IIRW 2007 AUTHOR INSTRUCTIONS FOR ORAL PRESENTATIONS

Accepted abstracts will receive an acceptance letter with the following instructions:

YOUR FINAL MANUSCRIPT AND SIGNED IEEE COPYRIGHT FORM ARE DUE AT THE WORKSHOP

LATE PAPERS

Authors of late papers will be notified by September 15^th, 2007. You are not required to submit your viewgraphs for inclusion in our IIRW Handout Booklet. Your final four-page (maximum) manuscript will be included in the 2007 IIRW Final Report. Please follow the following steps for your preparation of viewgraphs and final manuscript.

SCHEDULE OF EVENTS

IIRW produces two high quality publications:

• Handout Booklet: contains viewgraph presentations, abstracts, and author bios, must be completed in time to be available to the attendees at the start of the workshop; your final viewgraphs are due on 9/14/07. This requirement is not applied to late papers. Viewgraphs of late papers will not be included in the IIRW Handout Booklet.

• Final Report: contains full manuscripts from all presentations, in order to ensure timely publication, your final manuscript is due at the workshop, 10/15/07. (If you are unable to provide a final manuscript by this time, your original two-page presentation proposal will be substituted.)

In the following table you will find a short list of critical milestones for preparing your 2007 IIRW Presentation Viewgraphs and Final Manuscript. In order to complete the job, we need your help in adhering to these deadlines.

*Earlier submission is welcome and appreciated!

The consultants responsible for printing the Handout Booklet and the Final Report are:

        Roy and Becky Walker
SAR Associates                         Phone: 315-339-3968
301 N. Madison Street                 Fax: 315-336-9134
Rome, NY 13440                         Email: irw@twcny.rr.com

HANDOUT BOOKLET (GIVEN TO THE ATTENDEES AT THE WORKSHOP)

What we need:

 Your presentation package for the Handout Booklet should include (1) a Title/Abstract/Biography page and (2) your presentation viewgraphs. The Title/Abstract/Bio page should include the presentation title, authors, affiliation and address information, (including mailing address, phone, fax and email), a 200 word maximum abstract, and a one-paragraph biography of the presenting author. Please see "Visual_Example.pdf”.

 Electronic files of your viewgraph presentation and title/abstract/bio page should be submitted to your mentor and, after approval, sent to SAR Associates for inclusion in the Handout Booklet by the above defined dates. Please ensure that the paper format is set either to (i) 8.5x11 inch paper or (ii) A4 paper with the margins set to fit an 8.5x11 format. Potential issues with electronic submissions are font and graphics rendering problems that may go undetected without a (hard) copy to proof against. To ensure the printers can detect and resolve such problems an additional PDF version (fonts must be imbedded, see instructions of Distiller for correct settings) of the PPT-file or a high quality fax (+1 315-336-9134) is required.

Viewgraphs guidelines:

Authors are requested to conform to the following guidelines for their presentation.  (These guidelines are intended to provide for suitable projection in the meeting room at the workshop, as well as uniformity and readability after reduction and inclusion in the Workshop Handout Booklet, which will be given to all participants at the start of the Workshop. Please see Example)

• Prepare viewgraphs for electronic presentation (Microsoft PowerPoint 97 (or later) file including all visuals, maximum number: 20). Color viewgraphs are acceptable. All viewgraphs should have a landscape (horizontal) orientation. As presentation backup a complete set of overhead transparencies is advised. You may also bring hard copies of the visuals for poster presentation.

• Choose a simple, bold font, readable on hard copy from a distance of 2 meters (20-pt. size). Note that in the Handout Booklet, the viewgraphs will be reduced to accommodate between 2 to 6 per page. Text and graphics should remain clear when printed in black and white and after reduction.

• Do not include Logos or names of your employer or university on any of the viewgraphs, except for the title viewgraph.

• Please strive for simplicity and clarity in your viewgraphs.

MANUSCRIPT INSTRUCTUIONS FOR FINAL REPORT

Manuscript due at WORKSHOP Oct. 15, 2007

The following items must be given to your session chair at start of workshop:

• One (1) clean original of your camera ready final manuscript.
  (See detailed Final Manuscript preparation instructions and WORD template, IRW_Instr_FR_2007.doc. Please follow these instructions carefully.)

• Electronic media version: MS Word

• Electronic media version: color (optional) pdf file for the CD-ROM and IEEE Xplore. IEEE desires PDF files that are viewable on a broad range of computers and download reasonably quickly regardless of connection speed. Refer to the latest IEEE PDF Specification. PDF files are no longer viewed as compliant or compatible. Instead the PDF files must have all the required characteristics. You can use IEEE PDF eXpress to generate your PDF files. Please refer to the following link for instructions: Special Instructions for PDF Submissions

• ***Signed IEEE copyright form ***

NOTE: IF WE DO NOT RECEIVE YOUR FINAL MANUSCRIPT AT THE WORKSHOP, THE ORIGINAL PRESENTATION PROPOSAL YOU PROVIDED WILL BE SUBSTITUTED.

QUESTIONS & ANSWERS (Due Oct. 27, 2007)

In the linked example file, "Final_Report_Ex.pdf" you will note a Questions and Answers Section at the end of the work. These are questions that were asked during the presentation. Questions will be recorded during the presentation and given to the presenter afterwards. This will aid in the preparation of the Questions and Answers Section. Please provide the Questions and Answers in text form via email to SAR by 10/27/07. Please identify the paper title, main author, and paper number in this email submission and use the subject: International IRW07 Q&A. Again: this should be a separate Q&A-only text email. Your final paper was due at IRW 2007.

If you wish additional help please contact your mentor or session chair. They can help you ensure that your Final Report submission conforms to the agreed guidelines. While your mentor is your first point of contact, please contact us with any questions. As you see, our schedule for completion of the report is very tight. We are counting on your efforts in helping us meet the deadline. Thank you in advance for your assistance in completing the 2007 IIRW Final Report in a timely manner.

Regards,

Note: Some of the attached files are in adobe acrobat (pdf) format. A free reader can be downloaded from here.