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Guidelines for Oral and Poster Presentations

Oral Presentations

  • Authors of papers accepted for oral presentation will have 15 minutes for their presentation, plus 4 minutes for questions and 1 minute for setting up the following presentation. Please strictly observe this time limit in order to facilitate people moving between sessions.

  • The session room will provide an overhead projector and a screen for authors to use. However, authors must bring their own laptop or to borrow one from another author presenting in the same session.

  • Presenters should arrive at their session a few minutes before the session starts and check that their slides work satisfactorily with the audiovisual system in the room. If not, they should let the session chair and staff know immediately.

Poster Presentations

  • Each poster session is scheduled for 4 hours long (2:00PM-6:00PM, Ballroom D). There are 30 minutes during which the authors need to be present at the poster, so that conference participants can interact with the authors, discuss the research and ask questions. The mandatory presence time is 30 minutes and is scheduled from 2:00PM-2:30PM (coffee break time).

  • It is imperative that the authors affix the poster just before the start of the session and remove it immediately after the session has ended. Authors are encouraged to prepare a few minutes’ summary of their poster that they can share with attendees.

  • The panel area for each poster is Horizontal 2.4m x 1.2m (4ft * 8ft). The authors are free to use one large poster or many smaller posters, as long as they fit in the provided panel area. The title of the poster should appear at the top in CAPITAL letters about 25mm (0.98 inches) high. Below the title, put the author(s)' name(s) and affiliation(s).

  • The flow of the poster information should be from the top left to the bottom right. Authors are encouraged to create lively, interesting posters that will invite attention and comment, including the appropriate use of color.

Model image of the horizontal panel to be provided (image is for representation only).

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Guidelines to Session Chairs of Oral

Presentation Session

First of all, thank you very much for serving as a session chair of the IEEE WCCI 2016 conference. Here is a guide provided to assist you in the chairing of an Oral Presentation Session at the conference.

  • Please confirm that all presenters are present before the session starts. An absentee sheet will be provided per session for the session chairs to fill in the absentee(s), if any.
  • If a presentation is cancelled (due to the absence in the presenter or otherwise), please leave the respective time slot as a gap in the schedule. Remaining presentations SHOULD NOT BE MOVED IN TIME in order to facilitate the audience to listen to the target presentations as scheduled. The session chair is nevertheless encouraged to make the best use of this time gap, for example, either to allow the previous presenter extra time for presentation or to conduct a brainstorming discussion session according to the Session Chairs’ discretion.
  • Each oral presentation will have a total of 20 minutes (1 minute preparation time + 15 minutes presentation + 4 minutes Q&A). Please strictly keep track of the time limits and notify the presenter when it is time for the end of the presentation.
  • Please manage the Q&A session after every oral presentation.
  • Please return the completed absentee sheet to the Registration Counter once the session is over. “A small gift is prepared as a token of appreciation”.
  • Each session room will provide an overhead projector and screen for the presenters to use. However, authors must bring their own laptop or to borrow one from another author presenting in the same session. Please try to ensure that all presenters conduct a check that their slides work properly with the audio visual system in the room before the start of the session. If there is any technical problem, please inform the conference helpers for further procedures.
  • Conference helpers will be there to assist you and inform you of any last minute changes or matters.

Your collaboration is essential for the success of the conference and your support is greatly appreciated.

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Final Paper Submission

Ensuring IEEE Xplore Compliance:

IEEE requires the final PDF files submitted for accepted papers to be IEEE Xplore compliant. To ensure that your file is fully compliant with IEEE Xplore, you need to verify your paper with IEEE PDF eXpress using the following conference ID:

  • IJCNN 2016: The conference ID is 38550X
  • FUZZ-IEEE 2016: The conference ID is 38549X
  • IEEE CEC 2016: The conference ID is 38548X

PDF eXpress will generate a log file with errors, if any. Your final paper cannot be submitted to the conference till all errors have been corrected. Once your compliant log is error free, you will receive an IEEE Xplore compliant pdf file from PDF eXpress with a name similar to PIDxxxxxxx.pdf. You must upload this file (see next step) as your final submission.



Accessing PDF eXpress

First-time users should do the following:

  1. Select the New Users - Click Here link.
  2. Enter the following:
    • The Conference ID
    • Your email address
    • A password
  3. Continue to enter information as prompted.

