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Chair and committee information

A guide to successful chair and committee participation
SPIE Chairs and Committees Information

Thank you for your leadership

The responsibilities of being 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.

Below you'll find specific information for each of these roles.

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

Conference timelines and deadlines

Call for papers due from Chairs April 2021
Call for papers opens online 10 May 2021
Hotel and travel online August 2021
Abstracts due 11 August 2021
Course proposals for education program due from Chairs September 2021
Program due from Chairs September 2021
SPIE sends author notification to contact author 10 October 2021
SPIE posts program online and opens registration October 2021
Submission system opens for presentations and manuscripts* 29 November 2021
Content to publish due from authors December 2021
Chairs complete manuscript reviews December 2021
Post-deadline abstracts due 6 December 2021
SPIE sends author notification to contact author for post-deadline abstracts 20 December 2021
Manuscript deadline 29 December 2021
Oral presentation video deadline 29 December 2021
Poster PDF and preview video deadline 29 December 2021
Oral slide presentation advance upload deadline 20 January 2022
Conference dates 22-27 January 2022

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Important resources for Conference Chairs

Program Committee member responsibilities

  • Give technical input to the conference chairs as needed
  • Assist conference chairs in publicizing the conference and soliciting abstracts
  • Suggest speakers to be invited
  • Participate in the presentation abstract and manuscript review process (as assigned by the conference chairs)
  • Introduce/organize specific conference sessions
  • Serve as session chair as requested by conference chairs

Program committee members who are essentially inactive will be rotated off after two or three successive occasions exhibiting negligible involvement, in the interests of efficiency and to make space for new committee members.

Session Chair responsibilities

For information on how to prepare for and chair a session see the guidelines on chairing a session

  • Session chairs help to ensure that the conference runs smoothly
  • Session chairs will introduce the session topic, speakers, maintain the schedule, and be prepared for the unexpected
  • If a speaker fails to appear, the session chair will fill the open time with a standby paper, discussion topics, question and answer session, or an open discussion.
  • After the session, session chairs will submit the session report via the SPIE mobile app (or emailing, or by returning the printed Session Report Form to the Chair Services Desk or Speaker Check-In Desk.
  • Represent SPIE in a professional and ethical manner; be familiar with SPIE code of conduct and anti-harassment policy
  • Report unethical or inappropriate behavior:

If you have any questions or need more information, please contact your Conference Program Coordinator.