Conference policies

IEEE Event Terms and Conditions: https://www.ieee.org/conferences/event-terms-and-conditions.html

IEEE Privacy Policy: https://www.ieee.org/security-privacy.html

Refund Policy:
All registration fees covering a paper are non-refundable. For registration fees not covering a paper, a $50 processing fee will be applied to all refund requests. Refund requests will be honored provided the request is received prior to April 30, 2025.

Author Registration:
Author Full Conference Registration may cover up to (2) papers maximum. This includes main conference, workshop, demo, and grand challenge papers. The registrant must appear in the author list for any papers they intend to cover. All papers must be presented in person.

Each accepted main conference track paper must be covered by at least one Author Full Conference registration by 25 April 2025.

If you need to cover more than two papers, another co-author must register or you must pay the equivalent of another full conference registration fee. For more information, please contact the ICME 2025 Registration Manager (kmanning@conferencecatalysts.com)

Non-Presented Paper (No-Show) Policy:
Any accepted paper included in the final program is expected to have at least one author or qualified proxy attend and present the paper at the conference. If a paper is not presented at the conference, the paper will not be published by IEEE on IEEE Xplore® or other public access forums, but these papers will be distributed to conference attendees as conference proceedings and the copyright of these papers will belong to IEEE. For poster sessions, if the speaker is not present in front of the poster for most of the time during the poster session, this also implies the paper was not presented. Conference organizers are required to collect attendance records and a list of any non-presented papers and submit to IEEE staff.

Exceptions to this policy will be made by the Technical Program Committee Chair(s) of the conference, together with the General Chair(s), if there is evidence that the no-show occurred because of unanticipated events beyond the control of the authors, and every option available to present the paper was exhausted.

Qualified Proxy Policy: The presentation of papers by substitutes is highly discouraged and may only be made after permission is granted by the Technical Program Committee Chair(s), together with the General Chair(s) of the conference based on solid evidence that none of the authors is available to present. This implies that proxy presenters must be declared in advance to the conference chairs. Papers presented by substitutes without permission will be considered as no-shows. Papers presented by substitutes who are unable to participate in discussion and answer questions regarding the presentation will be considered as no-shows. This will be determined by the Session Chair during the conference.

IEEE Event Conduct and Safety Statement:
IEEE believes that science, technology, and engineering are fundamental human activities, for which openness, international collaboration, and the free flow of talent and ideas are essential. Its meetings, conferences, and other events seek to enable engaging, thought provoking conversations that support IEEE’s core mission of advancing technology for humanity.

Accordingly, IEEE is committed to providing a safe, productive, and welcoming environment to all participants, including staff and vendors, at IEEE-related events. IEEE has no tolerance for discrimination, harassment, or bullying in any form at IEEE-related events. All participants have the right to pursue shared interests without harassment or discrimination in an environment that supports diversity and inclusion.

Participants are expected to adhere to these principles and respect the rights of others. IEEE seeks to provide a secure environment at its events. Participants should report any behavior inconsistent with the principles outlined here, to on site staff, security or venue personnel, or to eventconduct@ieee.org.

Professional Conduct and Zero-Tolerance Policy:
ICME is committed to fostering a professional, respectful, and inclusive environment for all participants, including conference staff, organizers, and committee members. Unprofessional, hostile, or aggressive communication—whether via email or other channels—will not be tolerated.
All conference-related interactions must remain professional and courteous. Harassment, including abusive or threatening messages directed at staff or committee members, is strictly prohibited. Violations may result in consequences such as removal from the conference, revocation of registration, and reporting to relevant governing bodies.

Preprints
Authors may post their preprints in the following locations:

  • Author’s personal website
  • Author’s employer’s website
  • arXiv.org
  • TechRxiv.org
  • Funder’s repository*

This does not count as a prior publication. If copyright to the paper was transferred to IEEE through the completion of an IEEE Copyright Form before the preprint is posted, IEEE must be credited as the copyright holder with the following statement included on the initial screen displaying IEEE-copyrighted material:

“© 2025 IEEE. Personal use of this material is permitted. Permission from IEEE must be obtained for all other uses, in any current or future media, including reprinting/republishing this material for advertising or promotional purposes, creating new collective works, for resale or redistribution to servers or lists, or reuse of any copyrighted component of this work in other works.”

Upon publication of the paper, the paper’s Digital Object Identifier (DOI) should be added.

Visit the IEEE Author Center for more information on sharing and posting policies at https://ieeeauthorcenter.ieee.org/.

Conflicts of Interest:

ICME 2025 supports the disclosure of financial support for the project as well as any financial and personal relationships of the author that could create even the appearance of bias in the published work. The authors must disclose any agency or individual that provided financial support for the work as well as any personal or financial or employment relationship between any author and the sources of financial support for the work.

Authors should disclose any real or potential conflict of interest in the acknowledgments section of the paper. This section can appear on the references page of the paper.

We emphasize that reporting on real or potential conflicts of interests, or the absence thereof, is required in the paper. Authors are responsible for correctness of the statements provided in the manuscript.

Examples of appropriate statements include:

  • “No funding was received for conducting this study. The authors have no relevant financial or non-financial interests to disclose.”
  • “This work was supported by […] (Grant numbers) and […]. Author X has served on advisory boards for Company Y.” Most importantly, please adhere to the anonymization rules during manuscript submission.
  • “Author X is partially funded by G. Author Y is a Founder and Director for Company C.” Most importantly, please adhere to the anonymization rules during manuscript submission.