AUTHOR INFORMATION

DEADLINE: April 1, 2018

All accepted submissions must be submitted in a properly formatted PDF version to be published in the conference proceedings. Draft formatted versions must be received by April 1, 2018. Please see the formatting instructions, templates and answers to common questions below.

Presenters

Upload Presentations: Arrive at least 10 minutes before the session begins with your presentation on a flash drive to upload the presentation.

Laptop and LCD projector are provided for all presentations in a single session.  The computer will include Acrobat Reader, PowerPoint, and a Chrome or Firefox web browser.

Sessions will begin on time:  Each session is scheduled to be 80 minutes in length.  Each presenter is allocated 20 minutes each (in a few cases there are 100 minute sessions with 5 speakers at the end of the day). 

Presentations are 20-minutes each, inclusive of questions and transitions. Please plan to use 17 minutes to speak, leaving 2 minutes for questions and 1 minute to transition to the next speaker

  • All presentations must be delivered in English
  • Speakers should NOT plan to use a personal computer for their presentation
  • Speakers should end their presentation with the words, “Thank you” not “I will now take questions” because there may not be time for questions. The moderator will determine if there is time for questions

 

Moderators

At least 10 minutes before the session begins: Check audio-visual equipment, get acquainted with speakers, and give any special instructions.  There will be a laptop and LCD projector as well as slide advancer available for speakers to use.  The speakers will come in before the session and upload their presentation to the laptop.

Please report any problems with the LCD projector/laptop immediately to the iEMSs conference staff at the Registration Desk; someone will be called to deal with the problem.

Start the session on time:  Each session is scheduled to be 80 minutes in length.  Each presenter is allocated 20 minutes each (in a few cases there are 100 minute sessions with 5 speakers at the end of the day).

  1. At the beginning of the session, quickly introduce yourself by giving your name and organization. Identify the title and number of the session and any presenters who have cancelled.
  2. Remind session attendees questions can be asked at the end of each paper if there is time, and others can be held for discussion at the end of the session if time allows. Remind attendees to turn off cell phones.
  3. Introduction of speakers: Keep introduction brief – name of presenter, organization, and paper title.  We do not ask for bios from the presenters so you are not responsible for this information.  It is the responsibility of the presenters to give their own biographical information.

Keep speakers on time:  This permits conference attendees who are moving between concurrent sessions the opportunity to hear specific speakers.

  1. Watch to see that speakers can be heard and their visual aids are in focus.
  2. Moderators should alert speakers with a sign when there are 5 minutes left to speak; then signal speakers that 1 minute is left.  There will be signs available in each room.
  3. Time to be allowed is 20 minutes per paper – this includes time for questions.  If a speaker does not show up, allow time for discussion of earlier papers or take a break – do not move on to next paper.
  4. If time permits, at the end of your session, invite the speakers forward for general discussion of their papers.

Close session on time:  Remember other events, such as lunch and coffee breaks are scheduled, so please close on time.  People rely on these breaks for networking and for physical and mental refreshing!

At the end of the session, you should:

  1. Thank everyone for attending and remind them of the next scheduled event.
  2. Make sure the presenters collect their materials. Return lost items to the registration desk.
  3. Leave the laptop and projector on.
  4. Let the iEMSs staff at the registration desk know if any presenter did not show up so we can keep track of this since publication in the proceedings is generally contingent on making the presentation.

 

If things go wrong …

  1. Worst-case Scenario. Know where the emergency exits are located! Try to keep everyone calm. If ordered to evacuate the room, end the session immediately and follow directions. Call 911 (U.S. emergency services) in a serious emergency.
  2. If an attendee falls ill and seems to require assistance, halt the presentation and send someone to notify the iEMSs staff at the registration desk immediately.
  3. If the projector fails, send someone to the registration desk. iEMSs staff will contact the technical services, responsible for the audio-visual equipment.
  4. It almost never happens, but if the questions or answers turn belligerent, personal, or unprofessional, end the question-and-answer period and go on to the next presentation.

 

Thank you for your help!

Abstracts

Formatting

The format should follow the template and instructions here:

Requirements
  • All abstracts must be submitted in a final, formatted version using the templates provided above
    • Be sure to incorporate all revision requests
    • Even if you no revisions were requested, you must still submit your abstract in a formatted version
Deadlines
  • Formatted Abstract: April 1, 2018

* Final acceptance is contingent on receipt of formatted abstract by April 1, 2018 AND completed conference registration

Posters

Formatting

Poster Abstract

The abstract format should follow the template and instructions here:

Poster Template

To provide uniform formatting, please use the templates provided below.  Several styles are available for use:

Requirements
  • Poster abstracts must be submitted in a final, formatted version using the templates provided above
    • Be sure to incorporate all revision requests
    • Even if you no revisions were requested, you must still submit your abstract in a formatted version
  • If you need assistance with poster printing, please contact us
Deadlines
  • Formatted Abstract: April 1, 2018

* Final acceptance is contingent on receipt of formatted abstract by April 1, 2018 AND completed conference registration

 

Extended Abstracts

Formatting

The format should follow the template and instructions here:

Requirements
  • Extended abstracts are optional
  • 4 pages maximum
Deadlines
  • Draft Extended Abstract: April 1, 2018
  • Extended Abstract Review Completed: May 1, 2018
  • Final Formatted Abstract: May 15, 2018

* Final acceptance is contingent on receipt of formatted draft extended abstract by April 1, 2018 AND completed conference registration

 

Papers

Formatting

The format should follow the template and instructions here:

Requirements
  • Formatted, full technical papers are optional
  • Full session papers should not exceed 8 pages (A4 camera ready)
    • Include figures and references (see above for formatting)
Deadlines
  • Draft Extended Abstract: April 1, 2018
  • Extended Abstract Review Completed: May 1, 2018
  • Final Formatted Abstract: May 15, 2018

*Final acceptance is contingent on receipt of formatted technical paper by April 1, 2018 AND completed conference registration

 

All accepted authors, including posters, must submit a formatted PDF version of your abstract, extended abstract or full paper using official conference templates (next tab).

