ECOC 2008 Authors Instructions

• oral presentations
• poster presentations
  
  

Online Submission of Post-Deadline Papers - Submission deadline : 1 September 2008

The ECOC2008 technical programme has scheduled time-slots for Post-Deadline Papers highlighting very recent progress and breakthroughs. The Technical Programme Committee therefore invites such submissions of original, unpublished, clear, accurate and relevant papers in any of the proposed topics areas. Prospective authors should submit a two-page paper using the online submission process, latest by 1 September 2008. Papers must be submitted using the template provided here. The template is available in MsWord but submission should be done solely using PDF.

Authors must also accept the copyright conditions which can be found on the on-line submission tool.

Final contributions will be published as part of the Conference Proceedings complete with ISBN reference number and will be available to all conference delegates. Papers will be published on the IEEExplore and the IET INSPEC websites.

Contributed papers will be welcome on the following topical areas:

1. Fibres, Fibre Devices and Amplifiers

This area focuses on optical fibres, their fabrication, the physics of light propagation in optical fibres and fibre subsystems, optically-pumped fibre amplifiers and lasers, as well as fibre-based devices.

2. Waveguide and Optoelectronic Devices

This area focuses on devices (incl. planar-waveguide optical components, bulk-optical technologies, and photonic bandgap devices) and semiconductor components for processing of optical signals, optical signal generation, amplification, switching, and detection. Technologies needed to develop commercial devices are also covered.

3. Subsystems and Network Elements for Optical Networks

This area focuses on various aspects of modelling, design, and implementation of optical subsystems and network elements, including fixed & adaptive impairment compensation subsystems, performance monitoring, packet labeling, buffering, add-drop multiplexers, optical packet and circuit switches.

4. Transmission Systems

This area focuses on various aspects of modelling, design, and implementation of optical transmission systems (WDM, TDM, FDM, CDM, line coding) including transmission links. 

5. Backbone and Core Networks

This area focuses on various aspects of modelling, design, control, management, protocols, architectures and implementation of optical backbone and metro-core networks, including WDM networks, as well as packet-based networks. It also focuses on issues for successful commercial deployments, field trials and applications of optical communication technology in networks.

6. Access and Local Area Networks

This area focuses on the exploration and demonstration of novel optical networks and networking aspects for broadband access and short-range networks. This area covers specifically FTTx, passive optical network and fibrewireless network solutions, encompassing local area and in-building networks. It also focuses on issues important to successful commercial mass deployments, field trials, business planning, and applications of optical fibre communication technology in public, private and enterprise networks.

7. CLEO Focus Meeting: Physics in Optical Communications.

The CLEO Focus Meeting invites contributions on new ideas and developments relating to the physics of phenomena and devices of potential relevance for optical communications. These include topics within nonlinear optics, nanophotonics, plasmonics and near-field optics, quantum optics, photonic metamaterials, nonlinear dynamics, chaos etc.

Submit your paper through the on-line Paper Submission system here

- ECOC 2008 uses the Oxford Abstract Submission System
- this system will require separate registration and login
- re-submission of updated versions of your paper is allowed until 1 September 2008

The deadline for paper submission is 1 September 2008. The corresponding author will be informed about the acceptance of her/his submitted paper at the ECOC2008 conference on Monday 22 September 2008.

Only electronic paper web submission is possible, according to the instructions given below.

Before submission, papers should be converted to Adobe Acrobat files (PDF-files) which, in case of acceptance of the paper, will be used for the Conference Proceedings and CD-ROM without any further processing.

Writing the paper

Use of the ECOC 2008 template is mandatory, and only papers following the instructions provided below will be considered.

Language: English

Programme: Microsoft Word 6.0 (or later version)

Paper template: download the ECOC 2008 paper template. (518 KB) Do not change font or font-size or leading (line spacing). Keep the size of the page to A4 (21 cm x 29.70 cm) and not Legal (21.59 cm x 27.94 cm).

Click here to upload the template. 

Paper title : In the title of the paper the initial letters should be capitalised in all words except articles and prepositions (e.g.: in, a, an, and, the, there, their, do, on, of, from, with, at etc.). E.g. "Er-Doped Si Nanocrystals as a Candidate for Optical Amplification"
Authors identification: include affiliations of all authors, and full address including e-mail of the corresponding author.

Abstract : include an abstract of maximum 30 words in italic typeface.

Length: Maximum 2 pages (including figures) and no page numbers.

Font : use Arial size 9 throughout, except for the title which should be Arial 14.
Colours: Be aware that, when printed in black, colours in figures and text may be invisible.

Special characters : when inserting special characters in text use Insert Symbol (avoid code-numbers for the symbols).

