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.

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 to the Technical Meeting to obtain travel visas must be listed in the program 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.

Last updated, 12/15/16