Uploading Revisions & Formatted Presentations

Authors are required to upload a PDF file (regardless of the template used).  You will “upload a revision” to your existing submission(s) (do NOT create a new submission).

  1. Access your presentation using the link provided in the BePress email or login to the BePress site via button above
    1.  CLICK HERE for detailed login instructions
  2. Click “My Account” to login to your account (top menu)
  3. Towards the bottom of your account landing page you should see your “Presentations”
  4. Click the title of your presentation
  5. Click the “Revise Submission” link on your presentation landing page
  6. Scroll towards the bottom of the page to locate the “Full Text Presentation” section and upload your PDF.
    1. CLICK HERE for detailed uploading instructions
If only submitting an abstract:
  • Incorporate review comments, edit, format, and submit PDF by April 1st.
  • The formatted submittal is still draft and will get editing review.
  • Publication-ready final must be submitted by May 15th.
If submitting an extended abstract:
  • Consider abstract review comments, write extended abstract, format, and submit PDF by April 1st.
  • The formatted submittal is a draft and will get two scientific/editing reviews, completed by April 30
  • Publication-ready final must be submitted by May 15th
If submitting a full paper:
  • Consider abstract review comments, write complete paper, format, and submit PDF by April 1st.
  • The formatted submittal is draft, and will get two scientific/editing reviews, completed by April 30
  • Publication-ready final must be submitted by May 15th.

Reviews

  • Access your abstract by clicking the link provided in the confirmation email sent from BePress OR Login to BePress click “My Account” and scroll down to “Presentations” then click title of presentation
  • Reviews are posted towards the top of the landing page
  • View individual reviews by clicking the “Text” link under “Report” section

Status

  • Accepted – Indicates abstract is accepted as is, no revisions required
  • Request for Minor Revisions – There may be minor grammatical or readability issues to address before you resubmit a formatted pdf. In some cases the “minor edits” response may simply indicate the abstract will need to be uploaded in the proper format.
  • Major Revisions Needed – Requires significant attention for approval. Be sure to thoroughly review all feedback provided by reviewers and direct questions to your session administrator

After reviewing the materials below, should you have additional questions please contact us

Requirements

  • Abstracts (including posters), Extended Abstracts and Technical Papers must be submitted on the official iEMSs 2018 Conference Template
  • Abstracts or papers are required for sessions and posters only
  • Membership in iEMSs is not a requirement for submission and/or presentation.
  • All authors must register for iEMSs 2018 by April 1 and are responsible for travel, lodging expenses and registration fees for the conference.
  • English is the official language of iEMSs 2018

Publication

All abstracts and papers will be published in the Digital Commons publication system as proceedings from the iEMSs 2018 conference

  • The conference proceedings will receive an ISBN
  • Published online proceedings will be organized by session however, abstracts and papers will be flagged accordingly

 

Frequently Asked Questions

  • Is a formatted abstract required, even if no modifications or revisions were requested by the reviewers?  Yes, ALL submissions (including poster abstracts) must be submitted in a final, formatted version using the templates provided.  These will be used for publication in the conference proceedings.
  • Is there a page limit for the full paper?  Full technical papers should not exceed eight (8) pages.  These should be formatted according to the templates provided.  Longer papers may be considered at the discretion of the session organizer.  Please coordinate longer papers directly with your session organizer.
  • What is the difference between an extended abstract and full paper?  Extended abstracts have a maximum of four (4) pages and do not include figures.  Full papers are intended to incorporate figures and references, and have an eight (8) page limit.
  • Can I change the title and/or list of authors from what was submitted in the abstract? Yes. However it is expected that the general content of the paper will not deviate significantly from your submitted abstract.
  • Once my paper is published in the iEMSs 2018 conference proceedings, can it be published elsewhere? Generally it is recommended that you extend and/or revise your paper before submitting it to a journal. This is one reason we request short papers (6-8 pages) for the conference.
  • Will these papers and abstracts be peer-reviewed? Yes. All papers will be read and reviewed by at least 2 blind reviewers. You will be given an opportunity to edit your paper after the review. Papers may also be rejected.  Drafts must be submitted by April 1, 2018.  Reviews are expected to be complete on or around April 30, 2018.
  • What if my paper is rejected? Can I still present in the conference? If your abstract has been officially accepted for presentation then you may still present at the conference, but your paper will not be included in the conference proceedings. However, we would highly encourage all authors to make any necessary improvements to papers as requested by reviewers so that they can be included in the conference proceedings.
  • Will the conference proceedings be indexed? We will provide an ISBN number for the conference proceedings. We are working on indexing options.
  • Will the conference proceedings be printed and distributed at the conference? No. To conserve paper, we will post the conference proceedings digitally on the iEMSs web site.
  • Can we add additional authors to our paper (other than included in our abstract submission?)? Yes of course. Please ensure all authors agree with the submission.
  • Is on-site poster printing available? Print options are available through the CSU Morgan Library.  Posters can be printed for approximately $40 USD.  If printing your poster is a concern, please contact us so we can help make arrangements.