• Guidelines For Oral Presentations
• Guidelines For Poster Paper Presentations
• Guidelines for Manuscript Preparation
• Detailed Manuscript Preparation Instructions
• IEEE Copyright Form
  • PDF Format
  • Word Format
  • HTML Format

Guidelines for Oral Presentations
The Presentation Formats and Equipment
Arrive early enough so that you can meet the Session Chair and projectionist. Familiarize yourself with the microphone, projection system controls, laser pointer, and other equipment. It is distracting and wastes precious time when a speaker fumbles with or misuses A/V equipment.

There will be up to three parallel sessions at any one time which are time-coordinated with each other to allow attendees to move between sessions to hear papers in different sessions. This means that your oral presentation has a fixed start and stop time as will be defined in the Program. Adherence to the following recommendations will minimize problems for you and the Session Chair in keeping each session on schedule.

Use PowerPoint Presentations with a projector

• Bring overhead transparencies as a backup
  • Powerpoint is the only choice offered at the conference
  • Each room will have a projector with a dedicated computer having a minimum of a CD-ROM reader and a floppy disc drive.
  • Preferred: Bring your presentation on a CD with you and attend the Speaker's Breakfast to find out how to get your presentation loaded onto the dedicated computer before your session starts (if you have*.avi, or similar animation files, have them colocated with your presentation file in a file folder)
• High risk option: Risk of losing some, or all, of your presentation time slot: Use your laptop with our ABCD Monitor switch
  • Laptop booted and running on the table at the front of the room before the Session starts (plug-in strip will be available)
  • Laptop confirmed as working with the projector before the Session starts
  • Again, bring overhead transparencies as a backup--or lose some or all of your time slot if something goes wrong

Overhead Transparencies - if you must use overhead slides (VU-graphs), expect to turn your own slides or arrange beforehand to have someone turn them for you. There will not be a technician available in each session.

Presentation:

• In addition to the body of the talk, present an introduction and a summary or conclusion. Include only information or data that can be properly explained. It detracts from the quality of a presentation to flash numerous graphs, equations, or tables on the screen in rapid sequence in an effort to squeeze a paper into its allotted time.
• There is No Excuse for Using More than Your Allotted Time. Please rehearse and time your presentation. It is a discourtesy to your audience, the Session Chair, and other speakers to exceed your allotted time. The Session Chairs will be notified of the meeting schedule and are instructed to adhere to it.
• Every time you display a new page the audience will need time to interpret it. Although you are familiar with the data, the audience will not be. Describe the abscissa, ordinate, units, and the legend of each curve.
• If the shape of a curve (or some other feature) is important, tell the audience what they should be looking for in order to grasp the point. They simply won't have time to figure it out for themselves.
• Put no more than 12 lines of text, or 4 curves on any one page
• Avoid lengthy tabulations of numerical data, if possible, and limit equations to those for which terms can be properly defined.
• Show no more than 1 page per minute of speaking time.
• Make letters big enough. Letters should be at least 6mm high on an overhead slide.
• Keep the material on viewgraphs within the illuminated area provided for most overhead projectors, normally 18 X 23 cm.
• Sequentially number all overhead slides in the lower left corner of the mount, on the side which reads correctly when viewed by hand.

Guidelines for Poster Paper Presentations
Planning:

• Use a few (i.e., perhaps 6 to 8) bullet-type charts, figures, tables, equations, etc. to indicate as well as highlight the important technical content of your paper. Simply posting the pages of the written version of your paper is not an effective Poster Paper Presentation.
• Provide an Introduction (outline) and a Summary or Conclusion for your Poster Paper Presentation.
• Be prepared to use your "Poster Paper Presentation" as the basis to briefly explain the work it describes and to answer specific questions from viewers.

Visual Aids (Good Practice):

• Poster Space: Plan on using an area which is approximately 1.2 X 1.8 meters (4X6 ft).
• The title of your poster paper should be done in block letters which are at least 8 to 10 cm (3 to 4 in.) high.
• All text must be easily readable from a distance of 1 to 2 meters. Make the lettering at least 1 cm high, anything smaller cannot be read from a distance of 1 to 2 meters.
• All graphs and charts should be at least 25 X 30 cm (approximately 8-1/2" X 11"), or preferably even larger.
• It is a good idea to sequentially number your materials. This will indicate to the viewer a logical progression through your Poster Paper Presentation.

