Submitting an abstract
To submit an abstract - please scroll ot the end of this page.
Deadline of submission: 29 November 2013
Contributors please note:
Only one presentation will be accepted per presenting author.
First authors must be registered by the late registration deadline.
Short talks may be presented by guest speakers.
HOW TO FILL IN THE ONLINE FORM:
Authors’ names: Please select the number of authors first and then provide the authors’ names, surnames and Institutes\affiliations. Multiple first names must be separated by a space.
Abstract title: Provide the title of the abstract.
Abstract: Enter the Abstract as one continuous paragraph. Do not indent the first line of the paragraph. A maximum of 300 words are allowed. Abstracts that are pasted in will automatically be truncated.
Word count: As the abstract is typed or pasted in the word count box will reveal the number of words already entered.
Abstract file upload: You will need to upload a properly formatted abstract file in rich text format (.rtf) on ECS website. This can be done using a program such as MS WORD and selecting the file format as .rtf when saving. Please note that you must upload a formatted abstract file AND type your abstract in the space provided to successfully complete abstract submission.
Presentation type: Please select your preferred presentation type (poster, short or long talk). There is NO hierarchy between posters and verbal presentations. All Abstracts will be subject to anonymous review and selected on merit. The aim of the conference is to provide information in the most appropriate way to the maximum number of people. Some types of research and results are better communicated by a poster presentation and others by a verbal presentation. The form of presentation is not a reflection of the value of the research. If an author indicates either “POSTER PREFERRED”, “SHORT PREFERRED” or “LONG PREFERRED” and the Committee does not choose it for presentation in that format, it will be considered for presentation in the other format. If the author indicates “EITHER” and it is accepted by the Committee, it will be assigned as either a poster or oral presentation, whichever the Committee considers most appropriate. If you wish to submit a VIDEO, then the Abstract should briefly describe the content of the video and its running time.
Student award eligibility: if you are eligible for a student award, please select the appropriate category. Applicants must be in possession of a validated student ID card which they will need to present at the conference. If the student is the first author of a multi-authored paper, one of the other authors or a supervisor will need to sign a declaration form stating that “we the undersigned, affirm that the work presented in this abstract is primarily that of the first (student) author” when registering at the conference.
Student grant: Limited funds are available to provide grants towards travel/subsistence costs for students (and occasionally others). If you wish to be considered please select as appropriate. If you are earning a salary you are not eligible. The grants are intended for cases of real hardship. Please think carefully before applying for a grant.
A Short Talk will be of a maximum of 5 minute duration. This format is not considered less important than a long talk but will suit those ideas or hypothesis that do not require a long talk time allocation but are better communicated orally than through a poster. We encourage people with new ideas and hypothesis, innovative methodology, maybe unexpected or inexplicable experiences in the field that they want to share. Progress report can also be considered for short talks.
The Short Talk can be presented with visual aids and slides (maximum 10 slides in general) but must not exceed the allocated 5 minutes. The presenter will be notified when one minute is left. No questions or discussions are permitted after the presenters talk but presenters are requested to stay in the main conference room for at least 10 minutes after the short talk session to receive comments and questions personally.
As this is a new style of presentation for the conference there may be some teething problems but if presenters can stick to the guidelines provided it should prove to be a successful style that will become a regular option at future conferences.
Some useful suggestions for a successful short talk:
- Don’t try to put too many slides or too many items on slides.
- Make sure the audience can understand your take-home message.
- Don’t speak too fast, just to fit your talk into 5 minutes.
- The topic is very important here; don’t choose Short Talk just to make an oral presentation
Because of their peculiarities, short talks should not be fully referenced as scientific source.
TALKS AND POSTERS
Guidelines for talks
The format of the long talk and poster presentations will follow previous ECS conferences. Oral presentations will be 15 minutes in total (around 10-12 minutes presentation followed by 3-5 minutes for questions).
Guidelines for posters
Size: Please keep a maximum poster size (A0 format) - 841mm (width) x 1189mm (height).
Poster must include a photo of the PRESENTING author (with surname) at the top left corner and a poster number which will be informed by the Scientific Committee at the top right corner.
Attachment: Posters must be hung using double-sided tape that will be made available from the conference organizers from Sunday registration onwards.
Putting up and taking down posters: Posters can be hung on Sunday while the registration desk is open and on Monday morning. Posters must be taken down after the lunch break on Wednesday 10 April.
Poster sessions will be scheduled on Monday 8 April and Tuesday 9 April. Please make sure you stand close to your poster during these sessions so that participants can discuss your work with you ...
A few thoughts: Given the large number of posters, it is important that you pay attention to ensuring that your message comes across clearly. In particular, give prominence to:
- The title (We would suggest lettering not less than 96pt)
- The conclusions (We would suggest lettering not less than 72 point).
- A picture of yourself (so that people can recognize you!)
No lettering should really be less than 30pt if you want people to read it!
Whilst one of the advantages of a poster is that it allows you to include considerably more data and more complex tables than in an oral presentation, remember not to over do it - in particular, graphs and figures are more effective ways of conveying information than either tables or large chunks of text. Photographs are an excellent way of drawing attention to your poster but don’t let your artistic tendencies get carried away at the expense of your scientific message. Avoid use of copyrighted images unless you are the copyright holder or have permission to use them.
A4 prints to be taken by participants: it is useful to bring a number of colour or black and white prints in the A4 format to be displayed close to your poster, for participants to take it back home. Make sure you have enough copies for the duration of the conference.
FOR ANY QUERIES REGARDING ABSTRACT SUBMISSION PLEASE EMAIL: ecsconference2014(at)ulg.ac.be