Abstract submission opens
1 June
 Registration opens 1 Oct
 Final submission deadline 7 Oct
 Manuscripts due for FastTrack
23 Nov

 Early registration ends 4 Jan
 Short Courses begin
11 Jan
 Symposium begins
18 Jan
 All manuscripts due
8 Feb

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Accepted Final Manuscript Instructions

For those accepted via JIST- or JPI-first, revised papers incorporating changes requested by the editor and the peer-review comments must be submitted by 15 October 2020.

Final manuscripts for conference proceedings, typically 4-6 pages in length, are due either:

  • 23 November 2020 for early publication via FastTrack* OR
  • 8 February 2021 for post-conference** publication
* FastTrack papers are published on the IS&T Digital Library prior to the Symposium for access at the event. We recommend this option if you wish to have your paper available and citable as soon as possible.
** Post-symposium, final manuscripts are published within their conference proceedings after all of the manuscripts for the conference have been submitted and accepted.

Final Conference Proceedings Manuscript Directions

  • EI Conference Proceedings manuscripts are typically 4-6 pages
  • Use the reviewer comments to revise and finalize your submission.
  • Check you acceptance e-mail for further details.
  • Use the Word or LaTeX template to format your submission.
  • Final documents should be print-ready, PDF files. Be sure that all fonts and graphics are embedded.
  • Use the Open/Conf system to upload the abstract and the appropriate, completed copyright transfer form. (Note this is different than the submission system. Details for upload will be in your acceptance email.)
  • Note: IS&T does not edit nor proofread papers. We publish the final version that you provide.

Expand Your Reach: Apply for the Demonstration Session

All EI authors are invited to apply to participate in the Demonstration Session held on Tuesday evening. The Session provides authors with an additional opportunity to showcase their work to colleagues and prospective employers/collaborators. During the Demonstration Session, authors present "material" supplemental to their primary technical presentation in an "exhibit hall" atmosphere. Materials presented may include hardware, software, physical items, integrated systems, etc. Authors are offered a complimentary half-table, assuming they apply by the Demo Session deadline.

Deadline: 7 December 2020  Demonstration Session Application 

Contact Donna Smith [dsmith(at)] for details.


Accepted Oral Presentation Guidelines

Projector Aspect Ratio / Presentation Computer

  • Speakers will use their own computers for their presentations.
  • Projector supports VGA or HDMI.
  • Slide format is normal or 16:9.
  • Please review Package Your Power Point Slides  for best results.
  • We suggest you save a copy of your presentation to the cloud or bring it to the Symposium on a USB in case of any problems.

Presentation Lengths

  • Interactive (Poster) Paper Previews: 2 minutes; no time allotted for questions and answers (Q&A).
  • Oral: 20 minutes; includes 1 minute for chair introduction; 15-16 minutes for your talk; and 3-4 minutes Q&A
  • Invited Focal: 30 minutes; this includes 1 minute for chair introduction; 24-26 minutes for your talk; and 3-5 minutes Q&A
  • Keynote: 50 minutes; this includes 1-2 minutes for chair introduction; ~42 minutes for your talk; and 5-7 minutes Q&A

What to do on the Day of your Presentation 

  • Either day of or prior to, test your computer in the AV Prep room.
  • Meet with a Session Chair to review any changes to the program, etc. Session chairs are listed in the final onsite program; registration desk staff can help you contact your chair.
  • Report to the meeting room 5-10 minutes before the session is scheduled to begin.
  • The session chair will announce your title, the author(s), affiliation(s), and speaker. If you are a substitute speaker, state your name and the author’s.
  • Be aware of the microphone location and try not to turn away from it while you are speaking.
  • Leave the laser pointer for the next speaker. If you are the last speaker for the day, leave the laser pointer on the podium.
  • Please help keep the session running on time. Your session chair will signal you when your speaking time is almost done.
  • Q&A is permitted only if there is time remaining for your talk. To be fair to the next presenter, do not take any questions if you have used up your allotted time. Repeat each question into the microphone before answering it.
  • Please note that personal belongings such as briefcases, computers, backpacks, coats, book bags, etc. should not be left unattended in meeting rooms.

