Registration Policies

• To be published in the 2025 IEEE MECOM Conference Proceedings and to be eligible for publication in IEEE Xplore, at least one author (including students) of an accepted paper is required to register for the conference at the FULL AUTHOR REGISTRATION (member or non-member) rate.

• One FULL AUTHOR REGISTRATION allows the author to upload only one (1) paper on which he/she is an author or co-author. The deadline for author registration is 23 September 2025.

• The paper must be presented by an author of that paper at the conference unless the TPC Chairs grant permission in advance of the event for a substitute presenter, who is qualified both to present and answer questions. Please contact the TPC Chairs with with the reason you cannot attend, and the qualifications of your substitute presenter.

• Each Full Author registration is valid for only one individual and does not allow multiple authors to attend under a single registration. All paper presenters must register for the conference.

  • Example: If a professor registers as an author and plans to attend the conference but wants their student (a co-author) to present the paper, the student must also register with a Student registration. Alternatively, if the professor will not attend, they must transfer their author registration to the student.

• Non-refundable author registration fees must be paid prior to uploading the final IEEE formatted, publication-ready version of the paper.

• Physical identification is REQUIRED to collect your registration badge on-site at the conference.  

IMPORTANT NOTE : 

1. Each accepted paper shall have a FULL AUTHOR (member or non-member) non-refundable registration fee associated with it. If an author has multiple accepted papers, only one (1) paper may be covered by one registration fee. The author may purchase another registration to cover another paper. Registration fees must be paid prior to uploading the publication-ready version of the accepted paper.

2. All submissions should be written in English with a maximum paper length of six (6) printed pages (10-point font) including figures, without incurring additional page charges (maximum 1 additional page with overlength page charge $100). If an author registers for multiple overlength papers, an overlength page charge of $100 is added onto each of the papers. 

• All refund/cancellation requests must be provided in writing and received by Monday, 20 October 2025. There will be an administrative fee of $100 deducted from each refund.

• All requests for registration transfers must be provided in writing and emailed by Monday, 20 October 2025. Registration rate difference will apply depending on the membership status of the new registration. All transfer requests received AFTER 06 March will be charged an additional $100.

• All payments made via wire transfer and check must be received 45 days after your registration is made. If not, your registration will be cancelled. All refund/cancellation requests must be provided in writing and received by Monday, 20 October 2025. There will be an administrative fee of $100 deducted from each refund. You can modify or cancel your registration using the "Already Registered?" link on the registration site.

• All Guests who are registered for the conference will be given a “GUEST” badge. Guest registrants will not be allowed to attend any conference sessions. Guest registrants may attend the Welcoming Reception. All registration categories may purchase Social Event Tickets for your Guest. Guests must not be an author, co-author or Student.

• Children are not permitted entry into session rooms. Children under the age of 18 are not permitted on the Exhibit Hall floor during setup or dismantling hours. During scheduled show hours, exceptions are made when parents or guardians complete and sign a Minor Release Form. This form will be available at Attendee Registration Assistance in the Registration Area. Parents or guardians must complete and sign the Minor Release Form to allow children access to the Exhibits and Poster Hall. Your support and compliance are greatly appreciated.  The release forms will be provided by staff and will be available at the registration desk.

• Physical identification is REQUIRED to collect your registration badge on-site at the conference.  

All requests for registration transfers must be provided in writing and email to e.gaerlan@comsoc.org by Monday, 20 October, 2025. Registration rate difference will apply depending on the membership status of the new registration. No transfer requests received AFTER Monday, 20 October, 2025 will be provided.

If an author or co-author is NOT available to present the paper at the conference, the TPC Chairs can grant permission in some extreme cases to have the paper presented by a qualified substitute presenter. If you need to make such a request, contact the TPC Chairs through EDAS for approval no later than Monday, 20 October 2025.