Registration

Deadline for author registration has been extended to September 30th, 2024.

We encourage in-person participation in Pasadena, California.
We will also have a virtual track, and transmit live the keynotes, and some of the sessions, in real time and with recordings.

Note that the deadline for author registration and upload of camera-ready papers is the Early Registration date of September 30th, which is for both online and in person attendance. At least one author for each paper must be registered under this category. If you have a paper and an abstract, the abstract is considered as second paper and subject to the fees.

IEEE Life members will receive free registration – please contact a.stoica at ieee.org for more details

Registration Fees

Early Registration, IEEE Member: $600

Early Registration, IEEE Student Member: $400

Early Registration, Non-IEEE Member: $660

Early Registration, Online-only (listening), IEEE member: $40

Early Registration, Online-only, (listening), IEEE Student member: $15

Early Registration Online-only (listening), non-IEEE member,: $60

Late Registration, IEEE Member: $750

Late Registration, IEEE Student Member: $500

Late Registration, Non-IEEE Member: $850

Late Registration, Online-attendance only, IEEE member: $60

Late Registration, Online-attendance only, Student IEEE member: $25

Late Registration, Online-attendance only, non-IEEE member: $80

Additional Paper: $400

Additional Pages (up to two), per page: $100

Step 1: Visit Registration Page
Registration Page

You will use your Papercept PIN and Password here.
Step 2: Complete the steps in the registration form.
Step 3: Go to your papercept account and upload final version of my paper.
Papercept Account Login

Registration

Full Registration:

The fee includes admission to all Conference sessions, Conference program book, digital access to Proceedings, admission to Conference banquet, and Coffee breaks.
Registration covers the inclusion of one paper in the proceedings. Each additional paper or abstract requires an additional payment of $400.

Student Registration:

The fee includes the same privileges as full registration.
Student and graduated student registration requires at least half-time status in an accredited degree program at a university.
Proof of student status requires one of the following to be shown during registration:
- Copy of a current IEEE student membership card,
- A valid student card,
- Letter from the student’s institution on a university letterhead stating that the student is pursuing a degree at least half-time.

On-line only (listening) registration:

Provides access to the live sessions during the conference.
It is still to be determined if there will be access to the recordings for post-conference registrants.

Cancellation & Refund:

Your conference fees can be refunded for a cancellation fee of $250 on or before 30th September 2024 with the following exception: if your registration was used to upload a final paper to the conference, there will be no refund. After 30th September 2024, Conference fees cannot be refunded. All refunds will be processed after the Conference.

Registration Inquiries

If you have special requests about registration, please contact:

Registration Chair, Yutao He

In-Person On-Site Registration Fees Virtual Online Registration Fees

In-Person On-Site Registration Fees

*All payments must be made in Japanese Yen (JPY)
*Member fees are applied to those of IEEE, RSJ, or SICE

Important Dates (in-person)

Author registration deadline: July 31st, PST
Early registration deadline: August 22nd, PST
Regular registration deadline: October 11th, PST
At-Conference registration date: October 23rd-26th, local time (GMT+09:00)

*All PST deadline timing is 23:59.

Conference Registration (in-person)

Membership Category	Early Registration	Regular Registration	At-conference Registration
Membership Category	by Aug. 22nd, PST	by Oct. 11th, PST	Oct. 23rd-26th, local time
Member	100,000 JPY	120,000 JPY	130,000 JPY
Non-Member	130,000 JPY	150,000 JPY	160,000 JPY
Student Member	60,000 JPY	75,000 JPY	85,000 JPY
Student Non-member	75,000 JPY	90,000 JPY	105,000 JPY
Life Member & IROS Fellow	Free	Free	Free

The conference registrations above include: downloadable electric conference proceedings, access to conference programs, exhibits, social events depending on COVID19 policies), and award lunch. Access to workshops and tutorials is NOT covered. Please also register for workshops and tutorials if you wish to join them.
To submit a final paper, at least one of the authors must register for the conference before Jul. 31st. Authors who pay a non-student registration fee can upload up to two papers. Student registrants can only upload one paper. Authors are advised to make onsite registration for their paper, for only papers with onsite registration will be considered for an award and presented at award sessions.

