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HEAD 2013 Meeting Abstract Submission and Presentation Guidelines
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Page Sections

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

Rules and Regulations

HEAD specifies the following regulations for submission and presentation of abstracts at a High Energy Astrophysics Division Meeting:

  • Any person may submit an abstract.
  • Presenters must be listed as the first author on the paper.
  • Presenting/first author must register for the meeting.
  • There is no limit on the number of abstracts you may submit. The HEAD EC may change the presentation format of abstract submissions as necessary.

Submission Process

Submission Process - Invited Speakers

Invited Speakers will receive a special link to the abstract form that by-passes the AAS member-check. Contact kathy.cox@aas.org for assistance.

Submission Process - Contributed and Special Session Presentations

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 abstracts.aas.org/abstract_pass/head

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 PM ET, Thursday 17 January 2013.

Abstract Body Text Format - 2,250 character maximum

Corrections

You can continue to make changes to your abstract before the deadline of 9:00 PM ET, 17 January 2013 PM EDT. 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.

Session Assignment

Topical Categories

Categories are used as a guide for the HEAD EC to build coherent sessions. The final session assignments and session titles are at the discretion of the EC. If you request to be adjacent to a colleague’s paper, make sure that the same category number appears on both abstracts.

Scientific Research Papers

01. Active Galactic Nuclei and Blazars
02. Clusters of Galaxies
03. Cosmic Backgrounds and Deep Surveys
04. Astroparticles, Cosmic Rays and Neutrinos
05. Supermasive Black Holes
06. Galactic Black Holes
07. Normal and Starburst Galaxies
08. Gamma-ray Bursts
09. Gravitational Wave Astronomy
10. Interstellar Medium
11. Isolated Neutron Stars
12. Laboratory Astrophysics
13. Missions and Instruments
14. Neutrino Astronomy
15. Solar and Stellar Coronae
16. Supernovae and Supernova Remnants
17. White Dwarfs and Cataclysmic Variables
18. X-ray Binaries
19. Dark Matter
20. Education and Outreach
21. Data Analysis and Modeling Techniques

Special Sessions and Special Session Poster Topics

22. Accretion, Spin, and Feedback: How are AGN Jets Produced?
23. Gravitational Wave Mission Plans
24. Understanding Gamma-Ray Bursts Emission Mechanism in the Ferm Era
25. Bridging Laboratory and Astrophysics
26. The Nuclear Spectroscopic Telescope Array (NuStar)
27. Physics of the Cosmos Program Analysis Group (PhysPAG)
28. Black Holes in Globular Clusters
29. The Charge Exchange Process in the Solar System and Beyond
30. On the Detection of the Extragalactic Background Light
31. Future Prospects in X-Ray Astronomy
32. Public Policy: Working Internationally on Large Projects
 

Pre-planned Sessions

Oral abstracts for Special Sessions are solicited ahead of time by the Session Organizer. A list of the Special Poster Sessions are included on the abstract form. You may indicate that you would like to be considered for inclusion in a Special Poster Session but acceptance is at the discretion of the Session Organizer. If your paper is not accepted into the requested Special Poster Session it will be scheduled in a regular contributed poster session.

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 Monday-Thursday.
  • There will be 2 official poster sessions during the meeting.The authors need not be present the entire time, but should be available during their respective poster sessions.
  • Posters may be set up after 7:00 am on Monday, 8 April.
  • 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.

  • Oral presentations are generally 10 minutes in length: 5 minutes are allowed for the normal oral presentation, 3 minutes for open discussion, and 2 minutes for speaker transition.
  • When preparing your presentation, we suggest a maximum of three slides or transparencies for a five-minute talk. Slides should be uncluttered and easy to read.
  • Practice a few times so the presentation fits comfortably into the five-minute 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, Late Abstracts, Schedule Changes

We will strictly adhere to the following deadlines.

  • The deadline for receipt of regular abstracts is 9:00 PM ET, Thursday 17 January 2013.
  • Abstracts received after 9:00 PM will be considered a late abstract. There are no exceptions to this deadline.
  • All accepted late abstracts are assigned to poster sessions for late abstracts.
  • Late abstracts will be accepted until 9:00 PM ET, Wednesday 27 February 2013.

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 Friday, 8 March 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.