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.

I am traveling to the conference with my family, is there a child rate or discount children for the conference?

IEEE EMBC welcomes students, academic leaders, and industry leaders with interest in the field of Engineering in Medicine & Biology.  Anyone who wishes to attend the conference and is under the age of 18, must pay the applicable registration fee, and be accompanied by a registered and paid parent or guardian.  For the safety and protection of children, we encourage adult attendees who are traveling with children, where the child/children are not student attendees, to make the necessary child care arrangements for their children external to the conference areas.

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.

Will a childcare be offered?

Due to insurance reasons, and risks involved with ensuring child protection EMBC does not provide childcare. We do however offer a nursing mother’s room should you need to nurse or rest quietly with your infant child.

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 receive a confirming invoice for my paid registration?

All invoices are self-printed by the registrant via the conference registration system.  To print one’s invoice he or she should:

Navigate to the Conference Registrant Portal Login Page

Enter the email address you used to register for the conference and your 11 character confirmation number when prompted   (**If you do not have an 11 digit confirmation number follow the instructions and link to have your 11 digit confirmation number sent to you via email**)  

Once Logged in Select “EMBC 2021 Invoice”

Note: The information which appears on one’s invoice is determined by the registrant’s contact information provided.  If one would like his or her invoice to reflect specific information this information must be included in the registrant’s contact information.  To update one’s 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?

Similar to an airline ticket or pre-paid hotel reservation, conference registrations are only confirmed where payment has been received by the customer.  The only method of payment our system supports is credit card payments, as it is the only means to receive instant payment which are simultaneously recorded in the registration system.

In cases were a credit card is not available our office 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.

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)

BANK NAME: Wells Fargo Bank
BANK ADDRESS: 123 South Broad Street, Philadelphia, PA 19109
Account Name: IEEE-46164
Account Number: 2000021570326
ABA or R/T Number: 121000248
Swift Number: WFBIUS6S

Step Two – 1 -2 business days:

Send Confirmation of Wire payment to the EMBS Contact Form 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

I have food allergies and/or follow a special diet based upon my religious beliefs. What kind of food is served at the conference?

At distinct points in the conference schedule, light refreshments or hors d’oeuvres will be made available to participants, and some special social events may include lunch.  In all cases, as an international organization with a mission to advance technology for humanity in the field of health medicine, and medical technology, the safety, diversity, and inclusiveness of the food we select is an important part of the conference plan.  Each year, where the conference is in different regions of the world, this presents its challenges. Yet, our conference organizing team remains conscious of the importance of these matters, and does its very best to select a wide range of options. During your registration process, you will be asked to provide the conference organizers any information on dietary restrictions you may have. Please share this information with us, so that we can best serve you in your conference experience.

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
  • arXiv.org
  • TechRxiv.org
  • 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.
https://conferences.ieeeauthorcenter.ieee.org/get-published/post-your-paper/