November 2-5, 2008
ADASS XVIII Home > Conference Information > Instructions

Presentation Instructions

Oral Presentations

A video projector and computer will be provided for every oral session. You may not use your own computer -- a Mac with Microsoft Office/OpenOffice,Adobe Acrobat Reader and Keynote will be provided for all presentations. PowerPoint, OpenOffice, Adobe Acrobat/PDF or Keynote are the required formats. You must provide your electronic file to a LOC member on a USB drive (memory stick) or a CD-ROM no later than 30 min prior to the start of the session on the day of your talk. Timely transfer of your file to the presentation computer is essential to verify that there are no problems with your presentation, and to avoid delays between talks. No overhead projector will be available.

There are two categories of oral presentations: invited and contributed. The time allocations are as follows:

  Time Allocation
Category Presentation Questions
Invited 25 5
Contributed 12 3


Note: The chair of each oral session is responsible to maintain the right timing for each presentation.

Note: The Program Organizing Committee has made the final determination regarding acceptance and the content of the program. Please consult it. Those papers that are accepted but cannot be accommodated as oral presentations will be accepted as posters instead. Please notify the LOC if you want to remove your contribution as early as possible.

Poster Presentations

Poster papers will be displayed on panels (free-standing bulletin boards) for the entire duration of the conference. The available area will have an approximate size of:

  • width: 1 meter
  • height: 1 meter. It will be possible for a poster to extend below the bottom of the board.
Authors are encouraged to include a small picture of themselves on their poster to facilitate interactions with other attendees. Note: There will not be flat table space or chairs next to the poster areas. Authors will have access to the display area on the Sunday afternoon and evening prior to the start of the conference to affix their poster to the assigned space. They are also responsible to remove their posters from the board at the end of the conference otherwise they will be recycle (Wednesday, 16:00)

Note: The posters will be attached to the poster boards with small Velcro pieces which will be freely available.

Exhibit Floor Demo Presentations

Exhibit Floor demonstration sessions will run concurrently with the poster sessions (in the same room) and allow presenters to demonstrate software or network-based services (e.g., VO services or web sites).

For your demo, you will be provided with:

  • a table
  • two chairs
  • a board with at least 1 square meter of space for poster materials, located behind the table
  • power supply (AC: 120V, 60Hz)
  • a wireless/ or wire Internet connection

Note: You have to brind your own equipment including any security device. Security will be provided for the demo room during hours that the demo room is open but I am afraid but we cannot be responsible of any problems.

Focus Group Demo Presentations

Focus Groups are allocated a 30 minute block of time in the oral program, in a private meeting room. For your demo, you will be provided with:

  • Digital Projector
  • Screen
  • Podium
  • Internet Connection (DHCP)

If you have special requests concerning your demo, please contact the LOC. We are now actively working on the schedule. But they are traditionnally scheduled during each coffee breaks.

Policy

All contributors must adhere to the ADASS presentation and publication policy. Read the complete policy. Notable among the policy provisions are:

  • The first author is the presenting author, and must attend the conference
  • Registered attendees may present only one paper, be it oral or poster
  • Attendees or collaborators may be co-authors on any number of presentations
  • Presentors may also contribute one demo
  • Only papers that are presented at the conference will be published in the proceedings

Policy provisions will be strictly enforced.

PASP publications

Submission Deadline: 25 January 2009

The Proceedings of the ADASS XVIII meeting will be published by The Astronomical Society of the Pacific, and one copy is included as part of the registration fee. To ensure prompt publication of the Proceedings, please submit your paper by the deadline and follow the instructions below. You may contact the editors if you have questions regarding your manuscript publication.

You must complete the ASP copyright form! Authors of all presentations must complete the copyright agreement with the publisher, and the form must be returned to the proceedings editors before your paper can be accepted for publication. Authors must conform to the copyright policy of the proceedings publisher. If you did not complete a copyright form at the meeting, please retrieve the form, fill it out, and fax it to David Bohlender at +1 250 363 0045

Proceedings Editors

The proceedings editors are: David Bohlender, Patrick Dowler and Daniel Durand. You may contact them via e-mail at their respective email address. (david.bohlender@nrc-cnrc.gc.ca, daniel.durand@nrc-cnrc.gc.ca, patrick.dowler@nrc-cnrc.gc.ca)

Page Limitations

Invited Oral Papers:10 pages
Contributed Oral Papers:4 pages
Poster Papers:4 pages
Demonstrations:4 pages
BOF:2 page summary only

Checklist for Paper Submission

  1. Retrieve and fill up the copyright form from the ASP site and send it to the editors via fax (+1 250 363 0045) or email (any of us).
  2. Retrieve the instructions, LaTeX template, ADASS style file and sample file from the This web site.
  3. You should prepare your paper following the template instructions. You will find all details and examples in the authors instructions contained in the author kit mentioned above.
  4. Include an abstract. Papers without abstracts will be returned to the authors for correction.
  5. All illustrations must be provided electronically in EPS format.
  6. Note the page limits specified above. Page limits will be strictly enforced and papers exceeding this limit will be returned to the authors for correction.
  7. Check your paper carefully and make sure it processes through LaTeX without error.
  8. Use a spell checker!

Now you are ready to submit your paper.

  • If you have not already done so, send the ASP copyright assignment form to the editors via FAX.
  • Adhere to the following convention for naming your files: Identify the LaTeX copy by using the paper identification code, e.g., O4.1.tex. Any EPS files should be identified in a similar way, e.g., O4.1_1.eps, O4.1_2.eps.
  • Upload the LaTeX copy of your manuscript along with any associated electronic figures (in EPS format) to a subdirectory of this directory on the adass.org ftp server:
    ftp ftp.hia.nrc.ca
    name: adass2008
    password: bonnuit2008
    mkdir YOUR_PAPER_ID" (e.g. O4)
    cd YOUR_PAPER_ID (i.e. cd O4)
    put YOUR_PAPER_ID.tar or mput YOUR_PAPER_ID*.*

    Important: Create a subdirectory whose name is the paper identification code. Use upper case for letters. Examples: O3.1, P1.23, D1.7, B1.1 Change directory to this new directory, and upload your files. You can also group the individual files of your contribution in a tar file, named YOUR_PAPER_ID.tar (Ex: O3.1.tar)

Electronic manuscripts must be received no later than 25 January 2009 in order to be assured publication in the Proceedings.