An Online confirmation will be displayed and an email confirmation will be sent verifying your account setup.

PDF eXpress will create an account for you with a deadline for submitting your paper by 30 April 2016, 24:00 EST. This deadline should be ignored, which is not the conference deadline for uploading your final paper (by 15 April 2016, 24:00 EST).

Previous users of PDF eXpress need to follow the above steps, but should enter the same password that was used for previous conferences. Verify that your contact information is valid.



Uploading the Final Version of Your Manuscript

Please use the web link and password that you received in the acceptance email of your paper for uploading the IEEE Xplore compliant and final version of your paper. The system will allow you to upload your file once, so please check carefully your final file before uploading it. Final papers must be submitted by 15 April 2016, 24:00 EST. Any paper submitted after this date run the risk of not being included in the proceedings. The paper must be re-submitted even if the reviewers indicated that no changes are required.

Note: If you upload a file which is not received from the IEEE PDF eXpress, your paper will be excluded from the Congress proceedings since it does not contain the IEEE Xplore compliance information.



Copyright Form

After uploading the final version of your accepted paper, the website will take you to the IEEE Copyright Transfer website. The online electronic Copyright transfer form called eCF needs to be completed and submitted in order for your paper to be included in the proceedings.

Note: If you are not automatically directed to the online electronic copyright transfer form after uploading the final version of your paper, please have the completed IEEE Copyright Form, found here, and email it to the Publications Chair, Hussein A. Abbass ([email protected]). Please don't forget to indicate your paper number as well as "copyright form" in the subject of your email message.

No paper can be published in the proceedings without being accompanied by a Completed IEEE Copyright Transfer Form. You must complete and submit this form to have your paper included in the conference proceedings.

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Paper Submission

Please read the following paper submission guidelines before submitting your papers:

  • Paper submission deadline has been extended till January 31, 2016 (24:00 EST).
  • All papers must be submitted through the IEEE WCCI 2016 online submission system. For special session papers, please select the respective special session title under the list of research topics in the submission system.
  • For papers submitted to the workshops or cross-disciplinary and CI applications special sessions track, please click on the IEEE CEC 2016 paper submission link, and in the "Main Research Topic", select the respective workshop or special session title under "Section 8. Workshops or Cross-Disciplinary and CI Applications". Any paper submitted to the workshops or cross-disciplinary and CI applications special sessions track (if accepted and presented) will be published in one of the three conference proceedings (IJCNN, Fuzzy-IEEE or IEEE CEC) that is most appropriate to the paper. Such decision will be made by the Workshop or Special Session Organizers in consultation with the Workshop or Special Session Chair and one of the three Conference Chairs.
  • In order for your papers to be included in the congress program and the proceedings, final accepted papers must be submitted and the corresponding registration fees must be paid by April 15, 2016 (24:00 EST).
  • IEEE WCCI 2016 will present the Best Overall Paper Awards and the Best Student Paper Awards to recognize outstanding papers published in each of the three conference proceedings (IJCNN 2016, FUZZ-IEEE 2016, IEEE CEC 2016). The awards will be judged by an Awards Committee and the recipient of each award will be given a certificate of the award and a cash prize to be presented during the conference banquet at IEEE WCCI 2016.

If you encounter any problems with the submission of your papers, please contact the Paper Submission Chair Dr. Ke Tang.

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LaTeX and Word Templates

To help ensure correct formatting, please use the style files for U.S. Letter as template for your submission. These include LaTeX and Word.

Violations of any of the above paper specifications may result in rejection of your paper. Please note that the Latex template does not allow for keywords. If you are using the Latex template, do not include keywords in your paper.

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Manuscript Style Information

  • Only papers prepared in PDF format will be accepted.
  • Paper Length: Up to 8 pages, including figures, tables and references. At maximum, two additional pages are permitted with over-length page charge of US$100/page, to be paid during author registration.
  • Paper Formatting: double column, single spaced, #10 point Times Roman font.
  • Margins: Left, Right, and Bottom: 0.75" (19mm). The top margin must be 0.75" (19 mm), except for the title page where it must be 1" (25 mm).
  • No page numbers please. We will insert the page numbers for you.

Note: Violations of any of the above specifications may result in rejection of your paper.

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