Participant Guidance

Visible to the public 

Meeting information will be handled through the meeting website at https://cps-vo.org/group/cps-pimtg19. This site provides access to the meeting registration, program agenda, program material submissions pages, venue/lodging, and other important information. 

To register for the meeting, select the "Meeting Registration" tab on the meeting website or visit https://cps-vo.org/group/cps-pimtg19/registration. The nontransferable meeting registration code will be sent in the official invitation letter to each PI, Co-PI, or other project designate and other official invited guests. Please complete your online registration no later than COB Monday, November 4, 2019. Registration has been extended to COB Monday, November 11, 2019. Each NSF-funded CPS project is required to be represented. We expect that at least one PI, Co-PI, or other approved designate from each project institution will be present both days. It is therefore absolutely essential that you register to attend the meeting as soon as possible so that we can get an early understanding about attendance.  

If you are the lead PI and cannot attend this year's PI meeting, you are responsible for identifying the name of at least one person to serve as the project representative. Please remember that each project is expected to have at least one person present for both days of the meeting. In this case, please send an email message to David Corman (NSF) at (dcorman@nsf.gov) and copy Frankie King at (frankie.king@vanderbilt.edu) to provide the name of the person who will be attending, then inform this person to register for the meeting at https://cps-vo.org/group/cps-pimtg19/registration.

There is "no registration fee" for the meeting, but it is still very important for you to register by the date mentioned so that the appropriate resources can be made available for the meeting and attendees. Please be sure to enter accurately the seven-digit NSF award number and the award project title for the CPS project the attendee will represent if such project exists. The number of participants at the meeting is limited by the available space. (Since NSF requires the participation of PIs or co-PIs of CPS projects at the annual National PI meeting, priority will be given to their registration.) The remaining space will be made available for the registration of guests. All guests will receive confirmations regarding the acceptance of their registration.

On the evening of Wednesday, November 20, 2019, the registration desk will be open 6:00 p.m. to 9:00 p.m. for persons who wish to register and pick up registration materials early. On both full days of the meeting, the registration desk will open starting at 7:00 a.m.

The room block at the Crystal Gateway Marriott is sold out! Please check back early next week for new room block

information.

A block of rooms has been reserved at the Crystal Gateway Marriott Hotel starting the night of Wednesday, November 21 through Friday November 22, 2019. All rooms reserved within this block are based on the Government per diem rate of US $181.00 per night plus tax.


IMPORTANT: Please note that the meeting will take place at the Crystal Gateway Marriott, NOT the Crystal City Marriott that is two blocks away.

You can make room reservations in this block online at: https://book.passkey.com/event/49901116/owner/1487/home or by calling 1-877-212-5752 (toll free) and mention the group code "NSF CPS PI Meeting". If your reservation includes days outside of the blocks, you will not be able to register online, but will need to call the hotel. Please be advised that reservations made for days outside of the block might incur higher or lower room rates, depending on the day. Reservations must be made by midnight (EDT) on October 30, 2019. Reservations made after that time will be based on availability at the hotel's prevailing rates. Make your reservations early to secure a room as available rooms may be sold out sooner than the deadline. After this room block expires, we will post information about alternative nearby hotels for which you can contact directly.

Hotel check-in time is 4:00 p.m. and check-out time is 1:00 p.m. Guests arriving prior to 4:00 p.m. will be accommodated as rooms become available. The front desk can provide a baggage storage area for early arrivals or late departures.

As in the past, a major goal of CPS PI Meetings is to highlight achievements in the CPS program. A preliminary draft agenda will be posted to the PI Meeting website at https://cps-vo.org/group/cps-pimtg19/program-agenda that will be updated continuously as we approach the meeting dates. So please intermittently check the website for updates. For this year's meeting, we are excited to report about the following change ups in programmed activities that are designed to maximize the PI community's active participation and input: 

Workshops:

Again this year, we will incorporate approximately seven to eight Workshops into the program. The aim of the workshops is to explore innovative new topics that can drive the future of the CPS research vision. They will be organized along the lines of a full CPS Workshop, but will be held over a 2-hour period, and will be coordinated and led by CPS PIs on topics that are of broad interest to the CPS Community. Thus, PIs will have the opportunity to:

If your workshop topic is selected to be programmed, you will receive a notification from one of the 2019 CPS PI Meeting program committee members who will inform you about the requirements for your final workshop organization plans.

Equity, Diversity, and Inclusion Luncheon (Formerly, Women & Under-Represented Minorities Special Interest Networking Luncheon)

We are adding more opportunity for networking and discussion. In so doing, we are planning an Equity, Diversity, and Inclusion Luncheon (EDIL) concurrently with the general lunch on day one. The event is designed to bring together CPS community members in order to enhance the participation of women and underrepresented minorities in our community. We will provide discussion points around inclusivity and the future of CPS at the various tables. There will be an opportunity at the end of the lunch for each table to share key aspects of the table's discussion. The intention is to create an opportunity to make and reinforce valuable research contacts while enjoying lunch and good conversation. The lunch will be held on Thursday, November 21 from 12:00 noon-1:15 p.m. in the Skyview Terrace at the Crystal Gateway Marriott. This event is open to all interested PI Meeting attendees. Due to limited capacity, attendance will be on a first-come-first served basis. Please register to attend at: https://cps-vo.org/group/cps-pimtg19/special-interest-networking-lunch.

