Papers that are accepted must be presented at the conference by an author. Papers which are not presented at the conference by an author shall be deemed No-show. One a paper is deemed no-show, it will be removed from the official proceedings and will not appear on IEEE Xplore or other public access IEEE forums.
A non-author substitute presenter will be allowed for a paper only under exceptional circumstances and must be pre-approved by the Conference Technical Program Chairs. Requests for non-author substitute presenters must justify why none of the authors are able to attend and present and must certify that the substitute presenter (who needs to be identified by name and affiliation) will be able to satisfactorily present the work and respond to questions from ICIP attendees. If the substitute presentation is not satisfactory in the assessment of the Session Chairs or Technical Program Chairs, the paper will be considered a no show, irrespective of any prior pre-approval of the substitute presenter. Requests for non-author substitute presenters must be made as soon as it is known that none of the authors will be able to present the work and no later than two weeks prior to the conference. On-site requests will only be entertained in extraordinary circumstances with appropriate evidence to support why the absence of the authors could not be anticipated earlier.
Exceptions to this policy will be made by the ICIP 2016 Technical Program Chairs 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.
No-show paper authors wishing to appeal the non-presentation notification, must appeal by email to the ICIP 2016 Technical Program Chairs no later than 21 days after the start of ICIP 2016, providing evidence to convincingly demonstrate that their absence was as a result of forces beyond their will and control or that an erroneous decision was made. Decisions on appeals will be made by the Technical Program Chairs based on the supporting evidence provided. Failure to meet the appeals deadline will automatically result in rejection of the appeal.
Possible evidence for exceptions, includes:
- medical documents
- death notices
- airline ticket receipts
- US visa rejection letter, and
- other official documents supporting the appeal like US visa application receipt (proof that the application has been submitted at least 8 weeks prior to the conference start date)
For more information, please check the Policy and Procedures.