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AASTCS3 Abstract Submission and Presentation Guidelines
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The American Astronomical Society specifies the following regulations for submission and presentation of abstracts at the AASTCS 3: Giants of Eclipse Meeting, 28 July - 2 August 2013.

Page Sections

  1. Rules and Regulations
  2. Submission Process
  3. Session Assignment
  4. Meeting Presentations
  5. Deadlines, Late Abstracts, Schedule Changes

Rules and Regulations

  • Any person may submit an abstract.
  • There is no limit on the number of abstracts that may be submitted.
  • Presenters must be listed as the first author on the paper.
  • Presenting/first author must register for the meeting.

Submission Process

Abstract must be submitted through the presenting author's AAS record. The presenting author will be notified. The abstract form for contributed presentations is available online at http://abstracts.aas.org/abstract_pass/aastcs3

Abstract Form Steps

The form contains instructions on the various steps required to complete a submission. Once you have completed the Title Step you are assigned a control number and may exit and re-enter the system. The abstract must be complete by the deadline, 9:00pm ET, Wednesday 1 May 2013. To submit an abstract after this date, please contact lisa.idem@aas.org or call 202-328-2010 ext. 126.

Abstract Body Text Format - 2,250 character maximum

Corrections

You can continue to make changes to your abstract before the deadline of 9:00pm ET, 1 May 2013. For the submitted abstract you wish to edit, click the "Return to Draft" button. This will return the abstract to draft status, allowing you to make further edits to the abstract. Please remember to re-submit the abstract before the deadline. Corrections are no longer made once the abstracts have been exported to the Press Office, to the BAAS and to the ADS.

Because eligibility is established on the Presenting Author, his/her name may not be edited on the abstract form. Contact the Help Desk to have spelling errors corrected. To switch presenting authors you must submit a new abstract.

Meeting Presentations

Poster Presentations

Posters allow far more time and flexibility and are the default presentation type. Posters are ideal for using charts, graphs or detailed visual aids. The poster area serves as the meeting’s social center.

  • Posters should fit within the 44" x 44" area. Poster boards are slightly different at each meeting and may be as large as four feet square. We will provide thumbtacks.
  • Poster sessions will be arranged by scientific category.
  • Posters will be up for an amount determined by each LOC.
  • Poster presenters should be available during their respective poster sessions.
  • Posters may be set up after 8:00 ameach day.
  • When preparing your poster, remember to use bold graphs, photographs, figures, and tables. Include a title and the names of authors in large type. Text should be large enough to be legible from a distance of three to four feet, ~ 20 point font. Keep the poster simple and easy to read. For further recommendations read, How Do You Prepare A Research Poster? on the-aps.org website.
  • There is also a good article on preparing an eye-catching poster at naturejobs.com, Presentations: Billboard Science.
  • Consider posting a photo of yourself with your presentation.

Oral Presentations

To give an oral presentation, select “oral” as presentation type on the abstract form. To avoid too many oral sessions running simultaneously, the number of oral presentation time slots are limited. Oral presentations may be changed to posters if there are no remaing slots. All authors whose abstracts are changed will be notified.

  • The length of each Oral presentation will be determined by the LOC.
  • Slides should be uncluttered and easy to read.
  • Practice a few times so the presentation fits comfortably into the assigned time slot.
  • Read the AV instructions.

Proxy

  • Abstracts by North American residents may not be presented by proxy. Notify abs-help@aas.org if an author cannot attend.
  • In the case of severe physical misfortune, a joint abstract may be presented by a co-author, even if the co-author is presenting another abstract. The original author must notify the Abstracts Administrator at abs-help@aas.org, making an explicit statement of the cause.
  • If a member residing outside of North America belatedly discovers that they cannot attend the meeting, they may arrange to have the paper presented by another member. The Abstracts Administrator must be notified ahead of time.

Deadlines, Schedule Changes

We will strictly adhere to the following deadlines.

  • The deadline for receipt of regular abstracts is 9:00pm ET, Wednesday 1 May 2013.
  • To submit an abstract after 1 May please contact lisa.idem@aas.org or call 202-328-2010 ext. 126.

Schedule Changes

If, after the Final Program has been released, you have a problem with the scheduling of your abstract, contact the Abstracts Administrator at abs-help@aas.org. Include the Session number where you are currently scheduled and the Session(s) number where you would like to be scheduled. No changes will be made to the Meeting Schedule after Tuesday, 4 June 2013.

Publication of Abstracts

The meeting and abstract schedule are published in various formats.

  • Paper Final Program: Distributed at the meeting; includes abstract titles.
  • Online Final Program: Available 2 weeks prior to the meeting and includes full abstract text. Members and presenters are notified as soon as the Program is online.
  • Astrophysics Data System: All abstracts are sent to ADS.

Edits to Abstracts

We understand that edits sometimes need to be made to abstracts after they are submitted. Presenters will be sent an email notification prior to scheduling to ask for verification of abstract content, please use this opportunity to send updates and edits to us.  We try hard to accommodate edits and changes as we lead up to the conference, but due to certain publishing deadlines we will be unable to edit abstracts starting four weeks before the meeting start date.