OFC/NFOEC Frequently Asked Questions

General
Registration
Hotel/Travel
Exhibitor
Submissions

General

Who are the co-sponsors of OFC/NFOEC?

IEEE/ComSoc, Communications Society
IEEE/LEOS, The Society for Photonics
The Optical Society

Non-financial technical co-sponsor:
Telcordia Technologies

What are the dates for OFC/NFOEC 2009?

Technical Conference: March 22–26, 2009
Exhibition: March 24–26, 2009

Where will OFC/NFOEC 2009 take place?

San Diego Convention Center
111 W. Harbor Drive
San Diego, California 92101 USA

How and when can I register for OFC/NFOEC?

Registration will be available in October 2008.

 What is the deadline to submit a technical paper to OFC/NFOEC 2009?

The deadline for submitting a paper is October 7, 2008, 12:00 p.m. noon EDT (16.00 GMT).

What is the deadline to submit a postdeadline paper at OFC/NFOEC 2009?

The deadline for submitting a postdeadline paper is March 11, 2009, 12:00 p.m. noon EST (17.00 GMT).

Is OFC/NFOEC accessible to the physically challenged?

Yes, the San Diego Convention Center is equipped for the physically challenged. Persons with special needs should contact management@ofcconference.org specifying your requirements.

How do I add my name to the OFC/NFOEC mailing list for future information?

Email management@ofcconference.org to be added to the mailing list or sign up online for periodic email updates.

How do I obtain a visa to attend the conference?

The visa application process can take six 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 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 OFC and NFOEC.

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

How many people attended OFC/NFOEC in 2008?

12,000

How many companies participated at OFC/NFOEC 2008?

615

How many papers were presented during OFC/NFOEC 2008?

170 total sessions (9 parallel sessions)
Contributed Submissions: 1,155
Invited Presentations: 98
Total Presentations: 810
Plenary Session: 3
Poster Presentations: 232
Workshops: 14
Tutorials: 20

What other speaking opportunities are available at OFC/NFOEC 2009?

Additional speaking opportunities include: Market Watch, Service Provider Summit, New Product Introductions and Postdeadline Papers.

Where will OFC/NFOEC be in 2010?

San Diego Convention Center
111 W. Harbor Drive
San Diego, California 92101 USA

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Registration

How and when can I register for OFC/NFOEC 2009?

Registration will be available October 2008.

What does my full conference registration include?

  • Admission to all Workshops, Technical Sessions, Plenary Session, Market Watch, Service Provider Summit, Exhibit Hall, New Product Introductions and Career Center.
  • One copy each of the OFC/NFOEC 2009 Technical Digest CD-ROM, Postdeadline Papers Digest and OFC/NFOEC Buyers’ Guide.
  • Admission and drink tickets for the conference reception and poster session.

*Short Courses require a separate fee for admission.

Are Short Courses included in the technical registration?

No, Short Courses are a separate fee from the technical sessions.

What is the refund and cancellation policy for conference registration?

All requests for refunds must be received in writing by Monday, March 16, 2009. A US $50 service charge will be assessed for processing refunds. All registrations received after Monday, March 16, 2009, are NON-REFUNDABLE.

What does my Exhibit Pass Only registration include?

  • Admission into the Plenary Session, Exhibit Hall, Market Watch, Service Provider Summit, New Product Introductions and Career Center.
  • One copy of the OFC/NFOEC Buyers’ Guide.

*Short Courses require a separate fee for admission.

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Hotel/Travel

How and when can I make a hotel reservation for OFC/NFOEC 2009?

OFC/NFOEC 2009 Housing will open in September 2008 for exhibitors and October 2008 for attendees.

Will there be any shuttle service provided at OFC/NFOEC 2009?

No shuttle service will be provided.

What airport is closest to the San Diego Convention Center?

San Diego International Airport
3225 N. Harbor Drive
San Diego, California 92101

Airport Information:
+1 619.400.2400
www.san.org

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Exhibitor

Where can I get a list of 2009 exhibitors?

View the exhibitor list.

Which booth spaces are available for 2009?

View the floorplan.

How much does exhibit space cost?

