2012 IEEE International

Information for authors


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Presentation Instructions

There are two presentation formats for the 2012 IEEE International Symposium on Antennas and Propagation and USNC/URSI National Radio Science Meeting: Interactive Forum and Oral Session presentations.  If you do not know the particular format for your paper, please consult the advance program (http://www.aps-ursi.org/2012/program/). Guidelines for both formats are given below.

If you cannot attend and cannot arrange for someone else to present your talk or poster, please contact the Technical Program Chairs (tpc@2012apsursi.org) immediately so that the paper can be withdrawn.  Papers must be presented in Chicago in order to be included in the final proceedings of the conference. As required by IEEE, AP-S papers that are not presented will not be posted in the conference proceedings on IEEE Xplore.

Interactive Forum (Poster Session) Presentation

The Interactive Forum provides an opportunity for authors to engage in informal one-on-one and small group discussions with attendees and to provide customized dissemination of their work.  The venue for the Interactive Forum sessions will be River Exhibition Hall B located on Level 1 of the Sheraton Chicago Hotel and Towers.  A rectangular board 2.44 m wide and 1.22 m in height (8 feet by 4 feet) will be assigned to each paper. Materials for attaching your poster to the board will be available in the River Exhibition Hall B. Your poster should fit within a width of 2.36 m and a height of 1.14 m (7 feet 9 inches by 3 feet 9 inches). Note that electronic presentation aides are not provided for the Interactive Forum, and there will be no access to electric outlets in the Exhibition Hall.

If you have not previously participated in a poster session of any form, we recommend that you review a basic instructional video available on the University of Wisconsin Materials Research Science and Engineering Center web site (http://mrsec.wisc.edu/Edetc/research/communication04.html).

A PDF with tips on designing an effective poster is also available on that site (http://mrsec.wisc.edu/Edetc/research/slides/Hagness-posters.pdf).

Your poster should be easily readable at a distance of 1.5 to 2 m (5 to 7 feet) from the board. A sans serif font is recommended with a font size that is no smaller than 28 points (48-80 points for the title, 40-48 points for author and affiliations and other major headings). Table and figure captions, references, and acknowledgments can have slightly smaller font sizes (e.g. 24 points).  Note that an effective poster is not an enlarged version of your paper. Graphical elements take on increased significance in the poster format and should be used accordingly. The content on your poster should be arranged to be viewed from left to right and from top to bottom.  We recommend that you use numbers to order the sections of your poster, so that the content may be easily navigated by the viewer. 

Document Technologies Inc. (http://www.dtiglobal.com/), a local color poster printing service provider in Chicago, has agreed to offer discount pricing to those attendees wishing to upload their posters, preview and pay for them online, and have them delivered for no additional cost to the Sheraton Chicago Hotel and Towers, the conference hotel.  Details about this service are available here: http://s15.a2zinc.net/clients/ieee/apsursi2012/public/Content.aspx?ID=104&sortMenu=102011.

Interactive Forum sessions will be open to attendees between 10:00 am and 5:00 pm.  Authors should set up their posters at their assigned location between 9:00 am and 9:30 am on the day of the presentation.  Boards will be labeled with the Interactive Forum Paper IDs (e.g. IFXX.Y, where XX is the session number and Y is the paper number within the session).  Authors must be present at their posters for the first two hours of the session (10:00 am – 12 noon) to discuss their work and answer questions.  All AP-S papers in the Interactive Forum must be presented in person at the symposium in order to be included in the published proceedings archived in IEEE Xplore

The session chair(s) for your session will have a Feedback Form where they will mark whether or not your paper was presented during the session. If the Form indicates that the paper was not presented, it will be automatically withdrawn from appearing in IEEE Xplore. Thus, during your session, please approach the session chair and make sure that he/she has marked your presence.

Poster papers should remain up until 5:00 pm on the day of the presentation, at which point the poster should be removed from the board to clear out the space for the next day’s Interactive Forum.

Oral Session Presentation

All oral session presentations have been allocated a 20-minute time slot.  The presentation, questions, any discussion, and the transition to the next presentation must all occur within the 20-minute time slot. It is strongly recommended that speakers plan on a 15 minute presentation to allow 5 minutes for questions; speakers typically cover at most one to two slides per minute.

All AP-S papers in oral sessions must be presented in person at the symposium in order to be included in the published proceedings archived in IEEE Xplore.

Each session room will be equipped with a personal computer (Windows OS) running Microsoft Office 2010 and the latest version of Adobe Acrobat Reader. Each room will have a projection screen, and the computer will be connected to an appropriate LCD projector. Authors will not be permitted to use their own laptop computers for their presentations.  Authors should ensure that their presentations are loaded onto the computer in their assigned session room at least 15 minutes before the beginning of the session. A speaker preparation room (with an appropriate personal computer) will be available at the conference venue for authors to check their presentations.

Presentations should be loaded onto the computers in the session rooms using a USB flash memory stick. It is requested that you do not use a U3-enabled flash memory stick (for example, most recent SanDisk brand memory sticks are U3 enabled). Please test the loading the presentation in the speaker preparation room well before your session begins.

Authors' presentation files should be in either PowerPoint or PDF format.  You must make sure that your presentation contains all of the fonts and any auxiliary or multimedia files needed, and that these files are copied on to the session room computer. The best way to do this is to through the use of the PowerPoint's "Pack and Go" (PowerPoint 2000) or "Package for CD" (PowerPoint 2003 and later) capability (hereinafter called the "package capability"). This is available in PowerPoint 2000 under File...Pack and Go, or in later versions under File...Package for CD. For a tutorial on using "Package for CD," see http://support.microsoft.com/kb/828504. Note that "Package for CD" can also be used to create a "package" file, which can then be copied onto a flash memory stick. One of the advantages of the package capability is that you can include all the fonts used by your presentation. This avoids the problem of a font that is used in your presentation not being present on the display computer. It is strongly suggested that you take your presentation to another computer, and practice showing the presentation, just to make sure that the file contains everything you need. You should also make sure that any and all graphics, multimedia, or other files used by your presentation are included with your presentation. Once you arrive at the Sheraton, you are strongly urged to visit the speaker preparation room to check your presentation. Even if you do not have any multimedia components or make use of auxiliary files, problems can still arise from font incompatibilities and differences in standard formats used around the world. You will not be given extra time during your presentation to resolve such problems.

If you are generating an Adobe PDF file of your presentation, please make sure that you embed all fonts. The normal TrueType or OpenType fonts installed with Windows XP and Office 2007 should be available on the projection computers. However, Adobe Type 1 fonts will probably not be available and, therefore, must be embedded if used. The use of Adobe Type 3 fonts (common in some installations of LaTex, for example) is strongly discouraged: such fonts do not scale well, and tend to produce very poor results when projected.

The session chair(s) for your session will have a Feedback Form where they will mark whether or not your paper was presented during the session. If the Form indicates that the paper was not presented, it will be automatically withdrawn from appearing in IEEE Xplore.

Finally, please try to minimize any potential problems by taking advantage of redundancy whenever possible: save and bring your presentation in multiple formats (e.g., Microsoft PowerPoint and Adobe PDF), store your presentation in more than one USB flash memory stick, and hand carry your presentation during travel. Please note that if you choose not to create a PDF file with embedded fonts or not to make a PowerPoint "Package for CD" file, we cannot guarantee that issues regarding fonts, video formats, etc., will be resolvable on site.

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