IMPORTANT DATES

2020
 Abstract submission opens
1 June
 Registration opens Coming Soon
 Final submission deadline 7 Oct
 Manuscripts due for FastTrack
 publication
23 Nov


2021
 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 final manuscript.
  • Check you acceptance e-mail for further details.
  • Use the Word or LaTeX template to format your final manuscript. See below.
  • Final manuscripts should be print-ready, PDF files. Be sure that all fonts and graphics are embedded and that the page size is LETTER..
  • Use the OpenConf system to upload the final manuscript PDF, the manuscript source file (Word or zip containing LaTeX files) and the EI 2021 completed copyright transfer form. (Note the OpenConf system is different than the initial abstract submission system. Details for upload are sent to you via 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 for a Demonstration Session. The Sessions provides authors with an additional opportunity to showcase their work to colleagues and prospective employers/collaborators. Authors should present "material" supplemental to their primary technical presentation. Materials presented may include hardware, software, physical items, integrated systems, etc. An individual Zoom meeting will be scheduled for each author/demonstrator during the two weeks of the technical sessions, between 11:10 - 13:10 and 19:15 - 19: 45 NY Time Zone. 

Deadline: 10 December 2020, 09:00 NY time  Demonstration Session Application 

Contact Donna Smith [dsmith(@imaging.org] for details.

 

Accepted Oral Presentation Guidelines

Oral Presenter Preparations

  • Presentations, with the exception of keynotes, will be 20 minutes in length. Talks will be kept to the schedule.
  • Speakers will use their own computers, audio and video conferencing enabled, for their presentations.
    • If you use a Mac computer, with the Catalina OS, please view the Mac Computers PDF.
  • Each presenter will be scheduled for an AV training session prior to their presentation session. Please be sure to attend with your presentation and equipment at the ready.
    • Attend the AV training session (a calendar evite will be sent) to test your background, lighting, audio, camera, and slide deck to make sure your presentation runs smoothly. During that time you will also meet with your session chair and other support staff, as well as learn how to interact with the conference portal and software interface.
  • Practice your presentation for clarity and timing. Create a RECORDING of your talk. While you will be giving a LIVE presentation, if you have any technical issues during your talk, we will not alter the schedule nor allow a “re-do”, so please provide us with a backup recording of your presentation. Here’s a step-by-step guide to turn a PowerPoint presentation into a video.
  • Upload the oral talk recording to the OpenConf System using the Upload File option for Oral Recording. Be sure to complete the Edit Submission data fields in the OpenConf System and watch for notices and updates via email.
  • Presentation requirement: Authors presenting and attending, at least one per talk, are required to pay for a conference registration at the appropriate rate (member/non-member/student).

Presentation Lengths

  • Oral: 20 minutes; includes 1 minute for chair introduction; 15-16 minutes for your talk; and 3-4 minutes Q&A
  • Invited: 30 minutes; this includes 1 minute for chair introduction; 24-26 minutes for your talk; and 3-5 minutes Q&A
  • Keynote: 40 minutes; this includes 1-2 minutes for chair introduction; ~32 minutes for your talk; and 5-7 minutes Q&A

What to do on the Day of your Presentation 

  • Be online during the break before your session begins to do a double check of the AV. The break times are used to call up the speakers in the upcoming session to re-check their AV.
  • Report to the online 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 original presenter's name.
  • Be aware of your microphone and camera locations and do not turn away from them while you are speaking.
  • Please keep the session running on time. Talks will not be given extra time. Prepare accordingly.
  • 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.

Accepted Interactive Presentation Guidelines

Interactive (Poster) Presentations will have a 30-minute interactive presentation time. Check your acceptance email and review the scheduling for your presentation. 

Preparing your poster

  • Design your poster to be approximately A0 size (1.9 x .85 meter or 48 x 36 inches) as you would for an in-person event.
  • See "Poster Layout Samples". We advise a horizontal/landscape orientation.
    • Care should be taken to include information to illustrate key points for discussion.
    • Pay particular attention to keeping text to a minimum and using images, graphs, and/or charts to enhance its visual interest.
    • 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; with the material displayed in a logical sequence.
    • Simply formatting pages of your paper from the proceedings into your poster PDF is not acceptable.
  • Save the poster as a PDF (with embedded fonts) and upload to the OpenConf System using the Upload File option for POSTER Present. Be sure to complete the Edit Submission data fields in the OpenConf System and watch for notices and updates via email. 
  • NOTE that IS&T will load your poster PDF into Discord so that it is available for online viewing and commenting. If you cannot allow your poster to be downloaded, please contact ei@imaging.org immediately.

Presenting your poster

  • Prepare a short introductory sentence that you can start with to discuss your work with each new group of attendees.
  • Poster presenters will access their poster presentation using their own computers, audio and video conferencing enabled, for their presentations. The poster presenter will discuss the poster PDF preloaded into Discord.
  • A Zoom meeting will be set up for each poster author.
    • If you use a Mac computer, with the Catalina OS, please view the Mac Computers PDF.
  • Each presenter will be scheduled for an AV training session prior to their presentation session. Please be sure to attend with your poster presentation and equipment at the ready.
    • Attend the AV training session (a calendar evite will be sent) to test your background, lighting, audio, and camera to make sure your presentation runs smoothly.
  • You are expected to be in the Zoom meeting for your poster for the entire 30 minute Poster Session/Break period.

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.

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