Frequently Asked Questions
Frequently Asked Questions
Click on the question to see the answer
I am attending the conference and need a personalized invitation letter
Personalized Invitation letters are only available to authors contributing a paper to the conference. Authors can obtain a personalized letter by login into the paper management system, and select “Request an Acceptance Letter” from the available drop-down options
If I have registered for the conference, and cannot longer attend, can I transfer my registration to another person?
If you would like to transfer your registration to another person:
The current registree must submit a request via the EMBS customer service tool with the explicit request to transfer his or her registration record to an unregistered party “the receiver”, and supply the first name, last name, email address, and IEEE Member number (if applicable) of the receiver.
Please note: Both the current registrant and the receiver should be equally eligible for the rate included in the registration record, to avoid additional charges. Membership benefits are not transferable.
As such, in cases where the receiver is not eligible for the rate included in the registration record, he or she will be registered for the rate he or she is eligible for, based upon the information provided in the request. Where the receivers eligible rate is higher than the rate and amount paid in the registration record, the receiver will be left with a balance due, which must be paid before the conference commences.
Should the receiving be eligible for a less rate, refunds will not be provided.
Those with an unpaid balance will not be issued a badge at the conference until a balance due is satisfied.
When will my paper be visible in IEEE Xplore?
Only full contributed papers will be published in IEEE Xplore after the paper has been presented by the corresponding author at the conference. Full contributed papers that meet the requirements for publication will be visible in IEEE Xplore approximately 90 days after the conference.
I am the first listed author on the paper, but I can’t come to the conference. Can one of my co-authors be the corresponding author?
The corresponding is not synonymous with the first author listed on the paper. The corresponding author carries the responsibility of being the lead paper manager; uploading the final paper, attending the conference, and presenting the paper. Any author listed on the paper who accepts this responsibility can be the corresponding author.
Our group is planning to submit a couple of conference papers. Is there any limits to the number of papers a person may present? For example if we submit 3 papers and all of them get accepted, can one of us present all of them?
It is important to start by clarifying that papers are not submitted by or presented by groups. Each paper submitted is required to assign a a corresponding author to the paper. And the paper may have up to 35 co-authors.
As per the author policies, the corresponding author is the author carrying the responsibility of all deliverables related to the paper, including presentation of the paper.
Any author on the paper may be the corresponding author. Though it is preferred, and usually assumed, it is not required that the corresponding author be the first author listed.
There is currently no limitation to the number of papers that one may be either a corresponding author or co-author on.
It is important to note, that paper presentations will be scheduled using the corresponding author as the presenting author.
For example, where one submits three papers, is the corresponding author of all three papers, and all three papers are accepted to the conference for presentation, the papers will be scheduled for presentation considering only the corresponding author as the paper presenter. This ensures that the paper is scheduled without a conflict, where the corresponding author is asked to present two or more papers at the same time in the conference program schedule.
However, in a case where there are three papers submitted to the conference, with three distinct corresponding authors, each paper will be scheduled independently, given that the records show three independent corresponding authors, who asked her the author policies are expected to register, attend, and present the paper. In such a case, said papers may be scheduled for presentation at the same time in the conference program.
With this, should a group decide to author multiple papers together and submit multiple papers it is highly recommended that all the papers in question either assign a single corresponding author who will register and attend the conference to present all papers he or she is the corresponding author of, or that each paper has a corresponding author assigned to the paper with the full intention of assuming all the responsibilities of a corresponding author; which includes presentation. This will ensure that, if your papers are accepted, you avoid scheduling conflicts, and that each paper has a corresponding author who will have a non-conflicting schedule to present each paper.
As per the author policies, it is the corresponding author of the paper who has a responsibility to present. Therefor, it is not prudent to assign the responsibility of corresponding author to an author who cannot attend the conference.
Of course we understand that there are circumstances and urgent issues that may arise where a corresponding author is unable to attend the conference, and fulfill his or her duty to present. In such cases the conference supports a policy where a co-author may present the paper in lieu of the corresponding author. The conference no show absentee process outlines how a corresponding author may assign a substitute presenter.
