Workshops are an important part of IEEE AIxVR and complement the main program. They offer the opportunity to discuss topics related to AR/VR and AI more focused, explore new research directions and novel applications, and provide excellent opportunities for networking. Workshops should have a call for papers and therefore typically feature several regular paper presentations. These can be complemented with other activities such as invited talks, panels, demos, roundtables, and hands-on sessions.

Special sessions provide organizers with an opportunity to host a session about a dedicated topic related to the conference as part of the technical program. Organizers are expected to recruit submissions, invite speakers, and take other related actions to organize their sessions. They should have a separate call for papers and typically feature at least four paper presentations, which can be complemented with other activities, such as invited talks or panels.

Date and duration: Workshops and special sessions are integrated into the main event taking place Jan 25-27. They typically take place in parallel sessions in the afternoons of all three conference dates. Special sessions typically occupy one time slot (ca. 1-2 hours). Workshops can take place on a full afternoon or half of it. Due to the integration of these events into the main conference, there is no separate workshop registration, but attendees must register for the whole conference. Likewise, all conference attendees can attend all workshops and special sessions.

Publication: Accepted workshop and special session papers can be submitted for inclusion in the IEEE Xplore Digital Library as part of the conference proceedings published by IEEE Computer Society Press if they are thoroughly reviewed by at least two experts. Invited papers can be published as well if reviewed according to the same criteria. Organizers must take note of the required time schedule listed below and make sure to plan sufficient time for review and potential revisions. Authors must register (one full author registration per accepted paper) and present their work at the conference or remotely to have their paper included for publication.

If you have any related questions, or just want to get more information and exchange possible ideas, please get in touch with the workshop co-chairs (aixvr-2027-workshops@googlegroups.com).

Proposal submission information

If you are interested in organizing a workshop or special session, kindly refer to the information below and submit a proposal addressing the following aspects. Please use the proposal template (see Proposal submission instructions below) — its sections correspond one-to-one to the following items:

1. Title, acronym, and topic: Please add a few words on the intended topic and focus of your event. See the Call for Papers for potential topics of interest. Innovative topics that go beyond these areas of interest but still fit with the overall theme of the conference (AI & XR/VR) are welcome and encouraged as well.
2. Organizers and chairs, primary contact: Please provide the organizers' names, affiliations, and background and who will be the primary contact and attending the conference to host the event. Note that there are no free registrations for organizers, but at least one of them is expected to register for the conference and host the event. Organizers are welcome to submit papers to their own workshop or special session if the standard blind review process is guaranteed.
3. Type of the event: Let us know if you want to organize a workshop or special session (see description above for differences). IEEE AIxVR is a physical first event, meaning we expect participants to join on location but acknowledge that issues such as visas and limited mobility may prevent authors from traveling to Canada. If you anticipate this for your workshop or session and prefer a hybrid setup, please let us know.
4. Expected duration & size, potential participants: Please specify the expected duration and an estimate of the anticipated number of submissions and accepted papers. We encourage authors to compile a list of potential and committed authors or communities. Note that activities should occur in the same room and fit within the available time frames (see Date and duration above).
5. Content & structure: Please provide some information about the anticipated program of the event. Special sessions should feature a critical number of papers to fill said session. Workshops can be longer and feature other events, such as panels and hands-on sessions, but are expected to have a call for papers as well. We are not able to provide free conference registrations for keynote speakers, but inviting a guest speaker solely to the event is possible.
6. Review process and timeline: Please describe how submissions will be reviewed — the review model, the number of reviews per paper (at least two expert reviews are required for inclusion in the proceedings, including for invited papers), how decisions are made, and how conflicts of interest with organizers' own submissions are handled. List your intended or already confirmed program committee members, and state the paper format and length you will ask for. Your paper submission and notification dates must fit within the schedule above.
7. Publicity plan and special requirements: Please outline how you will distribute your call for papers and reach potential authors, and who will maintain the event website. Let us know about any room or equipment needs beyond the projector, screen, and standard sound that are provided by default.

If you have any questions, please contact: aixvr-2027-workshops@googlegroups.com