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 2013?

Conference: 6 -10 October, 2013
Exhibit: 8 - 9 October , 2013
 

Where is FiO/LS 2013 located?

Hilton Orlando Bonnet Creek
14100 Bonnet Creek Resort Lane
Orlando, Florida, USA 32821

How and when can I register for FiO/LS 2013?

FiO 2013/LS XXIX registration will be opened in June 2013. The pre-registration deadline is 9 September, 2013. There are four ways you can register, visit the registration page for more information.

What is the deadline to submit a technical paper to FiO/LS 2013?

The deadline for submitting a paper is 6 May 2013, 12:00 p.m. noon EDT (16.00 GMT).

What is the deadline to submit a postdeadline paper at FiO/LS 2013?

The deadline for submitting a postdeadline paper is 23 September 2013, 12:00 p.m. noon EDT (16.00 GMT).

Is FiO/LS accessible to the physically challenged?

Yes, The Hilton Orlando Bonnet Creek is equipped for the physically challenged. Persons with special needs should contact custserv@osa.org specifying their 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 onlinerequest 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 2013.

For detailed information about applying for a visa, refer to the Department of State Website.

Where will FiO/LS be in 2014?

Future Dates and Locations

Year	Dates	Location
2013	6–10 October	Orlando, FL
2014	19 - 23 October	Tucson, AZ
2015	18 -22 October	San Jose, CA
2016	16 - 20 October	Rochester, NY

Attendee Registration

How and when can I register for FiO/LS 2013?

FiO 2013/LS XXIX registration will be opened in June 2013. The pre-registration deadline is 9 September, 2013. There are four ways you can register, visit the registration page for more information and/or to register.

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 Exhibit Guide
• Free access to over 40% of the pre-selected conference sessions, digitally captured for on-demand viewing
• Perpetual access to Conference papers on Optics InfoBase
   

Admission to:

• FiO/LS Technical Sessions
• Exhibit Hall
• Plenary Session
• Poster Sessions
• Conference Reception

 

What is the refund and cancellation policy for conference registration?

All requests for refunds must be received in writing by Monday, 23 September 2013. A US $75 service charge will be assessed for processing refunds. All registration requests received after Monday, 23 September 2013, are NON-REFUNDABLE. Send requests to custserv@osa.org by the refund deadline.

What does my Exhibit Pass Only registration include?

Exhibit pass only (EPO) registration includes:

• One copy of the FiO Exhibit Guide

Admission to:

• Exhibit Hall
• Plenary Session and Awards Ceremony (Monday Morning)

 

What are the Registration Policies?

Registration policies and terms for FiO/LS 2013 (pdf).

Hotel/Travel

How and when can I make a hotel reservation for FiO/LS 2013?

FiO/LS 2013 Housing will be opened in June 2013. Please go to the housing page for more information and/or to book your housing.

Will there be any shuttle service provided at FiO/LS 2013?

No, The FIO/LS Conference program, Exhibits and most ancilliary meetings and activities will be held at the Hilton Bonnet Creek.

What is the major airport that serves the city of Orlando?

Orlando International Airport (MCO) located in Orlando; in Orange County, Florida; is the closest commercial airport to Orlando's world-class attractions, the Orange County Convention Center, and the downtown business district.  

Orlando International Airport (MCO)
One Jeff Fuqua Blvd.
Orlando, Florida 32827


For more information about travel including discounts, coming soon.
 

Exhibitor

Where can I get a list of past and 2013 exhibitors?

View the exhibitor list.

Which booth spaces are available for 2013?

View the floorplanView the floorplan

How much does exhibit space cost?

10’x10’ Booth
Non-member – $1990                 OSA Corporate Member – $1780

• Price includes standard drapery, ID sign, (1) technical pass and (1) copy of the technical digest.
• Additional services will be available to order via the online Exhibitor Service Manual.  Any additional costs will be the Exhibitor’s responsibility.

Tabletop
Non-member – $1440                 OSA Corporate Member – $1225

What is included in the price for a 10’x10’ booth?

The $1990 (non-member) or $1780 (OSA corporate 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 are available as part of the online Exhibitor Service Manual. 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 name 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 blue. 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 online Exhibitor Service Manual (coming soon!). 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: Crystal Krason, at +1 202.416.1928 or Tom Markusson at  +1 202.416.1988 or  exhibitsales@osa.org.

Can I change my booth location?

We maintain a waitlist, and all companies may be moved on a space-available basis. Email ckrason@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 Shantelice White for information about renting mailing lists. Call +1 202.416.1972 or email swhite@osa.org. Unfortunately, only mailing addresses are available. The cost for the entire list is $225. 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: +1 301-306-4627
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 hotel page.

How do I register my exhibit personnel?

FiO 2013/LS XXIX registration will be opened in June. The pre-registration deadline is 9 September, 2013. There are four ways you can register, visit the registration page for more information and/or to register.

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 Exhibit Operations staff with questions related to exhibiting either by phone or email: +1 202.416.1972, fioexhibits@osa.org.

Submissions

What is the difference between a submission, an abstract and a summary?

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- to 2- 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.

• A submission is the record that is created in ScholarOne, 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 ScholarOne 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 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, Poster Only, or Oral or Poster Acceptable.)
• Copyright (Please mark on the submission site according to your preferences.)
• 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.)

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 sent automatically from our submission site after you have completed your submission.

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 cstech@osa.org. 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 ScholarOne is critical; papers for which no ScholarOne record has been started cannot be accepted after the deadline.

Can I submit my paper after the deadline?

Regular submissions cannot be accepted after the deadline, 6 May 2013, 12:00 p.m. EDT, (16:00 GMT). However, you may submit a postdeadline paper to FiO. The deadline for submitting a postdeadline paper is 23 September 2013, 12.00 p.m. noon EDT (16.00 GMT). Keep in mind that postdeadline presentations should describe new and significant material in rapidly advancing areas. A limited number of postdeadline submissions will be selected for presentation, and only those papers judged to be truly excellent and compelling in their timeliness will be accepted.

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.