Submission and Presentation Guidelines

Deadline for abstract submission: February 28, 2022EXTENDED - March 7th, 2022 - CLOSED
Abstract acceptance notice by March 21, 2022

PN 2022 organizing committee invites all interested individuals to submit abstracts for a presentation.

How will the conference work?

The conference will take place in Niagara, Ont. at the Scotia Bank Conference centre and the virtual counterpart will be delivered over the same professional platform as for PN 2020 and 2021 and will be managed by the Conferium team. The conference platform will offer all the in-person sessions content to the virtual attendees who will be able to use online features such as text-based chat and Q&A box for live questions to presenters.

All virtual registered attendees will attend the conference events and navigate between the technical sessions by entering a virtual room via the online program (a link will be sent a few days before the event). All onsite presentations, Plenary and Oral presentations, will be presented live from the Conference Centre as scheduled in the online conference program. Speakers will be present for their entire session in order to answer questions and participate in any discussions with onsite as well as virtual attendees.

Short oral virtual presentations must be pre-recorded and will be available at any time in the online conference program. Attendees will have the option to click on the name of the authors to email any comments or questions.

Poster presentations will be presented live from the Conference Centre as scheduled in the online conference program. The authors will also have the option to submit a 5-minute video for virtual attendees which will be available at any time in the online conference program All registered virtual attendees can attend all technical sessions and switch from one session to another at will. Virtual participants access the session of their choice by entering a virtual Zoom room via a hyperlink in the online program.

Each session will be moderated by a chairperson. Virtual participants will be able to use a Q&A box to ask questions during the presentations. The session’s chairperson will then select questions from people onsite as well as from virtual attendees, depending on the time allocated for the discussion, and will read them to the presenter, who will be able to answer verbally during the session.

All sessions will be fully recorded for post-conference streaming so that all registered attendees will be able to revisit the sessions and catch up on the presentations that they have missed for up to three months after the event. Please note that we automatically assume that presenters accept that their recorded presentation will be made available to registered participants for post-conference streaming on the PN 2022 conference virtual platform. In case of refusal, presenters need to notify us at pn.submission@conferium.com by May 31, 2022.

Selection Process

The abstracts submitted will be reviewed by the scientific committee of the conference, which is composed of experts selected for their demonstrated knowledge of particular topics. Authors will be notified of the results of the review process by email.

If your paper is accepted, it will be assigned to either a lecture session (on-site participants only, pending pandemic restrictions) or a poster session in the form of either a poster displayed on-site (on-site participants) with the option of submitting also a short video for virtual attendees or a short oral virtual presentation (virtual participants). Prepare your presentation accordingly, following the guidelines below. The author's request for the presentation format is taken into consideration, but the final decision to assign a presentation in a lecture or a poster session rests with the evaluation committee.

Each accepted paper must be presented by one of the authors in-person at the conference according to the published schedule, except for the short oral virtual presentation which will be available on the conference platform. At least one of the authors must register for the conference before the author registration deadline. Failure to do so will result in automatic withdrawal of the paper from BOTH the conference program and proceedings on IEEE Xplore.

How to proceed

  • Abstracts must be submitted according to the instructions below to ensure abstracts will be readable through the online review system and adhere to IEEE publication policies;
  • Oral: Oral presentations will last 15 minutes, including 3 minutes for questions. Spaces are limited. Those who are not successful in securing an oral presentation may be offered to present their abstract in a poster format.
  • Poster: Presenters will be asked to be available to answer questions during a dedicated poster viewing time (on-site). Optionally, poster presenters will be allowed to submit a short 5 min. presentation video to be posted on the virtual platform of the conference. Attendees will have the option to click on the name of the authors to email any comments or questions.
  • Short oral virtual presentation: Virtual short pre-recorded video will be maximum 10 minutes for presentations without questions time (online). Attendees will have the option to click on the name of the authors to email any comments or questions. You will have to record yourself narrating a digital version of your presentation. You are free to select the style of presentation you want, you can choose to record only your slides, yourself or both (recommended). You may use the software or application of your choice to pre-record your presentation. Different tools are available to assist you and enhance your presentation; please see the suggestions below:
    • Zoom (step-by-step guide)
    • Microsoft PowerPoint (step-by-step guide and instruction video)
    • Prezi (instruction video)
    • Screencast (information and download)

    Accepted formats are: .wmv, .mp4 or .mov
    The following formats are NOT accepted: .ppsx, .pptx, .ppt, .pps

    Please make sure to use your abstract reference number to rename your abstract and/or video.
  • Each author may submit up to (3) three abstracts. The presenting author (underlined) must be registered for the conference in order for the abstract to be accepted and be allowed to give the oral presentation, to present the poster, or to present the virtual short video.

