• Technical Conference: 

    15 ā€“ 20 May 2022

  • Exhibition: 

    17 ā€“ 19 May 2022

Frequently Asked Questions: Speakers

PostersRemote Speakers l Registration l Short Courses l Publishing and Copyrights l Withdrawals

 

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. On-site attendees are able to ask questions through the mobile app or directly in the meeting room. At the end of the presentation, the presider will read the questions to the speaker (whether in person or remote), who will then respond live.

 

How will I be able to watch other presentations?

Technical sessions will be presented live in Pacific Daylight Time (PDT, UTC -7.00) 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 remote participant, 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.

 

Posters

How are posters being presented?

This conference will be held in a hybrid in-person/virtual format.  On-site presenters are expected to print and post their own posters.  They are also encouraged to upload the PDF of their poster and submit a short video to extend visibility to the remote audience. 

All posters are displayed in gallery view with search features by keyword, speaker, and final ID. Each poster has a dedicated page that includes the Poster PDF and/or a 3-minute poster preview, as well as an embedded chat window for interactive discussion with the remote audience. Upon navigating to a poster page, registrants will be automatically "joined" into that chat to view the real-time chat discussion and engage as desired.

For more information regarding poster presentations, visit the Poster Presenter section.

 

Do you have a template for making a Poster PDF?

There is no official poter template for CLEO. However, there are a number of companies that offer free templates to assist you in creating your Poster PDF. The A0 poster size formatted vertically is the most popular based on the physical dimensions of boards provided on site. 

How do I provide the Poster PDF for my presentation?

Upload the poster PDF file directly into the conference paper submission system at least one week prior to the conferenceWhile instructions were provided by email, you may also access the system directly using the same link you used to submit your paper: Select the "Alert" pop-up box that will appear in your account.  Contact cstech@optica.org if you are unable to locate the email or find the invitation alert in the submission system.  

 

Will there be Real-time Discussion for the poster sessions?

All posters are displayed in gallery view with search features by keyword, speaker, and final ID. Upon navigating to a poster page, registrants will be automatically "joined" into the embedded chat to view the real-time chat discussion and engage as desired. In-person presenters are also encouraged to check the chat and respond asynchronously.

 

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

Yes, providing the poster PDF will be equivalent to presenting remotely in a Hybrid Meeting. Your submitted paper will be published on both the IEEE Xplore Digital Library and on the Optica Publishing Group platform (where your Poster PDF will also be published as supplemental material).

Presenters MUST either present on-site or provide either a Poster PDF or a 3-minute poster preview video in order to be published.

 

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

All posters are displayed in gallery view with search features by keyword, speaker, and final ID. Each poster has a dedicated page that includes the Poster PDF and/or a 3-minute poster preview, as well as an embedded chat window for interactive discussion with the remote audience. Upon navigating to a poster page, registrants will be automatically "joined" into that chat to view the real-time chat discussion and engage as desired.

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

 

Remote Speakers

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 Virtual Background

Zoom wall paper

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

  1. Download the CLEO virtual background image or save the image displayed above (PC users: right click on image, then select "Save as"; Mac users: drag and drop image or CNTRL-click, then "Save Image As").
  2. Select the "+" button to add the CLEO wallpaper to your Zoom client.
  3. 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 with specific instructions. Do not wait to record your presentation until you receive this email. If you have not received this email two weeks prior to the conference, please contact cstech@optica.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.

 

Registration

What is the registration fee for contributing authors?

Registration fees are listed on the registration page

 

Short Courses

How do I attend a short course and/or access the notes?

Short courses will be presented either as onsite only or virtual only. Onsite attendees may choose to register for a virtual only course, but will only be able to access it virtually. Virtual registrants may only participate in a virtual only short course. To access a virtual short course, you must first register and pay for that specific short course. 30 minutes before the start of the course, a button will appear on the short course’s page that will allow you to enter its Zoom waiting room and download the course’s notes. The CLEO Management Room Monitor will be admitting those attendees who have registered at the start of the scheduled course time.

 

How do I receive the Certificate of Attendance for the short course I registered for?

Those who have attended a short course will receive a survey the day after the course was taken. Please complete the CLEO Short Course survey to receive a certificate of attendance. If you are unable to locate the short course survey, please contact cleo@csreg.zohodesk.com, with your registration information.

 

Will the short course be available later for on-demand viewing?

No, short courses are only available for the duration of the course. Please ensure that you select courses that you are able to attend live. 

 

Will there be Q&A? If yes, how is it handled? 

Short course participants are encouraged to ask questions throughout the course. For virtual courses, the virtual audience will have the ability to “raise their hand” using the Reactions feature, however, the instructor can choose to take questions in any format they deem appropriate. 

 

Publishing & Copyrights

When will the papers be published?

The technical papers are made available one week out from the conference to all registered CLEO technical attendees. They can be accessed from the conference schedule on the website or the mobile app. In addition, the Technical Digest .zip files can be accessed from the link provided on the CLEO website. Individual files will not be published in the IEEE Xplore Digital Library and the Optica Publishing Group platform until roughly three 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, Optica Technical Digest (Optica Publishing Group, 2022), 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 Optica permission to record your presentation.  If provided, this granted Optica 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 Optica 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 the Optical Publishing Group platform behind a secure log in. Only CLEO technical 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 the Optical Publishing Group platform. Given the number of talks presented at CLEO, these individual talks are not expected to be available until at least 60 days after the conference concludes.

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

 

Will individuals be able to download my presentation?

No, the recordings can only be streamed.

 

How long will the presentation be archived?

The entire technical session will be recorded and made accessible through the CLEO website and conference app. Once the sessions are edited into individual talks, they will also be posted to the Optical Publishing Group platform in perpetuity as supplemental material for conference papers.

 

Can I refuse permission to have my presentation archived?

During the submission process, you were asked if you would grant Optica permission to record and broadcast your presentation.  While CLEO Management encourages the widest possible access in order to provide the content to registrants unable to travel, the selected response will be honored.

 

Withdrawals

If I withdraw my presentation, can I just present at CLEO 2023?

We encourage your participation in the CLEO 2022 Hybrid 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 Conference regardless of your participation as a speaker. However, we encourage you to present and share your current research with the broader community.