PI Lightning Talks 

Additionally, we are incorporating PI Lightning Talks into the program where many PIs will get a chance to talk about their research for 90 seconds in rounds over the two-day meeting. If you are invited to give a project Lightning Talk, you will receive individual messages with details from an NSF program director. A presentation/bio submission code will be provided at that time in the event you are asked to submit your talk(s) in advance along with an updated bio and snapshot. This message will also include the deadline date for submissions.

Poster Session

Each NSF-funded CPS project is required to submit an abstract and poster and are encouraged to submit a video of each CPS project with a unique award number. For collaborative projects, the collaborating institutions can decide whether to submit one abstract, poster, and video that explains research by all collaborators and notes all award numbers, institutions, and names of PIs/Co-Ps. The lead PI or alternate(s) for each project is responsible for submission of electronic copies via the "Submit Abstract/Poster/Video" link at https://cps-vo.org/group/cps-pimtg19/submit-poster no later than CoB Monday, November 4, 2019. Please submit project abstracts/posters/videos by CoB Monday, November 11, 2019. The nontransferable submission code will be included in the official invitation letter. You can also contact the organizers for this code at cps-pi-mtg[@]cps-vo[dot]org if needed.

Posters:

POSTER TEMPLATES

Click Image to Download 30x40" Template

Click Image to Download 40x30" Template

The lead PI or alternate(s) is also responsible for:

  • Producing a printed version of the poster
  • Bringing and/or arranging for the poster to be delivered and set up by early registration on the night before the opening session or set up by 8:00 AM on the first day of the meeting
  • Presenting or identifying at least one person to present the poster during the assigned poster session
  • Dismantling and discarding the poster at the end of the meeting

Collaborative projects (multi-institution, each with unique award numbers) can submit a single joint poster, abstract, and video covering the entire project if desired. The PI of the lead institution is responsible for ensuring that each aspect of the research is covered. Please inform the meeting organizers if you plan to submit one team project.

Posters should provide an overview of the research topics and results and convey the research objectives and scientific directions of the project. We also strongly encourage each project to provide an abstract (no more than 1 page) and roughly 5-minute YouTube-style video of your research. We are explicitly not looking for a professional video. We ask that you make sure in posters, abstracts, and videos to emphasize the scientific contribution of your project with respect to cyber-physical systems in general, as well as the impact in specific domains. We also hope that you will explain the project as a whole, rather than only a narrow subtopic. It would be particularly helpful if you include the scientific challenge questions being addressed in the project context that will contribute new approaches for CPS systems science and engineering. Please use the templates on the right as a guide for preparing your poster.

The poster sessions at the 2019 CPS PIs Meeting will be held on Thursday, November 21 and Friday, November 22, 2019. There is anticipated to be more than 200 project posters presented at this year's meeting. The posters will stay up for both full days, with half of the PIs presenting their posters during the scheduled show and tell on the first day and the other half on the second. Projects will be assigned a location number and scheduled to one day or the other based on the fit of the project to the rest of the day's program; the assignment will be announced via e-mail to the lead PI or designated presenter after the rest of the program has been determined. Requests for a specific location number and/or specific day to be scheduled for show and tell should be made known to the meeting organizers as soon as possible.

The poster display stands have a cushioned backing panel and are 4 feet tall by 8 feet wide. Each poster stand will accommodate a total of four posters (two on the front and two on the back). Thus, each individual poster should be no more than 4 feet tall x 4 feet wide in size. Printed versions of posters may be in any format that fits within that space. However, the electronic copy submitted must be in PDF file formats. There will not be any table space or electrical outlets. If you are participating in a demonstration, you can request your project posters to be co-located alongside your demonstration.

Demonstration of CPS Technology

We are placing additional emphasis on demonstrations this year. Demonstrations should showcase the research so that non-CPS experts also may appreciate and understand its significance in the real world. We hope to use the demonstration session as a starting point for this R&D showcase. You can register to participate by completing the webform found at  https://cps-vo.org/group/cps-pimtg19/submit-demos. The deadline for submitting your demonstration details is CoB Monday, November 4, 2019. Please submit demonstration interest by CoB Monday, November 11, 2019. On the webform, please describe your demonstration research project in detail by submitting a two- to-three sentence abstract.

We strongly encourage demonstrations by projects that are in their third and fourth year. We encourage others to please consider participating in the demonstration sessions as well.

All PIs selected for demonstrations will be contacted in a separate email message. If selected for a demonstration, please indicate on the webform the types of AV equipment/props that will be needed such as projectors, screens, microphones, table stands, etc. The organizers will do our best to assist your needs.

Invited Presentations

Program presentations will be in the form of:

  • Keynotes
  • Invited Panels
  • Lightning Talks
  • Workshops

If you are invited to give a presentation, you will receive individual messages with details from an NSF program director.  A presentation/bio submission code will be provided at that time for you to submit your presentation and updated bio and snapshot. This message with also include the deadline date for submissions.

For PIs who are invited to speak, a presentation template can be found directly to the right (click image to download).

A presentation laptop will be provided, but please let the organizers know in advance if you plan to use your own laptop and if there are movies in your presentation. It is expected that all presentations will be from computers and displayed via projector, which will be available. If you require additional specific audio-visual needs for your presentation, please contact Frankie King (Vanderbilt) at (frankie.king@vanderbilt.edu).

Should you have questions or experience technical difficulties accessing any of the CPS VO sites, please contact Frankie directly or the meeting organizers at cps-pi-mtg[@]cps-vo[dot]org.