Presentation:

• Arrive at least 30 minutes prior to the start of the Poster Session. This will also allow sufficient time to place your Poster Paper materials on the bulletin board which is provided for your use. Locate the bulletin board which has your Poster Paper number (e.g., P-1-1, P-2-1, ..., etc.) on it. NOTE: A card will be provided for the author to post the time that he will be present at his Poster Paper Presentation.
• It is very helpful to have on hand copies of the written (conference proceedings) version of your paper, as well as a supply of business cards for those viewers who may want to study aspects of your work in more detail. Some viewers may wish to contact you at a later date.

Guidelines for Manuscript Preparation

In order to publish the Proceedings in a timely manner, please submit the following at the Symposium registration desk:

1. an electronic version of the paper
2. a camera-ready hard copy in accordance with the instructions below. Your paper will not be reset or type set. Your camera-ready hard copy will serve as a backup to your electronic submission.
3. the corresponding author's name and email address must be included outside the storage area of the disk, and printed lightly with non-repro blue pencil on the back of the first page of the manuscript. You may also wish to include a telephone and FAX number, just in case we have a problem with your manuscript and must reach you in a hurry.
4. IEEE Copyright Form
   • PDF Format
   • Word Format
   • HTML Format

If submission at the Symposium is not possible, you must mail your manuscript to Synergistic Management Inc., 3100 Route 138, Wall Township, NJ 07719, to arrive no later than 28 June 2002. Manuscripts received after this date will not be published in the Proceedings.

Authors should submit their paper on a CD-R or CD-RW disk. Other acceptable data storage types are zip 100 media, and 1.44 MB floppy disc. The preferred storage medium is CD. All CDs must be closed and labeled before submission.

The labeling should include not only the corresponding author's name and email address but also the file name, and the original OS environment in which the data was created (i.e. Windows95, Win2000, WinMe, WinXP, Unix, Linux, MacOS 7.5, MacOS X, OS/2, etc.) Please use the following file naming convention; e.g., if the paper number is P1A-14, then save the .doc file as P1A-14.doc.

It is faster to process material that is *not* compressed; therefore uncompressed data is preferred. When material is submitted in compressed data format, it should be compressed in: .tar, .zip, .bin, .hqx or self-extracting executables only.

We suggest that the material submitted on CD media be tested for disc errors on a computer other than the computer that was used to make the CD.

All CD-R and CD-RW media should be "closed" at the end of the recording process to help ensure that data can be read in other computing environments.

Authors should scan their material for viruses and Trojan horses prior to submission.

File Preparation

Please use MS Word for preparing your manuscript. All documents should be checked for proper spelling, grammar, and punctuation.

Electronic files should not contain superfluous information such as: page numbers, headers, footers, time stamps, date stamps, proceedings venue stamp, or any other superfluous information, including author credits (on any page but the first, excluding bibliographic references).

Fonts and Font Usage - In order to help ensure that documents are portable and uniform, please use only the following fonts: Roman, Times New Roman, and Symbol

Embedded Images/Image Files

1. All color and grayscale images which are imported into the document should be *at least* 144dpi, and if they are in a compressed format, the image quality should be set to "medium" or higher
2. All monochrome images must be *at least* 300dpi

Security and Read-Only Formats-Documents should not have any security features nor should they be submitted in a read-only format.

Page Limit Policy: Contributed papers are limited to 9 pages; Invited papers are limited to 14 pages

Papers that exceed the limit will cost the authors $200 for each page over the limit. For over-length papers, a check must accompany the paper at the time of submission (e.g., a $600 check must be enclosed with a 12 page contributed paper). Papers exceeding the limit and which are not accompanied by a check will be returned to the author(s), unpublished.

Remember to sign and include with your transmission the IEEE Copyright Form. Your manuscript cannot be published without it.