  • In-line Booth and Islands - 500 net square feet or larger
    $38.50 per square foot plus $300 for each open corner

  • In-line Booth and Islands - smaller than 500 net square feet
    $41 per square foot plus $300 for each open corne

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

All booths for OFC/NFOEC 2009 will include:

  • Standard drapery
  • Company identification sign on your booth
  • One OFC/NFOEC Technical Digest per 100 sq. ft. of booth space you reserve
  • One Full Technical Conference badge per 100 sq. ft. of booth space you reserve*
  • Unlimited number of exhibit staff badges for employees working in your booth
  • Your company's profile listing in the OFC/NFOEC Buyers' Guide**
  • Your company's profile, links and press release postings on the OFC/NFOEC website**
  • Printed and Online Exhibitor Services Manual**

* Short Courses require a separate fee for admission.
** Contingent upon date of signed contract and adherence to published deadlines.

 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 and carpet 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 Exhibitor Service Manual. Any additional costs will be the Exhibitor’s responsibility. Additional furniture is not available to order for tabletops.

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 OFC/NFOEC 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.

When will the 2009 Exhibitor Service Manual be mailed?

A service manual will be shipped to the primary contact on record for each exhibiting company no later than November 1, 2008. All information will also be posted online as a part of the Exhibitor Service Center.

 I want to secure a promotional opportunity that is listed on the OFC/NFOEC website. What do I do? And how can I inquire about an opportunity that is not listed?

Call or email our exhibit sales staff: Anne Jones, at +1 202.416.1942 or ajones@osa.org.

Can I change my booth location?

We maintain a waitlist, and all companies may be moved on a space-available basis. Email accounts@ofcconference.org for assistance.

How can I purchase a mailing list of the OFC/NFOEC attendees?

Attendee mailing lists are available for rental by exhibiting companies only. Contact Cathryn Wanders for information about renting mailing lists. Call +1 202.416.1972 or email cwande@osa.org. Only mailing addresses are available. The cost is $0.20 per name. All lists are sent as Excel documents and are available for one-time use. Custom sorts may be available.

Who is OFC/NFOEC's general service contractor?

Hargrove, Inc.
1 Hargrove Drive
Lanham, MD 20706 USA
Tel: +1 301.731.2555
customerservice@hargroveinc.com

How do I book hotel reservations for my exhibit personnel?

You can book hotel reservations for your exhibit personnel beginning in September 2008 using the information found on the Housing Information page. 

How do I register my exhibit personnel?

Register exhibit personnel using Exhibitor Registration available in October 2008.

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Submissions

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

A submission is the record that is created in OASIS, 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 OASIS 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 http://www.opticsinfobase.org/submit/ocis/.)
  • Category (Please choose the category/topic to which your paper should be submitted. Category lists can be found on the website under Submissions.)
  • Presentation Preference (Please select one of the following four options: Oral Only, Oral Preferred, Poster Only or Poster Preferred.)
  • Copyright (Please type your full name in the box at the bottom of the copyright form.)
  • 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.)

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 3-page document, 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. If your paper is accepted, the summary is included in the Technical Digest.

Are there guidelines for formatting my summary?

Yes. The style guide can be found on the Electronic Submissions page of the OFC/NFOEC website.

Will I receive a confirmation that my submission was received?

Confirmations are not sent automatically; if you would like to receive confirmation that your submission has been received, you must indicate this before leaving the submission site. On the “Review My Work” page (the last step on any submission site), there is an option at the bottom of the page to have your submission confirmation emailed directly to you.

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 osa@abstractsonline.com.  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 all other required steps first (up to and including the abstract) and complete the file upload step last. Beginning a record in OASIS is critical; papers for which no OASIS record has been started cannot be accepted after the deadline.

Can I submit my paper after the deadline?

No. Deadlines are based on production schedules for the meeting, and submissions cannot be accepted after the published deadline. The peer review process depends on the voluntary time of your colleagues, so it is important that we adhere to the deadlines that were carefully decided during the planning process for the meeting. However, you may submit a postdeadline paper to OFC/NFOEC. The deadline for submitting a postdeadline paper is March 11, 2009, 12:00 p.m. noon EST (17.00 GMT).

 

If I need assistance or have a question that is not answered here, who should I contact at OFC/NFOEC, and how?

Visit Contact Us to see a listing of who to contact by area of interest.

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