Accepted Interactive Presentation Guidelines

Interactive (Poster) Presentations may have two parts: 2-minute oral preview and 90-minute interactive presentation time. Check your acceptance letter and review the scheduling for your presentation. If the oral preview is listed, then you are expected to participate in both the oral preview and the interactive session; if there is no mention of an oral preview, you need not take this step. Previews times will be sent by email to the designated presenting author.

Preparing your poster

  • Posters may be a maximum of 135 cm (high) and 94 cm (wide).
  • Attendees will read your poster materials from a distance of about 3 feet, so all lettering should be large and legible.
  • Care should be taken to include information to illustrate key points for discussion.
  • Text and figures should be designed to clearly convey the essence of your work.
  • Details are best presented in a form that is easy to interpret visually, without requiring a great deal of time spent reading.
  • Images, figures, and graphs that illustrate your work are strongly encouraged.
  • Each section of your presentation should have a descriptive heading; display the material in a logical sequence.
  • Simply affixing copies of your paper from the proceedings to your poster board is not acceptable.

Preparing your preview slides

Remember, not all conference have previews. Check your acceptance letter and review the scheduling for your presentation. If the conference for which you are accepted has poster previews, you need to prepare 1-2  slides per minute of preview time (see size and projector requirements above, "Projector Aspect Ratio / Presentation Computer"). To help keep your preview presentation concise, focus on the key points:

  • What problem did you want to solve?
  • What was your approach/methodology?
  • What are your results?
The goal is to entice people to come talk with you about your work during the Interactive Paper Session. (Don't forget to include a slide with the name and authors of the paper!) 

Arrival at conference / Poster setup

  • When you check in at the registration desk, please let staff know you are an interactive paper author. They will direct you to the Interactive Paper (poster) Presentation area.
  • Please display your poster as soon as possible to allow for maximum viewing.
  • Your poster location will be identified by a small sign with your photo, name, and paper title.
  • Poster boards and push pins are provided.

Templates and Copyright Agreement Forms

Author Obligations

Authors submitting to EI agree to the following

  • Submission equals authorization for IS&T to circulate the submission to conference committee members (or journal reviewers) for peer-review and/or selection purposes.
  • If your work is accepted, you are obligated to register and present your work at EI as scheduled. Publication is conditional on your presentation. Register at the required registration rate by the early registration deadline. At least one full (non-student) registration is required with each accepted paper or presentation. Authors accepted under the Journal-first option must register for the conference AND pay the journal publication charges; reduced rates apply. See journal-first information for details.
  • Obtain funding for their registration fees, travel, and accommodations, independent of IS&T.
  • As applicable, secure a visa to travel to the US. Support letters are provided to accepted authors. We suggest that you choose the early decision submission option and complete the visa letter request form  as soon as you are notified of acceptance.
  • Ensure that all clearances (government and company) have been obtained to present and publish the work. If you are a DoD contractor in the USA, allow at least 60 days for clearance.
  • Sign and submit the IS&T Copyright Agreement. Please note that accommodations are made for authors who need to sign creative commons copyright forms such as CC BY and other options.
  • Submit a full-length manuscript (typically 4-6 pages) for publication in the IS&T Digital Library by the stated deadlines.
  • Attend EI and give a high-quality presentation as scheduled in the technical program. Prior to the conference, carefully construct and practice your presentation to faithfully represent your work to other attendees. Be prepared to answer questions. about the work.

Please note: Commercial papers, papers with no new research/ development content, and papers where supporting data or a technical description cannot be given for proprietary reasons will not be accepted for presentation.

Visas and Letters of Invitation

Authors are responsible for obtaining any necessary visa or other travel documentation needed to travel to California and present accepted work in person. Because this process can take 3+ months, it is important to make requests for visa application support as soon as the initial submission, usually an abstract or draft paper, is accepted.

If your initial submission is accepted and you require a visa to travel to the US, please submit an Invitation Letter Request so that we may supply a customized invitation letter as soon as possible.

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