Handbook for I&EC Division Symposium Organizers

By Wallace W. Schulz and Kathleen M. Schulz


CONTENTS

Section 1         Introduction and Purpose
Section 2         Whom to Contact for Counsel and Answers
Section 3         Important Programming Dates
Section 4         Some Important Do's and Don'ts
Section 5         Getting Started
Section 6         Session Chairs Selection and Duties
Section 7         Oral and Poster Paper Sessions
Section 8         Invited vs. Contributed Papers
Section 9         Financial Aid to Invited Speakers
Section 10        How to Increase Attendance at Your I&EC Symposium
Section 11        Preparation/Submission of Preliminary Symposium Program
Section 12        Preparation/Submission of Final Symposium Program
Section 13        Organizer  Comfort Zones
Section 14        Publication of Symposium Proceedings
Section 15        Participation in ACS SCI-Mix
Section 16        ACS Short Courses
Section 17        I&EC Division Special Symposium Organization

Appendix A:  Schedules
       A-1: Checklist and Timetable for Symposium Organizers

Appendix B:  Abstracts
       B-1: General Information for Standard ACS Abstract Form
       B-2: Example of Blank Standard ACS Abstract Form
       B-3: Examples of Completed ACS Abstract Forms

Appendix C:  Symposium Sessions
       C-1: Session Chairperson Duties
       C-2: Example of Session Attendance Form

Appendix D:  Program Information
       D-1: Preliminary Program:  Call for Program Input
       D-2: Final Program:  Sample Letter from Program Secretary
       D-3: Final Program:  Instructions for Preparation of Final Program Input
       D-4: Example of Final Program Format for Symposium Sessions

Appendix E:  Symposium Book Publication
       E-1: Publication of I&EC National Meeting and Special Symposia
       E-2: Example Letter from Publications Chair to Potential Book Editors
       E-3: Information for Possible Book Publication


Section 1 Introduction and Purpose

Congratulations (!) on your decision and willingness to organize a symposium for the Industrial and Engineering Chemistry (I&EC) Division of the American Chemical Society.

Technical programming at National ACS Meetings is the lifeblood of the I&EC Division. We are grateful to you and all the other symposium organizers for keeping our arteries open.

We sincerely want you to enjoy and benefit from the symposium organization process. This Handbook for I&EC Division Symposium Organizers has been prepared to make your job easier. Its principal functions are to inform and advise you on:

First-time symposium organizers will likely find it profitable to read all or at least most of the sections of this handbook. Experienced symposium organizers may only need to scan certain sections to refresh their memories.


Section 2 Whom to Contact for Counsel and Answers

Our hope is that your own skills and experience, supplemented by the information in this handbook, will allow you to organize your symposium without any problems. But if a snag develops, help is only a phone call away. Here are some people to call for help and answers to your questions:

I&EC Division Program Chairperson

Rebecca M. Chamberlin (505) 667-1841(rmchamberlin@lanl.gov)
Note: Contact Rebecca only after she first contacts you (see Section 11).

I&EC Division Program Secretary

Michael Gonzalez gonzalez.michael@epa.gov

I&EC Division Publications Chairperson

Gretchen Kohl (gretchen.kohl@dowcorning.com)
Note: Contact Gretchen for information and advice on book-form publication of your symposium
(see Section 14).

I&EC Division Newsletter Editor

Dustin K. James (713) 348-6247 dustin@rice.edu
Note: Contact Dustin for information concerning publicizing your symposium in the Division newsletter (see Section 10).