Figures : Insert the figures and/or the tables in the text as 'picture'.
File-format of figures should be Jpg (300-600 dpi) or Tiff (up to 1200 dpi).

Before submission

PDF file
Papers should be converted via Adobe Acrobat 5.0 or 6.0 to PDF-files in Print Optimised version, which will be used in the Conference Proceedings and CD-ROM without any further processing.

If you have access to Adobe Acrobat 5.0 (6.0) you can generate a PDF-file directly from your Word-document - please remember to choose the Print Optimised version (avoid using the Japanese version 4.0 of Acrobat), and please also note that the PDF-file must not be locked (i.e. do not save the file as 'read-only').

Adobe Acrobat Reader is not able to convert to PDF, but only to read PDF-files. It is also possible, from the Adobe Web-site ( www.adobe.com ), to generate a PDF-file from a Word document. New users can convert up to five Word documents for free: see Adobe PDF Online ( www.createpdf.adobe.com ) .

After the conversion: please print a paper copy of the PDF-file and check for conversion errors.

Please note that our paper submission system is only able to handle PDF-files up to 2.0 MB (Megabyte).

Submitting your paper

Material needed
Before submission, make sure that the following material is ready:

• Title, author's names, affiliation and a 30 word biography. If your title and abstract contains no special characters, and no sub- or sup scripts, the text can be copied and pasted from your Word-document or typed in directly.
• Full paper (2 page max.) including title, names, affiliation and abstract in PDF-format (file size maximum 2.0 MB - Megabyte).
• Preferred Topical area (the Technical Programme Committee (TPC) reserves the right to change the authors' choice of topical area).
  

Once you have the material listed above ready, proceed with the electronic submission of your paper.

The on-line submission tool for regular papers will be open until 1 September 2008.

If you have difficulties in submitting your PDF-file, please try to shorten its file-name.

Submit your paper through the on-line Paper Submission system here

- ECOC 2008 uses the Oxford Abstract Submission System
- this system will require separate registration and login
- re-submission of updated versions of your paper is allowed until 1 September 2008

After submission

All submitting authors will be informed ad valvas at the ECOC2008 conference about acceptance of their paper..

How to use the online paper submission system

1. Submitting a paper

Log in to the submission system when your paper is completed and ready to send. To log in, enter your email address and the password you chose when you registered with the system.
When you click the "log in" button you will be taken to a screen from which the submission process starts. Please read the instructions on this screen carefully. If you have not yet submitted a paper to the system you should click the link that says "Click here to submit a new paper".

Submitting a paper is a multi-step process. Each step goes through several questions. Fill in answers to any other questions on this screen and then click the "Next" button. Finally your paper file will be sent to our system – this can take a few seconds if you have a fast internet connection, but may take longer if your connection is slow or you have included lots of graphics in your paper. Please be patient!
All questions are mandatory. We cannot accept your paper until these questions have been answered.
Final step: once you have completed this step click the "Finish" button. If you have answered all the mandatory questions then your paper will be assigned a reference number and you will receive email confirmation. If you have not answered all the mandatory questions your paper will be held in temporary storage until you return later and complete all the questions.

2. Amending a submission

You may wish to change your answers to some of the questions on the submission form, or even to change the paper file itself.
Log in to the submission system
You will see a list of the paper that you have submitted. Click on the paper that you wish to change.
The process of amending a paper is the same as the original submission process, except that the submission form will be automatically filled in with the answers that you gave previously – you don’t have to change an answer if you don’t want to.
If you want to change your paper file you can click the "Browse" button to locate the revised file on your PC’s hard disk, then click "Next" to send it to the paper system. If you don’t want to change the file, just press "Next" to bypass this step.
When you reach the final step and press "Finish" you will be sent an email confirming that your paper has been amended – provided you have answered all the mandatory questions.

3. Withdrawing a paper

If you want to withdraw a paper please contact the conference administrator.

ECOC 2008 Copyright Agreement :

This agreement relates to any material published concerning ECOC 2008 such as, but not limited to, Technical Digest, USB and CD ROM or other electronic forms.
In submitting a paper to ECOC 2008 the authors assign to the IBBT copyright ownership to the submitted work, this assignment to be effective as of the day of registration of the material at ECOC 2008. The copyright trasnfer is carried out by ticking the appropriate box in the on-line submission tool..

The IBBT shall have the right to grant reprint permission to third parties and to receive reasonable royalties in such instances.

ECOC 2008 Authors Instructions    (oral presentations / poster presentations)

ORAL PRESENTATIONS

Time Allocation
Each regular submitted paper has been allocated 15 minutes for presentation

Each Post-Deadline paper is allocated with 12 minutes presentation

Invited papers have been allocated 30 minutes

In all cases this includes time for questions. This time allocation must not be exceeded.

