FiO/LS Frequently Asked Questions
General
Registration
Hotel/Travel
Exhibitor
Submissions
General
Who are the co-sponsors of FiO/LS?
American Physical Society/Division of Laser Science
Optical Society of America
What are the dates for FiO/LS 2008?
Conference: October 19-23, 2008
Exhibit Open: October 21-22, 2008
Short Courses: October 19, 2008
Where is FiO/LS 2008 located?
Rochester Riverside Convention Center
123 East Main Street
Rochester, NY 14604-1619
How and when can I register for FiO/LS 2008?
Registration will be available in June 2008.
What is the deadline to submit a technical paper to FiO/LS 2008?
The deadline for submitting a paper is May 27, 2008, 12:00 p.m. noon EDT (16.00 GMT).
What is the deadline to submit a postdeadline paper at FiO/LS 2008?
The deadline for submitting a postdeadline paper is October 3, 2008, 12:00 p.m. noon EDT (16.00 GMT).
Is FiO/LS accessible to the physically challenged?
Yes, the Rochester Riverside Convention Center is equipped for the physically challenged. Persons with special needs should contact custserv@osa.org specifying your requirements.
How do I get my name on the FiO/LS mailing list for future information?
Click on Contact Us or email custserv@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 FiO/LS 2008.
For detailed information about applying for a visa, refer to the Department of State Web site.
Where will FiO/LS be in 2009?
Fairmont San Jose
170 South Market Street
San Jose, CA 95113
Registration
How and when can I register for FiO/LS 2008?
Registration will be available June 2008.
What does my full conference registration include?
The Conference Registration (CR) fee includes:
- One copy of the FiO/LS Conference Program
- One copy of the FiO/LS Technical Digest on CD-ROM
- One copy of the FiO/LS Postdeadline Paper Program
- One copy of the FiO/LS Exhibit Guide
Admission to:
- FiO/LS Technical Sessions
- Exhibit Hall
- 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 Thursday, October 2, 2008. A US $50 service charge will be assessed for processing refunds. All registrations received after Thursday, October 2, 2008, are NON-REFUNDABLE.
What does my Exhibit Pass Only registration include?
Exhibit pass only (EO) registration includes:
- One copy of the FiO Exhibit Guide
Admission to:
- Exhibit Hall
- Plenary Session and Awards Ceremony (Monday Morning)
*Short Courses require a separate fee for admission.
Hotel/Travel
How and when can I make a hotel reservation for FiO/LS 2008?
FiO/LS 2008 Housing is now open. Please visit Housing Information to make your reservations.
Will there be any shuttle service provided at FiO/LS 2008?
No, all of the designated convention hotels are within walking distance of the Rochester Riverside Convention Center.
What airport is closest to the Rochester Riverside Convention Center?
Greater Rochester International Airport
1200 Brooks Ave
Rochester, New York 14624, USA
(585) 753-7000
Exhibitor
Where can I get a list of 2008 exhibitors?
View the exhibitor list.
Which booth spaces are available for 2008?
View the floorplan.
How much does exhibit space cost?
| 10’x10’ Booth |
|
| Non-member - $1940 |
Corporate Member - $1730 |
| Tabletop |
|
| Non-member - $1400 |
Corporate Member - $1190 |
What is included in the 10’x10’ booth price for a booth?
The $1940 (non-member) or $1730 (OSA member) rate 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 to be shipped July 2008. 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 FiO Exhibit Guide*, and your company’s profile posted on the FiO Web site * (* = contingent upon date of signed contract)
Does a sign come with my booth?
Yes. Each in-line booth and tabletop 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 OSA Management, which reserves the right to render final judgment. Additional Exhibit Guide listings are unlimited and free. For more information about obtaining additional exhibit space, 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 FiO Web site. What do I do? And how can I inquire about an opportunity that is not listed?
Call or email our exhibit sales staff: Anne Jones, at +1 202.416.1942 or ajones@osa.org.
Can I change my booth location?
We maintain a waitlist, and all companies may be moved on a space-available basis. Email bdelos@osa.org for assistance.
How can I purchase a mailing list of the FiO 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. Unfortunately, only mailing addresses are available. The cost for the entire list is $300. All lists are sent as Excel documents and are available for one-time use.
Who is FiO’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 using the information found on the Housing Information page .
How do I register my exhibit personnel?
Register exhibit personnel using the Exhibit Registration Form. Online registration for exhibitors is not available. This form can be found as part of the Exhibit Service Manual. 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 http://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 1-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 found on the Paper Preparation page under “Submissions” on the meeting 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 FiO. The deadline for submitting a postdeadline paper is October 3, 2008, 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 OSA, 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.