Conference Registration (in-person)

Membership Category	Early Registration
Membership Category	by Aug. 22nd, PST
Member	100,000 JPY
Non-Member	130,000 JPY
Student Member	60,000 JPY
Student Non-member	75,000 JPY
Life Member & IROS Fellow	Free

Membership Category	Regular Registration
Membership Category	by Oct. 11th, PST
Member	120,000 JPY
Non-Member	150,000 JPY
Student Member	75,000 JPY
Student Non-member	90,000 JPY
Life Member & IROS Fellow	Free

Membership Category	At-conference Registration
Membership Category	Oct. 23rd-26th, local time
Member	130,000 JPY
Non-Member	160,000 JPY
Student Member	85,000 JPY
Student Non-member	105,000 JPY
Life Member & IROS Fellow	Free

Workshop and Tutorial Registration (in-person)

Membership Category	Early Registration	Regular Registration	At-Conf Registration
Membership Category	by Sep. 15th, PST	by Oct. 11th, PST	Oct. 23rd-26th, local time
Member	20,000 JPY	25,000 JPY	30,000 JPY
Non-Member	25,000 JPY	32,000 JPY	40,000 JPY
Student Member	8,500 JPY	11,000 JPY	13,500 JPY
Student Non-member	11,000 JPY	14,000 JPY	17,000 JPY
Life Member & IROS Fellow	Free	Free	Free

Workshop/tutorial registrations only include access to workshops and tutorials on Sunday (Oct. 23rd) and Thursday (Oct. 27th). It is possible to register for workshops and tutorials without registering for the conference.

Workshop and Tutorial Registration (in-person)

Membership Category	Early Registration
Membership Category	by Sept. 15th, PST
Member	20,000 JPY
Non-Member	25,000 JPY
Student Member	8,500 JPY
Student Non-member	11,000 JPY
Life Member & IROS Fellow	Free

Membership Category	Regular Registration
Membership Category	by Oct. 11th, PST
Member	25,000 JPY
Non-Member	32,000 JPY
Student Member	11,000 JPY
Student Non-member	14,000 JPY
Life Member & IROS Fellow	Free

Membership Category	At-Conf Registration
Membership Category	Oct. 23rd-26th, local time
Member	30,000 JPY
Non-Member	40,000 JPY
Student Member	13,500 JPY
Student Non-member	17,000 JPY
Life Member & IROS Fellow	Free

Competition Access Only Registration (in-person)

Membership Category	Registration Fee
Member / Non-member	10,000 JPY
Student Member / Student Non-member	5,000 JPY

1) Competition access registration is for spectators. It only includes access to the competitions. Team players do not need to register for competition access.

2) Junior high school students or lower are not allowed to register for competition access individually.

3) Please pay the registration fee at the reception desk on the day of your visit.

4) For spectator registration, please fill out the required information in the following registration form before visiting the competitions. (The registration form is under construction.)

Competition Access Only Registration (in-person)

Membership Category	Registration Fee
Member / Non-member	10,000 JPY
Student Member / Student Non-member	5,000 JPY

1) Competition access registration is for spectators. It only includes access to the competitions. Team players do not need to register for competition access.

2) Junior high school students or lower are not allowed to register for competition access individually.

3) Please pay the registration fee at the reception desk on the day of your visit.

4) For spectator registration, please fill out the required information in the following registration form before visiting the competitions. (The registration form is under construction.)

Virtual Online Registration Fees

* All payments must be made in Japanese Yen (JPY)
* Member fees are applied to those of IEEE, RSJ, or SICE

Important Dates (online)

Author registration deadline: July 31st, PST
Early registration deadline: August 22nd, PST
Regular registration date: August 23rd-October 27th, local time (GMT+09:00)

*All PST deadline timing is 23:59.
*Due to system maintenance, we will stop accepting regular online registration between Oct.12th-20th.

Conference Registration (online)

Membership Category	Early Registration		Regular Registration
Membership Category	with paper: by Jul. 31th, PST	without paper: by Aug. 22nd, PST	without paper: by Oct. 26th, PST
Member	60,000 JPY	20,000 JPY	25,000 JPY
Non-Member	75,000 JPY	25,000 JPY	35,000 JPY
Student Member	60,000 JPY	6,000 JPY	7,500 JPY
Student Non-member	75,000 JPY	7,500 JPY	10,000 JPY
Life Member & IROS Fellow	Free	Free	Free

The virtual conference registration covers downloadable electric conference proceedings and online access to conference programs. Online access to workshops and tutorials is NOT included. Please also do virtual online registration for workshops and tutorials if you hope to join them.
Each online author registration can only upload one paper. The papers with online registration will be NOT considered for an award because of the evaluation difficulty.

