Guidelines for Paper Authors

 

 

1.    Get your papers cleared early! Clearance can take several weeks, depending on your organization's release process. Keep in mind that the approval cycle will be longer if you have ITAR issues. The conference does not accept responsibility for paper release and clearance authorization. This is your responsibility as an author.

 

2.    Use SI units. See the attached SI units summary and usage guidelines, or find definitions, rules, and style conventions at the National Institute of Standards and Technology SI units web page at http://physics.nist.gov/cuu/Units/index.html

 

3.    Use videos whenever possible.

 

4.    It is okay to include more recent data in your presentation than is contained in the paper. This assures that the presentation is as up-to-date as possible. New data can be placed with the paper preprints for distribution during the conference.

 

5.    Repeat questions from the floor for the benefit of the rest of the audience.

 

6.    Company advertising IS NOT allowed in your paper or in your presentation.

 

7.    No printed papers are required prior to the conference. However, bring with you to the session:

 

·         ~150 copies of the paper for distribution during the conference 

 

·         The typed originals (for the conference proceedings) and softcopy on CD/ROM with PDF format (MS-Word acceptable)

 

·         Proceedings will also be published on CD-ROM with the bound hardcopy. Authors must provide a PDF format softcopy of the paper for inclusion on the CD-ROM.

 

·         Papers should be kept to a maximum of 20 pages.

 

·         It is recommended that copies of papers be hand carried, but shipping to Beaver Run Resort is also available. See the Beaver Run Shipping link for more information.

 

·         For presentations, an overhead projector as well as LCD Computer projector are provided as standard. Audio Visual Equipment is also available for rental. Please advise the Local Session Chair of any additional Audio Visual needs.

 

 

Presentation guidelines:

·         Be sure that your viewgraphs are kept simple, and are readable from an acceptable distance. Use as many pictures as possible. Keep illustrations large and legible for a large conference room.

 

·         Font size for viewgraphs should be kept large, 16 point minimum.

 

·         Show the significance of the work.

 

·         Present your viewgraphs electronically if possible (a computer with Powerpoint and Adobe Acrobat will be available). Have someone work the viewgraphs, whether electronic or on the overhead projector, for you. The Local Chairperson may be able to assist. Bring your presentation soft copy on CD/ROM and bring hardcopy viewgraphs as a backup. Presentation soft copy should be compatible with Microsoft Windows 2000 operating system and with Microsoft Office/PowerPoint 2000. Acrobat PDF files are also a preferred format for soft copy presentations.

 

·         Do not have slides that are not in the paper, except where they provide more up-to-date information. Otherwise, the audience will be leafing through the paper trying to follow you.

 

·         Allow time for questions. Presentations are to be limited to 20 minutes including questions; dry run them for timing.