National Meeting Events Chairperson

 


Section 3 Important Programming Dates

You will be asked by the Program Secretary to provide information on your symposium twice:

These submission dates will occur approximately three to four months prior to your symposium. The Program Secretary will mail you detailed instructions, including actual due dates. To help you in planning, the dates are usually within two weeks of the following general guidelines:

If your symposium is scheduled for the Spring National Meeting:

       Preliminary Program Input          October 20-November 7

       Final Program Input                November 7-15

If your symposium is scheduled for the Fall National Meeting:

       Preliminary Program Input          April 1-10

       Final Program Input                April 10-21


Section 4 Some Important Do's and Don'ts


Section 5 Getting Started

If you already know how to organize a symposium for an ACS National Meeting, just skip this section. But if you are wondering how to get the organization process started, here are some suggestions and recommendations:

    Read and re-read Sections 1, 2, 3, 4, 7, 8, 13, 14, and Appendices A and B of this handbook.

    Enlist the aid of a co-organizer: two chiefs make the job go a lot easier.

    Make some tough but important up-front decisions:


Section 6 Session Chairs Selection and Duties

Selection

You and your symposium co-organizer, if you have one, need to select a chairperson for each half-day session of your symposium and get her/him to agree to serve. This important task should be completed early in the organization process, preferably soon after you have determined the number of half-day sessions you will have. In some instances, you may want to consult session chairpersons concerning the selection and optimum order of speakers in an oral session.

By his or her approach, enthusiasm, and conduct, the session chair can often make or break a session. Symposium organizers must therefore carefully select the session chairs. Naturally, you and your symposium co-organizer will likely want to chair a section each. Other session chairs should be selected on your personal knowledge of their experience and savoir faire in performing the duties of a session chair.

Note: You must submit a list of the names, mailing addresses, telephone and fax numbers of all session chairs to the Division Program Secretary upon request (see Section 12).

Duties

1. Before and During the Session

Approximately two to three weeks before the start of each National ACS Meeting, the ACS headquarters staff mails to each session chair a short description of their duties. A copy of this description is provided in Appendix C of this handbook.

2. After the Session

One of the most important session chair duties is to fill out a Session Attendance Form, provided before the National ACS Meeting. A copy of this form is included in Appendix C of this handbook. You (the symposium organizer) should make sure that each of your session chairs completes the form and returns it to the appropriate ACS staff. This can be done by turning in a completed form at the meeting, mailing to ACS headquarters in Washington, D.C., or to the Division Program Secretary immediately after the meeting. The I&EC Division won't get any money if this important task is not done!


Section 7 Oral and Poster Paper Sessions

Not surprisingly, most symposium organizers initially think only of oral paper sessions. That s just fine...nothing wrong with all oral paper symposia. But symposium organizers who organize symposia which include both oral and poster papers stand to reap some big dividends, e.g.:

There are several ways to organize combined oral-poster paper symposia. For example:

  1. Separate Oral and Poster Paper Sessions. This approach is easiest to organize. Typically, the symposium might consist of from two to four oral paper sessions and one poster paper session, held either as the first or the last session. An absolutely splendid time and place to hold the poster paper session is the Sunday evening I&EC Division hospitality event: lots of space, lots of people, and free drinks!
  2. Combined Oral and Poster Paper Sessions. Symposium organizers should consider organizing one or more sessions which include both oral and poster papers in the same meeting room. Such sessions might consist of two or four oral papers, followed by a one to one- and-a-half hour poster paper session. In this format, the oral papers might be overview-type papers, with details of new advances presented in individual poster papers. You may wish to solicit corporate sponsor(s) for a coffee break or reception during the poster session to increase attendance.


Section 8 Invited vs. Contributed Papers

I&EC Division symposium organizers are strongly advised to organize their symposia on the basis of papers resulting from personal invitations extended to knowledgeable and qualified colleagues and authorities.

This advice derives from many years of experience which have shown that successful I&EC Division symposia are almost always organized from invited papers. General calls for papers directed to the broad scientific community usually simply do not garner papers of great importance and interest to a specific symposium.

Although we urge symposium organizers to concentrate on obtaining invited papers, they should also be prepared to accommodate unsolicited papers on the same subject. Additional half-day sessions can be scheduled, if necessary, to include these papers. Of course, one or more poster paper sessions (see Section 7) can also be used to accommodate unexpected and last-minute contributed papers.