Conference Registration (online)

Membership Category	Early Registration
Membership Category	with paper: by Jul. 31th, PST
Member	60,000 JPY
Non-Member	75,000 JPY
Student Member	60,000 JPY
Student Non-member	75,000 JPY
Life Member & IROS Fellow	Free

Membership Category	Early Registration
Membership Category	without paper: by Aug. 22nd, PST
Member	20,000 JPY
Non-Member	25,000 JPY
Student Member	6,000 JPY
Student Non-member	7,500 JPY
Life Member & IROS Fellow	Free

Membership Category	Regular Registration
Membership Category	without paper: by Oct. 26th, PST
Member	25,000 JPY
Non-Member	35,000 JPY
Student Member	7,500 JPY
Student Non-member	10,000 JPY
Life Member & IROS Fellow	Free

Workshop and Tutorial Registration (online)

Membership Category	Early Registration	Regular Registration
Membership Category	by Sept. 15th, PST	by Oct. 27th, PST
Member	10,000 JPY	12,000 JPY
Non-Member	12,000 JPY	15,000 JPY
Student Member	1,000 JPY	1,500 JPY
Student Non-member	1,500 JPY	2,000 JPY
Life Member & IROS Fellow	Free	Free

The virtual workshop/tutorial registrations only include online access to workshops and tutorials on Sunday (Oct. 23rd) and Thursday (Oct. 27th). It is possible to register for workshops and tutorials without registering for the conference.

Workshop and Tutorial Registration (online)

Membership Category	Early Registration
Membership Category	by Sept. 15th, PST
Member	10,000 JPY
Non-Member	12,000 JPY
Student Member	1,000 JPY
Student Non-member	1,500 JPY
Life Member & IROS Fellow	Free

Membership Category	Regular Registration
Membership Category	by Oct. 27th, PST
Member	12,000 JPY
Non-Member	15,000 JPY
Student Member	1,500 JPY
Student Non-member	2,000 JPY
Life Member & IROS Fellow	Free

Additional Information

Notes

▋Extra Paper Charge
An additional 40,000 JPY must be paid by the same author for each extra paper to be presented at the conference and included in the proceedings if the additional paper(s) have no other registered authors.

▋Extra Page Charge
For papers with more than 6 pages, the author will be required to pay 22,000 JPY per page for the extra pages (max. 2) to be included in the conference proceedings.

▋Student Registration
Student registrants must upload relevant certificates to the online registration system to indicate their full-time student status.

▋Accompanying Person

We have the following assumptions for registering accompanying persons for VISA:

Accompanying persons should visit the conference venue.
Accompanying persons can join conference events except for technical sessions.

We charge registration fees for all accompanying persons and have the following restrictions in issuing Japanese visas to them:

The IROS organizing committee and agency (JTB) only helps to apply for business visas. Accompanying persons should visit the conference venue as the issued visas are for business purposes.
Accompanying persons can access the conference’s exhibitions, competitions, and social events.

Because of COVID-19, the Japanese government stopped issuing personal tourist visas. However, your accompanying person who does not attend the conference may apply for a group tourist visa through your local agency if he or she is not going to attend the conference but instead travels to Japan for sightseeing. Group tourist visas are irrelevant to IROS. Accompanying persons do not need to pay and join the conference if they apply for tourist visas.

Please refer to the following government page for more information.

(Visa) https://www.mofa.go.jp/ca/fna/page22e_000921.html

(COVID-19 Policies) https://www.mofa.go.jp/ca/fna/page4e_001053.html

Payment Method

Registration fees must be paid in JPY by one of the following methods:

▋Credit Card – RECOMMENDED
For credit card payments, please use the JTB Registration System. The system is accessible with the password that you received upon registration. The system accepts the following credit cards: MasterCard, Visa, JCB, Amex, and Diners Club.

▋Bank Transfer
Please contact our travel agency (JTB, see registration inquiries below) for a bank transfer.

Cancellation Policy

Your conference fees for IEEE SMC2023 can be refunded for a cancellation fee of $250 on or before 31st August 2023 with the following exception: if your registration was used to upload a final paper to the conference, there will be no refund. After 31st August 2023, Conference fees cannot be refunded. All refunds will be processed after the Conference.

The cancellation must happen before Sept. 15th, 2022. However, cancellation for a paper-related registration will not be accepted after Jul. 31st, 2022.

For cancellations received on or before Sept. 15th, 2022, the registration fee will be refunded with a cancellation cost of 20,000 JPY. No fees will be refunded after Sept. 15th (23:59 PST).

For the participants who would like to change the virtual online registration to in-person onsite registration, please pay the registration fee difference to get the in-person onsite access.

For the participants who would like to change the in-person onsite registration to virtual online registration, please cancel your registration in the JTB registration system (with a cancellation cost of 20,000 JPY) and register again for the online conference.

Go to the JTB Registration System

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