No-Show Policy

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”. Once 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.

Presentation through video conference (eg skype) or using a pre-recorded video will be allowed for a paper only under exceptional circumstances and must be pre-approved by the Conference General Chairs.

A non-author substitute presenter may also be allowed for a paper only under exceptional circumstances and must be pre-approved by the Conference General Chairs.

Requests for video presentation or non-author substitute presenters must justify why none of the authors are able to attend and present and, in the cases of a substitute presenter, 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 conference 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 video presentation or 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 in person and no later than 7 days 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 Conference General 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 Conference General Chairs no later than 7 days after the start of the conference, 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 are final and will be made by the Conference General 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
  • visa rejection letter