Call for Workshop Proposals

What is an EMBC Workshop?

Workshops are hands-on sessions that are focused on current and future trends in life sciences, biomedical engineering, and technology development in health care; facilitated by a group of leading researchers and pioneers in their respective areas.  Each successfully submitted workshop proposal is reviewed closely by the conference organizing committee, to ensure a balance of content for the conference program and will be either accepted or rejected for inclusion in the conference.  Workshops are defined as either Full Day or Half Day:

Full Day Workshops = Approximately 7  hours of in-session Time
Half Day Workshops =  Approximately 3.5 hours of in-session Time

What is the role of the workshop organizer and workshop attendee?

  • Workshop Organizer:
    • The workshop organizer is the individual who submits the proposal to the conference committee, acts as the leader and coordinator for the session development, and ensures the successful and timely execution of the session. The organizer’s responsibilities include but are not limited to:
      • Proper submission of the proposal on the approved template and via the approved submission medium.
      • Open and prompt communication with the organizing committee and/or staff.
      • Ensuring that all deadlines and requirements for the session planning and execution, as defined by the organizing committee, are met.
      • Timely execution of the session.
    • Workshop Speaker(s):
      • Will facilitate the workshop, along with the organizer, as proposed and accepted by the committee to the conference attendees.
    • Workshop Attendees:
      • The registrant who attends the workshop at the conference venue.

When is the workshop?

Workshops will only take place on the first day of the conference schedule which is reserved exclusively for workshops.

Are workshop organizers or speakers required to pay anything?

For approved workshops that complete the confirming steps, EMBS, as a part of its conference planning, will arrange and finance the venue/space, coffee break refreshments, audio visual resources, and registration and administration for the workshop. Workshop speakers and organizers are expected to be present at and facilitate the workshop by their own means and provide any materials required for the workshop. Note that financial support, travel support, and/or travel reimbursements or grants are not extended to workshop speakers. Workshop organizers and speakers are encouraged to secure any funding required for travel or facilitation of the workshop before committing to the workshop.

Are workshop speakers required to register for the workshop and/or the conference?

Workshop organizers and speakers are not required to register or pay to attend the workshop which they are organizing or facilitating. If a workshop organizer or speaker would like to attend another workshop at the conference or attend any other days of the conference, the workshop organizer and/or speaker(s) must register as a conference attendee at the published and applicable registration rate.

Are paper submissions or publication opportunities included with workshops?

Papers are not accepted or reviewed for workshop organizers or workshop speakers. Workshop Speakers and Workshop Organizers are welcome to submit papers through the general paper submission process for the conference.

Should I recruit speakers before I propose and organize the session?

Yes. Where possible, potential speakers must be included on your proposal submission. It is critical to make sure they are willing, able, and committed to traveling to EMBC to present and are committed to participating in the proposed session.  A strong proposal will include a list of speakers who have committed to attend.

How many speakers can I include?

Workshop sessions should have the number of speakers required to facilitate the workshop.  We recommend no more than 6.

How do I submit my proposal?

All proposals must be submitted on the approved template and submitted via the EMBC subscribed submission system | embs.papercept.net .

What are the submission steps for the proposal?

  1. Creation of the Proposal DocumentUse the approved template to create your session proposal document.You will notice that the template requires a workshop synopsis. It should include as much detail as possible to aid the reviewer’s understanding of the content to be included in the workshop.
  2. Initial Submission of the Proposal
    • Start a new Submission via the conference subscribed submission system |embs.papercept.net using the “Workshop” Path.
    • All confirmed speakers must be included on the proposal; both on the first page of the proposal document and in the submission system |embs.papercept.net.
    • When prompted to advise “How many proposers does this proposal have?” the organizers and speakers should be included in the number of proposers.
      • Example: If there are to be 6 speakers and organizers in the session, the number 6 must be selected in the drop down.
      • Each organizer and speaker must have a username (pin) and password to the submission system |embs.papercept.net.
      • During the submission process your will be required to provide the username (pin) for each speaker and organizer included in the proposal.
      • The submission system |embs.papercept.net will require that one of the names listed on the proposal be the “corresponding author/proposer”. The corresponding author is synonymous with the role of workshop organizer, as defined above.
      • Attach your proposal to the submission and submit.

    Click here for Video Example of a sample Proposal Submission

    No further changes can be made after the deadline for submission.  It is important to log into the system periodically and to follow up promptly to any notifications you received related to the submission which require action steps to be taken.

    1. Review and Decision for the Proposal
    • The committee will begin reviewing proposals after the initial submission deadline has passed.
    • Following the review, the committee will advise the corresponding proposer of either the acceptance or rejection of the proposed workshop.
    • If rejected there is no further action, and the workshop will not be included in the conference program.
    • If accepted the proposal will move into the “Final Submission” step.
    1. Final Submission
    • During the final submission step the corresponding proposer/organizer must on or before the deadline:
      • Submit the Final Draft of the Workshop Synopsis using the approved template
      • Confirm the list of organizers and speakers in the workshop
      • Ensure that all those included in the workshop register to attend the conference.
    1. Scheduling
    • Shortly after the final submission deadline, the program committee will schedule the accepted workshops and provide a date, time, and room assignment.
    1. Successful execution of the workshop on the scheduled date and time
    • The workshop organizer is responsible for overseeing the successful and timely execution of the session ensuring that it reflects the finalized proposal.

    What takes place if no one signs up for my workshop after it is scheduled?

    Workshop attendees register and pay to attend a workshop for a fee; a fee which is charged in addition to their conference admission item. Consequently, workshops carry more of a requirement to be of broad interest, attractive, and to meet a full workshop experience for the attendees who registers and pays.  Workshops are expected to be a classroom experience for workshop attendees, with hands-on learning and networking with a minimum of approximately 10 workshop attendees, who share an interest in the subject matter.

    In the unfortunate event that a workshop is accepted and scheduled, but does not meet the required workshop attendee registration, the organizing committee reserves the right to cancel a workshop due to lack of interest. In such a case, the workshop organizer would be advised of the decision to cancel up to 30 days before the event, and all workshop attendees who registered in advance for the canceled workshop would be given the option to receive a refund for the workshop fee or to select an alternative workshop to attend.

    Workshop organizers are encouraged to promote their scheduled workshop and to actively engage with the society in promotional efforts for the workshop.