To make the most of the presentation time, you might find the following guidelines helpful:

• Speak clearly and avoid colloquial English – not all delegates have English as their native language
• Summarise your written paper and present any updated material and results, concentrating on the basic concepts and conclusions, not on details
• Please note that questions may be taken following your presentation, this should be accounted for in the preparation of your presentation.

The Session Chairs have been asked to be strict with their time keeping of presentations, this will enable delegates to walk between sessions and view the presentations of their choice.

It is therefore imperative that you do not exceed your time allocation.

Visual Aids
For ECOC 2008 we will only permit the use of PowerPoint presentations.

Computers will be made available for all presentations. Use of own LapTops for presentations is discouraged, in view of compatibility with all technical aids.

Submitting your PowerPoint slides
There is no need to email your slides to the conference organisers in advance.
ECOC 2008 will have a Speaker Preview Room. Slides must be pre-loaded onto the computers of the Prewiew Room and the ECOC 2008 technicians and staff will display the slides to the correct conference rooms.

It is imperative that you up-load your presentations on the day before you are due to speak.

When saving your presentation please save it using your Programme Number, which may be found in the papers’ status list, followed by the presenting author’s surname.
eg: Mo1A1_VanDaele

Conference Staff will be located in the Speaker Preview Room at all times.

The organizers cannot be held responsible if authors arrive at the time of presentation with an incompatible presentation. Please contact the Event Organisers as soon as possible with any queries regarding audio-visual aids.

Useful Presentation Tips:

DO NOT PUT TOO MUCH INFORMATION ON VISUAL AIDS:

• A maximum of six or seven lines including the title (not more than 20 words)
• Avoid abbreviations, mathematics and tables of results (graphs or histograms are much better)
• Lettering should be lowercase, medium or bold and at least Arial 22 point
• Keep diagrams as simple as possible
• Company logos, if used, should be of a modest size
• NEVER USE - computer printouts, photocopied pages of books or hand-drawn transparencies

Authors Briefings
Fifteen minutes before each session, a meeting will be held in the Conference Room where you will be presenting your paper, so that the Technician can demonstrate the use of the various facilities, as these may not be straightforward. This is also an opportunity to meet the Session Chair and the other speakers in your session. There will also be a member of organising staff present. It is essential that you attend the Briefing Meeting.

Working Language
The working language of the Conference is English and will be used for all presentations and discussions.

POSTER PRESENTATIONS

Set-up and discussion times

Set Up Poster: 13h00 till 14h30 on Wednesday, 24 September

Poster Session: 16h45 till 18h30 on Wednesday, 24 September

Poster Breakdown: 18h30 on Wednesday, 24 September

At ECOC 2008 there will one Poster Session from 16:45 – 18:00 on Wednesday, 24 September 2008.

The Poster Session will take place in Hall 6. Each poster presentation will be allocated a board in the posters area according to their poster number.

Each Poster display will remain in situ for the complete duration of the session. You are therefore requested to set up your display during the lunch break from 13h00 till 14h30 on Wednesday, 24 September. This will give you the opportunity to talk to other delegates about your work in the allocated poster session.

At teh end of teh Poster Session, your poster will have to be removed as the display boards will be taken away overnight. Posters left on the display boards after the end of the Poster Session will be destroyed.

Preparing your poster:

Poster Format: A0 - Portrait (= vertical orientation!)
Dimensions: 841 mm wide × 1189 high (max.)

In addition to your written paper included in the Conference publication, the poster session is your opportunity to present your work directly to other delegates and to discuss it with them. It is a particularly useful format for small group discussion and debate.

Try to attract the registrants to your stand. Unless they come to it, you cannot expect to have a discussion with them. The display should therefore be visually appealing and should contain the essence of your paper in a form that is easy to understand.

Your display should consist chiefly of keywords, diagrams, photographs, etc. Colour photographs are particularly attractive in a poster display. Diagrams and graphs should have clear captions. All lettering should be easy to read. Handwritten text or diagrams are not recommended. All graphs and diagrams should be drawn with thick lines (preferably 1mm or more in width). Use colour to emphasise important features.

The poster display is important . You are recommended to take as much trouble with it as you did in preparing your written paper.

Required information:
You should clearly display the following information on your poster board:

• Your paper number (This will start with "P" followed by the SubCommittee-number (1 to 7) and the poster number itself, and may be found in the programme)
• The title and authors of the paper
• Your usual contact details (e.g. an Email address) to allow delegates to follow up any discussion.

Display Board
A display board approximately 1.8 meter high and 1 meter wide (Portrait format) will be provided for your poster display. If you are pre-preparing your poster as one large sheet, please ensure that it is in Portrait format.