Section 9 Financial Aid to Invited Speakers

A common and vexing question often posed to symposium organizers by invited symposium speakers is: "Can you provide some funding to support my travel, registration, etc., expenses?"

Here are some guidelines and suggestions on how to deal with this question:

Guidelines and Division Policies

  1. The I&EC Division does not have sufficient funds to provide funding to defray speakers' travel costs; any such funding must come from other sources.
  2. The I&EC Division will pay one-day ACS meeting registration fees for speakers from outside the United States. The symposium organizer must request such payments from the Division Program Secretary. The I&EC Division Treasurer should also be notified of such requests.
  3. ACS and I&EC Division policies forbid the payment of honoraria for speaking at an ACS-sponsored meeting.
  4. Authors of submitted papers are expected to pay for their own travel and other costs.
  5. Authors of invited papers should be strongly encouraged to secure financial support from their employers, trade associations, other groups, etc. But, to the extent that symposium organizers can and will secure funding, authors of invited papers may receive financial support for expenses.
  6. I&EC Division policy requires that any funds solicited on its behalf by a symposium organizer be deposited with the Division Treasurer. Such funds will be disbursed by the Treasurer upon request and authorization of the symposium organizer.

Potential Funding Sources and Resources

  1. Submit a Petroleum Research Fund-Type SE grant proposal for support of travel expenses for key invited speakers. These funds are administered through the ACS Research Grants and Awards Office and require a good deal of lead time. There is a minimum amount designated for each individual and a maximum total amount.
  2. Symposium organizers can contact organizations or trade groups with an interest in the symposium topic or theme to obtain unrestricted funds which can be used at the symposium organizer's discretion to support the symposium.
  3. Symposium organizers can request their own organizations to issue an invitation to have key invited speakers present a seminar or consult on a non-confidential basis, with an appropriate honorarium. Such seminars and/or consultations should be scheduled just prior to or immediately following the symposium. The honorarium can be used by the speakers to defray travel and other costs.


Section 10 How to Increase Attendance at Your I&EC Symposium

Organizing a symposium you think is interesting does not guarantee a large turnout!

The I&EC Division publicizes all symposia via standard ACS vehicles (e.g., Chemical & Engineering News), but does not provide additional publicity for individual symposia. Therefore, you may wish to take some action to increase attendance at your symposium. Some suggestions:

  1. Direct mailing from you to people you think will be interested in attending your symposium.
  2. Publish a short description in the I&EC Division Newsletter (see Section 2).
  3. Prepare flyers for distribution at I&EC Division social events and symposia preceding your symposium (national meeting immediately preceding, and at meeting where your symposium is held).
  4. Combine papers and posters in your symposium (either through a separate poster session or by combining posters and oral papers in a single session: see Section 7).
  5. Instruct the I&EC Division Program Secretary to cross-list your symposium with any other pertinent Division's program.
  6. Solicit outside support (e.g., industrial sponsors) for a coffee break or reception at the end of an afternoon session.
  7. Consider having a relevant short course offered at the meeting where your symposium will be held (see Section 16).


Section 11 Preparation/Submission of Preliminary Symposium Program

About six months prior to the meeting at which your symposium is scheduled, you will receive a request for preliminary program input from the I&EC Division Program Secretary. You will have about three weeks to respond by completing a form supplied by the Program Secretary (see Appendix D).

Please do not submit anything until it is requested by the Program Secretary. Follow the instructions provided by the Program Secretary, i.e., the directions specific to the upcoming meeting. The instructions in Appendix D are intended only as an example and may change from meeting to meeting.

The purpose of the preliminary program submission is to provide preliminary information on scheduling and room requirements for your symposium. The information requested includes:

In filling out the Preliminary Program Input form, please remember:


Section 12 Preparation/Submission of Final Symposium Program

About two weeks after submission of your Preliminary Program Input, you will receive a request for your Final Program Submission from the I&EC Division Secretary. You will have two to three weeks to respond to this request.