  • You have two template options, both of which are accepted for submission.

Abstract Requirements

Abstracts may be no longer than 1 page, including all text, figures, and references. Please note that after the submission deadline the list and the order of the authors cannot be modified, and must remain unchanged in the final version of the manuscript.

File (Container) Format

The review process will be performed from the electronic submission of your paper. To ensure that your document is compatible with the review system and Proceedings system, you MUST adhere to the following requirements. Papers must be submitted in Adobe's Portable Document Format (PDF) and must strictly adhere to the IEEE Requirements for PDF Documents v3.2. These requirements mandate that your files:

  • Must have ALL FONTS EMBEDDED and SUBSETTED. Font embedding is the primary cause of IEEE Xplore-incompatibility. Refer to your PDF file generation documentation to find out how to embed and subset fonts ;
  • Must NOT have Adobe Document Protection or Document Security enabled ;
  • Must NOT be password-protected ;
  • Must be 'US Letter' ;
  • Does not contain hyperlinks ;
  • Have monochrome images down-sampled at 600 dpi, grayscale & colour images at 300 dpi.

File Size Limit

Authors will be permitted to submit files weighing up to 3 MB.

File Name

When submitting your paper, the online submission system will ask you to rename your file with a specific name that will be given to you at that time. Please strictly comply with this instruction. Once again, please note that only PDF files will be accepted.

Writing Language

English is the official language of the conference. As a result, all papers must be entirely submitted (and presented) in English.

Margins

Documents should be formatted for standard US Letter. Any text or other material outside the margins specified below will not be accepted. The following margins are valid for BOTH paper formats :

  • All text and figures must be contained in a 178 mm x 229 mm (7” x 9”) area ;
  • Left/Right margins must be set at 1,57 cm (0.62”) ;
  • Top margin must be set at 1,9 cm (0.75”) ;
  • Text should preferably appear in two columns as per template ;
  • We also accept one column ;
  • On the first paragraph, the top 50 mm (2") of both columns is reserved for the title, author(s), and affiliation(s). These items should be centred across both columns, starting at 35 mm (1.375”) from the top of the page ;
  • The paper abstract should appear at the top of the text, about 12 mm (0.5") below the title area and no more than 80 mm (3.125") in length. Leave 12 mm (0.5") of space between the end of the abstract and the beginning of the main text.

Typeface

To achieve the best viewing experience for the review process and conference proceedings, we strongly encourage authors to use Times-Roman or Computer Modern fonts. If a font face is used that is not recognized by the submission system, your document will not be reproduced correctly.

Font Size

Use a font size that is no smaller than 9 points throughout the paper, including figure captions. In a 9-point type font, capital letters are 2 mm high. For 9-point type font, there should be no more than 3.2 lines/cm (8 lines/inch) vertically. This is a minimum spacing; 2.75 lines/cm (7 lines/inch) will make the proposal much more readable. Larger type sizes require correspondingly larger vertical spacing.

Title

The paper title must appear in boldface letters. Do not use LaTeX math notation ($x_y$) in the title.
The title must be representable in the Unicode character set. Lastly, try to avoid uncommon acronyms in the title.

Authors List

The authors' name(s) and affiliation(s) appear below the title in capital and lower case letters. Photonics North does not perform blind reviews, so be sure to include the author list in your submitted paper. Papers with multiple authors and affiliations may require two or more lines for this information. The order of the authors on the document should exactly match in number and order the authors typed into the online submission form.

Authors must submit their abstract online through the abstract submission system:

  1. First step: Once your abstract is written according to the instructions given in the template, choose your preferred session and a second-choice in the “Sessions” link under “Program” in the conference homepage.
  2. Second step: Click on the “Submit your abstract” link at the bottom of this page. This will take you to a specific “Abstract submission” page: follow the instructions on this page.
  3. Third step: You will receive an automated email to confirm that we have received your abstract. Follow the instructions in this email and the link that will enable you to access your file and author entry forms at any time before the abstract submission deadline. The secretariat will process your request and send you an official confirmation email when your submission is validated. If you have not received a confirmation in the following 5 days, please contact at pn.submission@conferium.com.
  4. Fourth step: Following this process, the scientific committee of the conference will review your abstract and inform you whether or not it is accepted, in which session, with or without modifications, and as an oral presentation (on-site), a poster (on-site) or a short oral virtual presentation (online).