Authors Guidelines

Dear Speaker,

 

The Organizing Committee of the ASPS / IQUAM Transatlantic Innovations Meeting will do their utmost to help speakers for their presentations and to facilitate their arrival and stay at the Congress. Please take a few minutes of your time to read the following which will present you the on-site organization of the Meeting for the smooth running of the sessions.

In order to match with the most recent technology, the conference room will be equipped with A SINGLE Video-projector (LCD for computer assisted presentations, ie. PowerPoint).

For the general organization, after having pick-up his badge at the Welcome desk, each speaker should go to the PRE-VIEW ROOM, located in room 131.

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The preview room will be open as follows :

• Saturday April 4th, 2009 from 4:00pm to 7:00pm
• Sunday April 5th, 2009 from 7:00am to 7:00pm
• Monday April 6th, 2009 from 7:00am to 7:00pm
• Tuesday April 7th, 2009 from 7:30am to 6:00pm

All presentations must be in English.

 

Each speaker should also verify in the final program that the time of his session has not changed.

 

Speakers should be in the conference room 15 minutes before the beginning of his session and meet with the Chairpersons. Please, follow strictly the instructions of the Chairpersons, especially with regard to the time allotted to the speech: do not go over the time limit. Microphones will be switched off when the time is over. Remember to speak directly into the microphone at a suitable speed for everybody! You will find a laser pointer on the lectern to help you pointing out your slides if necessary. Please do not leave with it!

 

Qualified personnel will act as liaison between speakers and projectionist: speakers will not have access to the projection room; therefore speakers must go to the PRE-VIEW ROOM to hand in their computer assisted presentation that will be handed over to the projection room on time.

 

The speaker is entirely responsible for the order, the loading and the pre-projection of his/her computer assisted presentation, using the equipment made available by the organisers.

DON'T FORGET

. Please meet with your chairman before the session to make sure everything is in order.

. Respect your time of presentation and do not go over the time limit.

NOTE:

. The sessions will not be recorded.

1/ ORAL PRESENTATION INSTRUCTIONS

1.A. FOR YOUR COMPUTER ASSISTED PRESENTATION (POWERPOINT STYLE)

To avoid delays caused by switching computers at the platform, booting-up computers and potential compatibility problems, the Organizing Committee has made available to speakers the standard A/V system used in the convention sector.

 

There will be a master computer in the conference room and to ensure smooth transition between speakers and appropriate audiovisual technical support, the Organizers request that speakers do not plan on connecting their laptop to the LCD projector (Barco type), nor even bring their own LCD's. Every speaker has to go to the Pre-View room beforehand to bring his PowerPoint presentation.

1.B. Format - Presentation

Please prepare your presentation using Microsoft PowerPoint (supported program versions are specified below).

1.B.a. Supported versions of Microsoft PowerPoint:

Only Presentations for PC's (Windows 2000/XP/Vista configurations) and PC's compatible equipped with:
. PowerPoint 2003 (v.11) patched with latest 'Service Pack'
. PowerPoint 2007 (v.12) patched with latest 'Service Pack'

 

If you plan to create your presentation using Microsoft PowerPoint on Apple computers, be sure to check every slides of your presentation on a PC (Microsoft Windows based computer).

1.B.b. Presentation file name:

When saving the presentation, Mac users must add behind the file name, the '.ppt' extension (Mac PowerPoint 2004) or '.pptx' extension (Mac PowerPoint 2008).

1.B.c. Presentation file size:

The presentation file size should not exceed 100 MB (Megabytes).
This size includes any file linked e.g. video files.

1.B.d. Fonts:

If you don't know how to embed fonts in your PowerPoint presentation, be sure to use only the fonts listed below:

• Arial
• Courier
• Courier New
• Geneva
• Georgia
• Helvetica
• Times
• Times New Roman

1.B.e. Pictures:

All Pictures must be under the widely-used standard .jpg, .jpeg format (Join Photographic Expert Group).

