made about the virtual format and new registration rates. How do I get a refund?

Refunds will be issued automatically and will take up to six weeks. You do not have to initiate a refund request. Your registration remains active. You will be able to access the virtual conference without having to register again.


I had preregistered for CLEO and am presenting a contributed oral talk or poster. How do I get a refund?

Contributing authors that present an oral talk or poster must pay a US$ 100 publishing fee. This fee will be deducted from your refund.

Refunds will be issued automatically and will take up to six weeks. You do not have to initiate a refund request. Your registration remains active. You will be able to access the virtual conference without having to register again.


I am an author on a paper, but I am not presenting. Do I also pay the US$ 100 publishing fee?

No. Only the presenting author must pay the US$100 publishing fee. As you progress through the CLEO registration website, when asked if you are a presenter, select “No”.

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