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The Moscone Center
San Francisco, California, United States
6 - 11 March 2021
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Important Information for SPIE BiOS Chairs and Committee Members

SPIE Chairs and Committees

The responsibilities of being Symposium Chair, Program Track Chair, Conference Chair, Program Committee member, or Session Chair are crucial to the success of SPIE events, and it is you, our incredible volunteers, who are the true engine of the Society. On behalf of the Board of Directors and the entire staff of SPIE, THANK YOU for volunteering your time and dedication—we truly could not do this without you.  

If you have any questions or concerns at any point along the way, please don't hesitate to contact your Conference Program Coordinator.

Conference Timeline and Deadlines

16 March 2020

Call for papers due from Conference Chairs 

March 2020

Call for papers opens online at http://spie.org/pw

August 2020

Hotel and Travel Online at http://spie.org/pw

26 August 2020

Abstracts due (authors submit abstracts via http://spie.org/pw)

10 August 2020

Chairs propose Short Courses for Education Program

5 October 2020

Advance Program due from Conference Chairs

November 2020

Advance Program Online at http://spie.org/pw

2 November 2020

Author notifications sent by SPIE (contact author of each submission will be notified of acceptance via email)

TBD 2020

Student Grant Application Deadline

TBD 2020

Final Program due from Conference Chairs

20 January 2021

Deadline for authors to submit manuscript for OPTO conferences with on-site proceedings: OE115, OE131-OE133

16 February 2021

Deadline for authors to submit manuscript for all BiOS, LASE, and OPTO conferences (except OE115, OE131-OE133)

TBD 2021

Conference Chairs complete Manuscript Reviews and submit Introduction to Proceedings for OPTO conferences with on-site proceedings: OE115, OE131-OE135

6-11 March 2021

Conference held at The Moscone, San Francisco, California USA

2 weeks after meeting

Conference Chairs complete Manuscript Reviews and submit Introduction to Proceedings


Information for Symposium Chairs

(2 co-chairs, staggered terms of 3 years, confirmed by SPIE)

Primary tasks:

  • Promote the BiOS Symposium to the technical community
  • Attend BiOS Symposium, interface with volunteers, presenters, and attendees
  • Provide feedback and suggestions to SPIE staff for improving symposium
  • Reaffirm existing or nominate new Hot Topics moderator for SPIE confirmation
  • Together with Hot Topics moderator and SPIE, choose Hot Topics speakers
  • Provide a welcome to attendees at Hot Topics
  • Attend the BiOS Expo, thank exhibitors
  • Observe trends in biomedical optics
  • Review the performance of Tracks and Conferences as needed and suggest changes in Track and/or Conference titles, scope or number to SPIE. Conference review and suggestions will be performed in concert with relevant Track Chairs
  • Provide and/or review nominations for Track Chairs, provide recommendations to SPIE
  • Together with Track Chairs, review performance of Conference Chairs, provide and/or review nominations for new Conference Chairs, and provide recommendations to SPIE for appointment and/or renewal
  • Promote robust communications: attend all Conference chair meetings at BiOS, hold Track Chair meetings recommended twice per year (in person at BiOS and teleconference early summer), hold regular meetings with Symposium Co-Chair, communicate regularly with SPIE staff.

Information for Program Track Chairs

(2 co-chairs per Track, staggered terms of 4 years, confirmed by SPIE)

Primary tasks:

  • Promote BiOS Symposium and their Track to the technical community
  • Attend their BiOS Symposium Track, interface with Conference Chairs and attendees
  • Provide feedback and suggestions to Symposium Chairs and SPIE for improving their Track
  • Review the scope of the conference in the Track, liaise with those Chairs to minimize subject overlap and/or arrange for joint sessions
  • Together with Symposium Chairs, suggest new conference topics to SPIE staff, provide input on new conferences proposed for the Track by others. Review performance of all conferences in Track, suggest alterations or conference retirement if appropriate
  • Together with Symposium Chairs, review performance of Conference Chairs, provide and/or review nominations for new Conference Chairs, and provide recommendations to SPIE for appointment and/or renewal
  • Organize, upon approval by SPIE staff, any Track-wide activities such as a Plenary speaker
  • Promote robust communications: attend their Track's Conference Chair meeting at BiOS, attend all Track Chair meetings with Symposium Chairs, communicate regularly with their Track's Conference Chairs to discuss Track-wide scope and activities, communicate as needed with SPIE staff.

Information for Conference Chairs

(2 co-chairs per conference [3 maximum], staggered terms of 6 years renewable, confirmed by SPIE)

Primary Tasks

  • Secure an active Conference Committee
  • Create a Call for Papers
  • Encourage paper submission from the scientific community
  • Review Conference submissions, with the assistance of the Conference Committee
  • Arrange any Invited speakers or Keynotes; any requests for a Conference fee waiver must first be evaluated by the SPIE Conference program coordinator
  • Organize Sessions and complete Conference program schedule with SPIE Conference program coordinator
  • Assign Session Chairs from among the Conference Chairs or Committee members. Distribute the speaker tracking forms to the session chairs at the Conference
  • Preside over the Conference at the meeting
  • Review proceedings manuscripts
  • Be aware of the most closely related Conferences. Together with their Track Chairs, liaise with those Conference Chairs to minimize subject overlap and/or arrange for joint sessions
  • Encourage manuscript submission and expedite the review of papers for a volume of SPIE Proceedings, involving Conference Committee members as appropriate
  • Contribute an Introduction for the Conference proceedings volume
  • Review their Conference performance, suggest alterations in scope, new Conferences, or Conference retirement if appropriate
  • Promote robust communications: Attend Conference Chair meeting at BiOS, participate in Track-wide meetings, communicate as needed with Track and other Conference Chairs, communicate regularly on Conference business with SPIE.

Information for Program Committee Members

(As many as needed, most likely 6-12, annually renewed if active and relevant.)

The Conference Committee is formed by the conference chairs. A well-structured Conference Committee will have a range of expertise to span the subject area, including well-established and recognized leaders in the field from academia, government, and industry as appropriate.

Primary tasks:


Information for Session Chairs

(Drawn from Conference Committee Chairs/Members)

Primary tasks:

  • Introduce the Session topic, speakers, maintain the schedule and be prepared for the unexpected.
  • If a speaker fails to appear, fill the open time with a standby paper, discussion topics, question and answer session, or an open discussion session.
  • Moving papers to new times is not an option, as attendees make their plans to see talks based on the published schedule and room signs. The number one complaint from attendees is that the paper they came to see was not presented at the scheduled time, causing them to miss it
  • After the Sessions, Conference and/or Session Chairs will hand in the speaker tracking forms to the Registration Desk or Speaker Check-In Desk.
  • View Onsite Instructions for Session Chairs: Moscone North or South Rooms.


General Policies and Best Practices

Important Dates

Abstracts Due
26 August 2020

Acceptance Notification
2 November 2020

Manuscripts Due
16 February 2021

Author information


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