However, it is critical to note that the conference organizers cannot consider changes to the program scheduling, as an additional accommodation for a co-author. The co-author who is assigned the responsibilities of being the substitute presenter must be equipped to present the paper as it has been scheduled in the conference program.
I am the corresponding author but my co-author will attend the conference and present the paper as I cannot attend, do I have to take any steps?
If the corresponding author cannot attend and a co-author will present the paper in lieu of the corresponding author, the corresponding author will still be considered a no show. With this, the corresponding author must follow the no show process and submit the No show/Absentee/Substitution form. To avoid this extra step, it is better to make sure the corresponding author is the author who will be attending the conference.
How can I receive an invoice confirming my paid registration?
All invoices are self-printed by the registrant via the conference registration system. To print one’s invoice click on the “Download Invoice” button included in your confirmation email.
Additionally, you can also navigate to the conference registration website to login and download. Navigate to the conference registrant website and click on the “Already Registered” option underneath the “Register Now” button. Then, enter the email address you used to register for the conference and your 11 character confirmation number when prompted. Reminder that your confirmation number can be found in your confirmation email. Once Logged in click on the “Download Invoice” option.
Note: The information which appears on one’s invoice is determined by the registrant’s contact information provided. If one would like their invoice to reflect specific information this information must be included in the registrant’s contact information. To update your contract information the registrant should “Modify” the registration information by selecting “Modify” in the registration portal before printing the invoice.
I need to register but I don’t have a credit card?
EMBC highly encourages credit card payments to ensure a timely registration process. Access to the virtual event will ONLY be granted to fully paid registrants.
Similar to an airline ticket or pre-paid hotel reservation, conference registrations are only confirmed where payment has been received by the customer.
In cases in which credit card is not an option, EMBC can support wire payments; however, there is a lengthy process for wire payments to be managed and supported. If you need to pay by wire payment we recommend that you begin the process no less than 7 business days before you must have a confirmed registration.
To submit your registration, navigate to the conference registration website and follow all applicable prompts to fill-out your attendee information. On the final payment page, select the “Wire Transfer” option, and then hit the final “Submit” button.
You will then receive a confirmation email to the email address provided. Within your confirmation email you will be able to download your invoice, which will show the applicable balance due to EMBC. Once you receive your confirmation email, please forward your registration confirmation email to EMBCReg@Smithbucklin.com and confirm the deadline in which EMBC should receive your payment. Below is the bank transfer information and the approximate timeline.
Step One – 1 Business Day:
Complete a Successful wire payment for the full amount of your registration fee to the following IEEE Bank Account (remember to include any submission fees, or optional items as well)
Wells Fargo Bank
123 South Broad Street, Philadelphia, PA 19109
ABA or R/T Number:
Step Two – 1 -2 business days:
Send Confirmation of Wire payment to the EMBC Registration Team requesting the completion of registration
Step Three – 2-3 Business Days:
IEEE EMBS Executive office will confirm payment has settled with the IEEE Treasury Team
Step Four – 1 business day:
EMBC Registration Team will confirm registration and re-send your confirmation email. This will again include a link to your invoice that will show your balance as paid.
Can I post my paper on a website or Arxiv.org?
Authors may post their preprints in the following locations:
- Author’s personal website
- Author’s employer’s website
- Funder’s repository*
This does not count as a prior publication. If copyright to the paper was transferred to IEEE through the completion of an IEEE Copyright Form before the preprint is posted, IEEE must be credited as the copyright holder with the following statement included on the initial screen displaying IEEE-copyrighted material:
“© 20XX IEEE. Personal use of this material is permitted. Permission from IEEE must be obtained for all other uses, in any current or future media, including reprinting/republishing this material for advertising or promotional purposes, creating new collective works, for resale or redistribution to servers or lists, or reuse of any copyrighted component of this work in other works.”
Upon publication of the paper, the paper’s Digital Object Identifier (DOI) should be added.