Conference / Registration Policies

Author Registration

Each accepted paper must be covered by at least full member/non-member registration and one registration can cover up to two papers.

Non-Presented Paper (No-Show) Policy

Non-Presented Paper (No-Show) Policy: The IEEE IV 2023 enforces a “no show” policy. Any accepted paper included in the final program is expected to have at least one author or qualified proxy attend and present the paper at the conference. Authors of the accepted papers included in the final program who do not attend and present at the conference will be added to a “No Show List”, compiled by the Society. The “no show” papers will not be published by IEEE on IEEE Xplore® or other public access forums, but these papers will be distributed as part of the on-site electronic proceedings and the copyright of these papers will belong to the IEEE.

Note: For poster sessions, if the speaker is not present in front of the poster for most of the time during the poster session, this implies “no show”.

Exceptions to this policy will be made by the Technical Program Chair of the conference only if there is evidence that the no show occurred because of unanticipated events beyond the control of the authors, and every option available to the authors to present the paper was exhausted. The no show authors may appeal the decision of the Technical Program Chair to the Vice President Conferences.

The IEEE IV 2023 values diversity. Authors who anticipate inability to travel to a conference because of a government-imposed travel restriction are still encouraged to submit papers. Such papers will be reviewed and accepted on their own merit for publication in Conference Proceedings, without any knowledge of the author’s travel restriction. Within one week of paper acceptance notification, travel-restricted authors must notify the Technical Program Chair of the conference with proof of their restriction. Substitute presenters may be possible or, depending on conference resources, other accommodations may be available, such as a remote presentation or pre-recorded video.

Refund Policy

All registration fees covering a paper are non-refundable.

For registration fees not covering a paper: A full refund, after a US$50 (equivalent) processing fee, will be given, provided the request is applied for prior to the last day of the Advance Registration deadline.

Refunds will not be issued after the Advance Registration deadline, unless in extreme cases (i.e. medical or family emergencies, visa issues based on solid evidence). In such cases, the organizers must be alerted prior to the conference start date. To obtain a refund, an email must be submitted containing proof of the extenuating circumstance, up to one week after the conference end date. Any visa related issues must provide proof that the application was submitted early enough according to the typical times to obtain a visa for the country and person in question.

The final decision on refund will be at the discretion of the conference organizers.

Currency & Payment

All conference transactions shall be in US Dollars.

The conference accepts payment by credit cards, check and bank transfer. Attendees not using credit cards must forward a check or money order payable to IEEE IV 2023 and drawn on a US bank or a US branch of an International bank for the total registration amount in US Dollars. There will be a USD $50 fee assessed for returned checks or for chargebacks issued on valid credit card charges. Registration payments must be received by the registration deadline for the rate at which you registered; if payment is not received by the deadline, your linked paper(s) will be removed from the technical program and proceedings.