Guidelines for Paper/Poster Presenters
[ Technical Session Presenter Guidelines | Poster Session Presenter Guidelines ]
Congratulations! Your abstract has been selected for presentation at the 2007 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 2007 technical and poster
session presenters using audiovisuals and/or submitting a
formal paper for inclusion in the proceedings must sign a
COPYRIGHT
RELEASE (pdf, 11kb) form. Please fax to CTE (attn:
Katie McDermott) at 00+1-919-515-8898 or turn in at conference
check-in. Thank you.
MAIL TO:
U.S. Mailing Address:
ICOET 2007 Proceedings
c/o Center for Transportation and the Environment
North Carolina State University, Box 8601
Raleigh, NC 27695-8601
Express Courier Address:
ICOET 2007 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 2007 program committee or by a representative
of the conference co-host, Arkansas State Highway and Transportation
Department. The moderator of each session is listed in the
preliminary program. The moderator should contact
his/her session presenters by April 20, 2007, 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 April 20: 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 2007 program. Please send you
paper submission to Katie
McDermott (919-515-8034).
- By May 3: 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 Carol
Zarker (919-515-8657).
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, if 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. Please minimize use of
animations; PPT files should not exceed 10 megabytes (that's
10,234 KB) in size. Make sure your text contrasts effectively
with the background and that the point size is not
smaller than 24 point type! Your PPT slides should
be legible to 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
Peabody Hotel at your own expense.
POSTER SESSION
Overview
Each poster session will contain a unique set of posters.
Set up will begin at 10:00 a.m. on the day of the session
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 (long straight pins recommended), 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 (via email or FTP server) by April 20, 2007:
- 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 2007 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.
Packages may be delivered to the hotel three working days
prior to the date of the function. The hotel, prior to shipping,
must approve packages or materials of excessive weight or
value for the receipt. The Peabody Little Rock will assess
a charge of $3.00 per package/per day for all items received
more than three days prior to the arrival of the group or
stored for longer than three days after the group’s
departure. Should special arrangements be necessary, please
contact the hotel conference services manager (Phone: 501-906-4000).
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 April
20, 2007. If you do not submit a paper or an updated
abstract by the deadline, your original abstract will be included
instead. Please refer to the Guidelines
for Authors for more information.
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