 

Pictures must have a maximum resolution of 1024 by 768 pixels (width by height).

The resolution of the LCD projectors used in the rooms does not exceed 1024 by 768 pixels. So, at scale 1:1, embedding pictures above this resolution is useless and can make your presentation to run slowly.

1.B.f. Videos:

If you have video files attached to your PowerPoint presentation, they must be in the following format:

• .mpg, .mpeg (Moving Picture Experts Group, video codec MPEG1),
• .wmv (Windows Media Video, video codec version 8 or 9)

The format quicktime (.mov) is not supported. If you have such files, please export them in one of the formats listed above.

 

Do not forget, when saving your final presentation to CD or USB stick, to make sure to include your video files if any and all links to these multimedia files!

1.C. DEPOSITING OF FILE

Your computer file must be handed over to the personnel of the PRE-VIEW ROOM, either with a DVD, CD or a USB stick, as far in advance as possible to assure a smooth processing time. (The presentation for an early morning session should be for instance, if possible, handed over in the evening before).

 

In the PRE-VIEW ROOM, you will be assisted by our staff who will help you to download your presentation to the internal network. You will also be able to review your presentation and to verify that it has been transferred correctly to the network.

 

You should also keep with you a backup of your presentation (including all linked files) until your session is over.

1.D. IN THE MEETING ROOM

Your presentation will be sent directly to the meeting room through the internal computer network of the Congress. Your name will appear on the screen of the computer positioned on the lectern. You will just have to click on it for your presentation to start. If you don't feel comfortable with this, please ask the hostess in the meeting room to point out your presentation on the screen a few seconds before your turn and to assist you. The PC on the lectern is linked to a video-projector.

 

Once the presentation is launched, you, the speaker, will control the program. Clicking on the mouse or on the keyboard arrows', your computer assisted slides will go on as usual.

 

Please, do NOT come at the last minute with your own lap-top in the meeting room: you will NOT be able to connect it. Go to the PRE-VIEW ROOM beforehand. If you are delayed, we will inform the chairman of your session who will postpone your speech of a few minutes if necessary.

1.E. RESPONSIBILITY / AUTHORISATION OF USE OF PRESENTATIONS

We would like to inform authors that their consent will be requested to allow ASPS / IQUAM Transatlantic Innovations to upload the PowerPoint presentation on the Post Congress section of the meeting's official website www.transatlantic-innovations.org after the event. Of course if for any reason you do not wish to give such authorisation, your file will be automatically deleted from our system AT THE END OF THE MEETING.

2/ POSTER PRESENTATION INSTRUCTIONS:

2.A. Instructions for presentation:

The usable surface of the panel where you will have to fix your poster is 90 cm in width and 200 cm in height.

 

This panel is covered with white Veltonyl material: you can fix your poster with double-sided tape ONLY. The self-adhesive stickers will not work. The Organizers will have double sided tape at your disposal in the POSTER WELCOME DESK, within the Poster area. The poster area will be located in the Maison de la Chimie's main hall.

2.B. Installation and removal of posters:

Upon arrival, after having collected your badge from the Congress Welcome desk, please report to the POSTER WELCOME DESK, where you will be provided with the instructions as to the exact location of your poster.

 

There will be only 1 POSTER SESSION: Your poster will therefore be exhibited for the whole duration of the congress.

 

The posters MUST be installed on Saturday, April 4th, 2009 from 4:00pm to 7:00pm and on Sunday, April 5th, 2009 from 8:00am to 10:30am AT THE LATEST.

Poster should be removed on Tuesday, April 7th, 2009 in the afternoon from 2:00pm to 5:00pm AT THE LATEST.

 

The organizers are not responsible for loss or damage to those posters which are not removed by authors within the times of dismantling as indicated above. Posters not removed by their authors at the stated time, will be automatically destroyed.

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