ITM Author Resource Center

Important Dates and Deadlines

December 1:

• Completed full papers must be uploaded through the Abstract Management Portal (AMP) for peer review by assigned session chairs. Papers not received by this date will not be included in the official conference proceedings. This is a hard deadline; no exceptions will be made to this policy. Note: Primary and alternate presentations will be selected based on the review of the full paper. Final revised manuscripts to be included in the conference proceedings will be accepted thru February 3, 2027.
  
  The peer review of your paper (if submitted by December 1st) will then be completed. Please be aware that the review of a conference paper is not as strict as a journal paper. Reviewers are not required to leave comments. Please check the status of your paper and implement any recommended changes/corrections prior to submitting the final version for publication. Authors will be notified of results through AMP by December 15. If your manuscript passes the peer review, it is unlikely you will receive notes/comments from the reviewers.
  
  Papers received after December 1 may still be presented, but will not be included in the official conference proceedings. However, such papers/presentations will be made available to conference attendees as supplemental materials.

January 5:

• Last day to register for the conference without a late fee. Register online.
  Note that presenting authors are required to register for the conference and pay conference registration fees. Authors presenting via on-demand recording are also required to register (either as an in-person or on-demand attendee).
• Last day to reserve room in discounted conference hotel block.
• Update your author biography (30 words or fewer) in AMP. This will be used to introduce you prior to your presentation. If you wish to keep your biography available for future use, please update it in your ION web account as well. Sign in to the ION website at ion.org. In the upper right corner, click “My Account.” Under the “Profile” section, click “Review/Update Bio.”

January 20:

• Upload your slides and recorded audio/video presentation through the ION’s Abstract Management Portal (AMP). Instructions for Recording Your Presentation
• Upload full conference paper for attendee viewing. If you submitted a paper for peer review you may already have a paper present in the portal. As long as your Copyright Release ION Proceedings & Media Authorization/License Form has been completed, the paper submitted for peer review will be used.
• Submit your Copyright Release ION Proceedings & Media Authorization/License Form through the ION's Abstract Management Portal (AMP).
• Presentation files uploaded to AMP by this date will be automatically loaded on the conference laptop the day of your session.

January 25- 28: ITM/PTTI Meetings

• For In-Person Presenters:
  • Attend the 7:30 a.m. Speakers' Breakfast (Terrace Room, South Tower) the morning of your presentation. This is mandatory. Failure to attend will result in the cancellation of your presentation.
  • If you are not in attendance at the 7:30 a.m. Speakers' Breakfast on the morning of your presentation, the Session Chairs will allocate your presentation time to an alternate presenter; your presentation will be canceled, and your presentation/paper will not be included in the conference proceedings.
  • If you did not update your speaker biography as directed above, bring a paper copy of your speaker bio to provide to your session chair during breakfast; or come prepared to print this at the self-service business center prior to the breakfast.
  • If you did not submit your presentation by January 20, please bring your presentation with you on a USB drive, or come prepared to connect your laptop to the conference’s projector.

February 3:

• Final/revised papers for publication in the proceedings and presentation slides for distribution to conference attendees will not be accepted after this date.
• Presenters who made presentation slides available in AMP for attendee viewing who do not wish to have these made available to conference participants should remove them from the portal. To remove your slides, upload a blank page, or email Miriam Lewis at meetings@ion.org

Submission of Copyright Release ION Proceedings & Media Authorization License/Form

Your Presentation Will be Available to an Online Audience

ITM will be hosted in both an in-person and on-demand environment. Individual technical presentations will be pre-recorded and uploaded with slides to the meeting website for viewing at a time of attendees' choosing. These materials are for registrants only and will NOT be included in the final conference proceedings. All ITM authors are required to provide a recorded on-demand presentation.

Peer Review Requirement 

All ITM papers submitted by December 1 will be peer reviewed one time using the following criteria:

1. Does the manuscript contain new and significant information to justify publication?
2. Does the abstract clearly and accurately describe the content of the article?
3. Are the objectives of the work clearly and concisely stated?
4. Are the experimental and/or theoretical methods described comprehensively?
5. Are the interpretations and conclusions justified by the results?
6. Is adequate reference made to other work in the field?
7. Is the language acceptable?
8. Does the manuscript cite any recent articles from NAVIGATION: Journal of the Institute of Navigation?
9. Do you recommend this paper for presentation at the conference and publication in the conference proceedings?
   • Endorse paper and recommend for the ION journal, NAVIGATION
   • Endorse paper as-is
   • Endorse paper with comments
   • Do not endorse paper (paper fails peer review) for:
     • Technical content/revisions required
     • English/grammar (major edits required)
10. Suggestions for improvement - optional (to be passed to the author) 
    Please be aware that peer review criteria for a conference paper are not as detailed as that of a journal paper. Therefore, the peer reviewers may not leave comments if the paper has passed the peer review. However, each paper has an optional “comment” box for reviewers to use at their own discretion.

You will be able to track the status of your paper and its peer review through the ION’s Abstract Management Portal. 

Submission of Completed Paper for Publication in the Conference Proceedings

To have your paper included in the conference proceedings:

1. The completed manuscript must be uploaded to the ION’s Abstract Management Portal (AMP) by the peer review deadline with Release Form.
2. The manuscript must pass committee supervised double peer review (note that there will be no secondary reviews).
3. Presenting author must be registered and present at the conference, prepared to present the paper, and the author must attend the Speakers Breakfast the day of presentation
4. Your final manuscript should be reflective of your original abstract. Papers not representative of the original abstract submitted will NOT be included in the conference proceedings, regardless of whether or not they were presented at the conference.  Additionally, this will affect the acceptance of future abstracts for ION conferences.

Please use the Abstract Management Portal to provide the ION with the following documents:

1. PDF versions of your final paper. The paper should be formatted according to the Paper Preparation Instructions.  
2. Copyright Release ION Proceedings & Media Authorization/License Form
3. OPTIONAL: A copy of your presentation slides in PDF. If you do not wish to make your presentation materials available to conference attendees, please make sure you remove them before February 3. To remove your slides, upload a blank page, or email Miriam Lewis at meetings@ion.org

Per publication policy, papers not presented at the conference will not be published in the conference proceedings for any reason. We encourage you to make alternative arrangements for a co-author to present your paper on your behalf if you foresee any reason why you may not be able to participate as originally scheduled. Remember that only co-authors listed on the paper will be permitted to present in your place, and replacement presenters are still required to be registered if they become the presenter.

Presentation videos submitted for on-demand viewing will NOT be included in the conference proceedings.

Paper Cancellations – Substitute Presenter Requirements

Should an unforeseen event make it impossible for you to make your presentation, please ask a co-author to present your paper on your behalf. Only co-authors listed on your paper will be permitted to present on your behalf. The co-author making the presentation will need to be registered for the conference. If a co-author is not available to present your paper, and the paper needs to be withdrawn, please notify Miriam Lewis at the ION National Office via phone at 703-366-2723, or email at meetings@ion.org. 

On behalf of the ITM organizing committee, thank you for your participation.