Frequently Asked Questions
Which format should I use for submitting a paper to the conference?
You should follow a standard IEEE conference paper format.
Please note the special requirements for submitting a paper
for the student paper contest.
There is a special information link for submitting a paper
for the student paper contest.
Is there a limit on how many papers I can submit?
Yes, Any individual is restricted to no more than 4 submissions total (combination of either regular or invited submissions).
This limit is included on the Call for papers. Authors are held responsible for insuring that they adhere to this policy. Any submission received
which exceeds the limit will be rejected without review.
How do I submit the required copyright form?
Signed copyright forms must be turned
in at the registration desk NLT noon on the last day of the conference. Please
note that only papers with signed copyright forms on file will be included in
the proceedings. Download
copyright form.
Signed Copyright forms must be turned in at the registration desk during the
conference event. Emailed copies are NOT accepted.
What are the restrictions for the papers to get published in the Proceedings?
For a paper to be included in the Asilomar
proceedings, one of the author(s) of the paper must: 1) be physically present at
the conference, 2) present the paper, 3) be registered at the conference, and 3) have turned in the
copyright form at the registration desk during the conference. No exception is
made to this policy. Finally, no more than 4 (invited or regular) papers total
per author (or co-author) will be published. Authors are held responsible for insuring that they adhere to this policy.
Uploaded final papers found to be in violation of this policy will be removed
from the conference proceedings.
I didn't get a notification letter to my submission, what do I do?
Due to the short turn around between submission and selection deadlines, we do not send
acknowledgments to each paper submission received. However, e-mail notifications
are sent to each author whose e-mail was included on the electronic submissions.
We send e-mail notifying authors and co-authors of their paper status by the end of
August, to those which e-mail address was included in their electronic
submissions. If you did not receive such a notification, please check with the
main POC for the paper first. A duplicate will be e-mailed by request to the Conference
Registrar.
How will I get notified about my paper status?
We send e-mail notifying authors and co-authors of their paper status by the end of
August, to those whose e-mail address was included in their electronic
submissions. If you did not receive such a notification, please check with the
main POC for the paper first. A duplicate will be e-mailed by request to the Conference
Registrar.
Can I use a credit card to register?
We accept credit cards
(VISA and MC only ) for the Technical Conference registration.
We also accept: checks in US dollars drawn on a US bank, traveler checks,
cash. We DO NOT accept checks drawn on foreign banks. Note, the
Conference grounds hotel now accepts credit cards for the hotel registration.
Can I register online?
Online registration is available for both the technical
registration and on-grounds housing.
Can I combine hotel and conference registrations?
No, hotel and conference registration must be sent SEPARATELY to the two locations,
as indicated on the registration forms.
Can you explain the registration process to get lodging
at the Conference hotel?
Registered attendees of the Asilomar Conference are eligible for the reduced
hotel registration fee shown on the registration form. Attendees must
request lodging via the hotel registration request form included for the
conference to qualify for that specific rate. Note that Asilomar Conference
Grounds now has an online registration form. Hotel Registration forms
must include proof of payment in order to be processed. Forms sent out without
proof of payment will be discarded. Once complete hotel registration forms are
received, registration staff will send by e-mail or fax confirmation that the paperwork has been received within 48 hours of reception
(regular mail confirmation will be sent if no e-mail/fax information is included). A
second e-mail will be sent out to confirm lodging after request has been
processed. At that time the credit card will be charged if applicable. Full-time registration requests are given 1st priority
and such lodging requests will usually be confirmed within a week to 10 days. Attendees are strongly encouraged to request full-time lodging if they
wish to guarantee a room. Part-time requests will be given lower priority and such requests are confirmed only when space is available.
In such cases confirmation should not be expected more than 30 days before the conference, if
part-time room lodging space is available.
How do I get an invitation letter?
Individuals
requiring letters of invitation
from the Technical Meeting to obtain travel visas
must be listed in the technical program
(as authors, co-authors, session chairs or organizers)
to receive an invitation letter. Authors requiring letters of invitation
to obtain travel visas to present their papers need to contact
Conference Staff by e-mail at
InviteLetter@asilomarssc.org.
If you have any specific requirements regarding your visa letter,
make sure to include your requirements in your email.
Please, include the paper number, author(s), and title in your correspondence.
Invitation letters to the technical meeting are specifically addressed to
authors presenting papers at the Conference and cannot be amended to
include relatives wishing to travel with the author. All letters of
invitation will be sent by e-mail (as PDF attachments), airmail or faxed.
Please allow ample time for processing requests.
The Conference staff is not able to contact U.S. Embassies in support of an
individual attempting to gain entry to attend the conference.
We recommend that you start your visa application process as soon as you
have been notified that your paper has been accepted, as the visa
application process can be lengthy. Cancellations after the registration
cutoff will result in a cancellation fee.
Will you have computer projectors available for presentations?
We plan to make projectors available, however presenters will need to bring
their laptop PCs, as we will not have laptop PCs available.
The projectors will support VGA and HDMI connections only.
Poster boards only are available for the poster board
sessions. see further details in the author kit section.
Will you have overhead transparency projectors available for presentations?
Due to their very limited usage in recent years, we will have
Overhead transparency projectors available by advance request only. Overhead
projectors must be requested by Oct. 10th by sending an e-mail to
sscasilomar at comcast.net . You MUST
specify the paper number and session where it is to be presented, i.e., MP4a,
TP1b, etc... to insure the request will be filled.
When do I need to turn in my final paper?
The Asilomar Conference has an electronic submission only procedure. Papers
must be uploaded at the conference website by the advertised deadline (check the
"Paper submission - final paper" link on the main page). NO hard-copy
papers will be accepted at the conference registration desk. Signed copyright forms must be turned
in at the registration desk NLT noon on the last day of the conference. Please
note that only papers with signed copyright forms on file will be included in
the proceedings.
Is there a page limit for the final paper?
Yes, no paper may exceed 8 pages total. Papers in excess
of 5 pages are subject to a $100.00 extra charge per page.