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Guidelines for Paper/Poster Presenters
Go directly to Technical Session Presenter Guidelines.
Go directly to Poster Session Presenter Guidelines.
Congratulations! Your abstract has been selected for presentation at the 2005 International
Conference on Ecology and Transportation. Please review the following guidelines to assist you in preparing your presentation(s) for the technical
session and/or poster session. For more information, contact: Katie McDermott, CTE technology transfer director,(919) 515-8034,
kpm@unity.ncsu.edu. Katie will be your start-to-finish point of contact for any questions you may have regarding your formal
presentation and/or use of audiovisuals. Thank you for your cooperation!
NOTE: All ICOET 2005 technical and poster
session presenters using audiovisuals and/or submitting a
formal paper for inclusion in the proceedings must sign a
COPYRIGHT
RELEASE (pdf, 8kb) form. Please fax to CTE (attn:
Neil Koomen) at 00+1-919-515-8898 or turn in at conference
check-in. Thank you.
MAIL TO:
U.S. Mailing Address:
ICOET 2005 Proceedings
c/o Center for Transportation and the Environment
North Carolina State University, Box 8601
Raleigh, NC 27695-8601
Express Courier Address:
ICOET 2005 Proceedings
c/o Center for Transportation and the Environment
NCSU Centennial Campus
909 Capability Drive, Suite 3614D
Raleigh, NC 27606
TECHNICAL SESSION
Overview
All technical sessions are listed in the preliminary program.
In general, presenters are asked to make 15-minute presentations,
and allow an additional five minutes for questions and answers.
Each technical session is being moderated either by a member
of the ICOET 2005 program committee or by a representative
of the conference co-hosts, Caltrans and the UC-Davis Road
Ecology Center. The moderator of each session is listed in
the preliminary program. The moderator will contact
his/her session presenters by no later than July 27, 2005,
to discuss logistics and other items. At that time,
technical session presenters are expected to inform the moderator
of any changes needed to his/her presentation listing(s),
including author name(s), paper title(s), &c.
Submission Requirements
Technical session presenters are required to pre-register for the conference and to submit the following:
- By August 19: an electronic copy of
your PowerPoint presentation (if applicable) to be pre-loaded
on the conference laptop assigned to your meeting room.
(Please remember to bring with you a back-up of your presentation
on CD-ROM!) Please send your PPT file to Cynthia
McBride (919-515-8657).
- By September 9: your paper for publication
in the final proceedings (see Guidelines
for Authors), along with a signed copyright
release form, indicating we have your permission to include
your materials in the conference, the published proceedings,
and all other printed and electronic documentation generated
from the ICOET 2005 program. Please send you paper submission
to Neil Koomen
(919-515-8623).
Use of Audiovisuals
Technical session presenters will have access to a podium and microphone, video projector, Windows XP PC laptop (w/CD-ROM drive), and projection screen in each meeting room.
A speaker-ready room for reviewing audiovisuals will also be available for the duration of the conference.
If you have any audiovisual needs beyond these, please contact CTE.
Please note the following guidelines:
- Plan on preparing one slide per minute of presentation. In other words, since your presentation time allotment is 15 minutes, you should not exceed approximately 15 PPT slides.
- Make sure any high-resolution photos or graphics that you plan to incorporate into your PPT file are formatted for
computer screen resolution, not print resolution. Please minimize use of animations; PPT files should not exceed
10 megabytes (that's 10,234 KB) in size; and make sure your text contrasts effectively with the background and
that the point size is not smaller than 22 point type! Make sure your PPT slides can be viewed by a large audience
(~200-500 people).
- CTE will not provide handouts of presentations at the conference. If you would like to provide handouts of your presentation to the audience, you will need to plan to either bring them with you or have them copied at the Hilton San Diego Resort at your own expense.
POSTER SESSION
Overview
Due to the record number of abstracts received for the 2005 program, two (2) poster sessions have been scheduled for Tuesday,
August 30 (1:30 - 5:00 p.m.) and Thursday, September 1 (1:30 - 5:00 p.m.). Each poster session will contain a unique set
of posters. Set up will begin at 10:00 a.m. and must be complete by 1:00 p.m. Poster presenters are required to remain with
their posters for the duration of the session to which they are assigned.
Each poster display booth will consist of one six-foot-long
skirted table and a shared, double-sided, freestanding backboard (6-8' long x 4' high) that rises 4' above
the skirted table and is suitable for hanging banners, posters, &c. Outlets and high-speed Internet
connections are limited, and available for an additional fee on a first-requested, first-received basis.
Presenters should bring their own tape, pushpins, and similar supplies.
Submission Requirements
Poster session presenters are required to do the following:
- Pre-register
for the conference
- Make travel
arrangements and hotel accommodations
- Submit in electronic format by September 9:
- An updated abstract (or paper) of the poster presentation (in MS Word format),
including a presenter bio with address/phone/fax/email
information, along with a signed copyright
release form, indicating we have your permission
to include your materials in the conference, the published
proceedings, and all other printed and electronic
documentation generated from the ICOET 2005 program.
- PowerPoint presentation or other audiovisual used in the poster display (if applicable)
For each poster presentation, the conference Web site and proceedings will include a condensed abstract (or paper), presenter bio, and, if applicable, an HTML or PDF version of any audiovisual used.
Shipping and Receiving
Poster presenters are responsible for any shipping and handling charges related
to their display materials. Packages must be sent with shipping
charges PREPAID. Collect shipments cannot be accepted. Shipments
must arrive at least one to two weeks prior to the conference
start date.
(PLEASE NOTE: The Hilton San Diego Resort at Mission Bay
does not have storage capacity for poster materials. Classic
Convention Services is under contract to provide
drayage service for ICOET 2005. Please direct any inquiries
regarding shipping and receiving to Leah Cafagna
of CCS at 858-496-9700.)
Please ship your poster materials to CCS and use the following
form to submit your drayage request:
Classic
Convention Services Drayage Form (pdf, 10kb)
Shipments originating from countries other than the U.S.
must be cleared through customs. Please call the Official
Customs Broker for additional information. Please note that
it is the exhibitor's responsibility to assure clearance
through customs.
Setting Up and Manning Your Poster Display
You may set up your poster display between 10:00 a.m. and 1:00 p.m. the day of the poster session. The poster session runs
from 1:30 - 5:00 p.m.; poster presenters must remain with their poster for the duration of the session. All poster displays
must be taken down by 6:00 p.m.
Submitting a Paper for the Proceedings
Poster session presenters must submit either a formal paper or an updated abstract for inclusion in the final published conference
proceedings. Papers/abstracts must be received no later than
September 9, 2005. If you do not submit a paper or an updated abstract by the
September 9 deadline, your original abstract will be included instead. Please refer to
the Guidelines for Authors for further information.
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