The purpose of the Final Program Submission is to provide all information that ACS Divisions are required to submit to ACS headquarters.

Your Final Program Submission will include:

  1. Camera-ready abstracts on ACS forms. Original ACS forms are required. NO SUBSTITUTIONS ALLOWED! ABSTRACTS MAY NOT BE TAPED TO THE FORM! They must be printed directly on the original ACS form. (Note: The ACS abstract forms will go through a laser printer or Xerox machine. It is the information within the box that is important to ACS.)
  2. Listing of your symposium program (one session per page).
  3. Listing of session chairperson names, addresses, and other information, for ACS use in contacting them prior to the meeting.
  4. Summary of any special audio-visual needs.

Common Questions and Errors

  1. Symposium Scheduling. You cannot be guaranteed specific day(s) for your symposium. Awards symposia have the highest scheduling priority. Final assignments are made at ACS headquarters, balancing Division recommendations vs. overall convention programming needs (e.g., availability of rooms, inter-Divisional conflicts, etc.). Final scheduling assignments are not guaranteed until published in Chemical & Engineering News six to eight weeks prior to the meeting.
  2. Special Audio-Visual Needs. Please highlight special audio-visual needs on the individual abstract form AND directly communicate a summary of these needs in writing to the Program Secretary.
  3. Abstract Forms (see Appendix B). An abstract form is needed for each paper in your symposium. If none is available, prepare a "filler" on a standard ACS abstract form. The filler should include full name, address, and affiliation of the author(s), title of the paper, and the following phrase centered in the remaining space: "ABSTRACT NOT AVAILABLE."


Section 13 Organizer Comfort Zones

When you submit your final program to the Division Program Secretary (Section 12), your work is almost done. But there are still some important tasks you need to look after to ensure comfort zones for both you and your paper presenters.

Immediately Before the Symposium

You and your session chairs should:

After the Symposium


Section 14 Publication of Symposium Proceedings

Everyone--paper authors, symposium organizers, and the I&EC Division--benefits when the proceedings of a symposium are published in book format. Essential steps to take to realize this benefit are:

    The Division Program Chairperson notifies the Division Publications Chairperson as soon as a symposium is officially programmed. In general, a minimum requirement for a book publication, at this stage, is that the symposium should have at least 10 papers (> 150 pages), although there are exceptions for very popular topics. An overview chapter will also be required.

    For any publication, the book editor(s) will receive 50 percent of the book royalties. The other 50 percent goes to the I&EC Division. Royalty cash flow is to the book editor(s), not to the symposium organizer(s) if they are not the editors, although credit should of course be given in the book.

    The Publications Chairperson copies and organizes the symposium abstracts, and sends them and the information form to ACS Books Department and other prospective publishers. (The Publications Chairperson is responsible for, and has the authority, to expedite publication of I&EC Division symposium proceedings.) Following peer review and assuming acceptance for publication, a publisher is selected by the book editor(s). The designated book editor then works directly with the publisher until the book is published.

    The I&EC Division Chairperson should be listed for signatures on all contracts.

    If organizers secure book publication on their own, they should keep the Division Publications Chairperson informed on the progress of the publication.

    Following publication, royalties on sales (usually about 10 percent) are sent by the publisher directly to the Division Treasurer and to the book editor(s).

Frequent communication between the I&EC Program Chairperson, symposium organizer, book editor (if different from the symposium organizer), and the I&EC Division Publications Chairperson is essential to ensure timely and successful publication of books.


Section 15 Participation in ACS SCI-Mix

Sometime in your organization process, you can expect to hear from the I&EC Division SCI-Mix representative, who will invite you to participate in the SCI-Mix event at the National ACS Meeting where your symposium will be held. We surely hope you will accept the invitation and enjoy the additional publicity SCI-Mix gives your symposium.

SCI-Mix is essentially a large poster paper session (two to three hours long), in which all ACS divisions (currently 32) participate to different degrees, depending upon their own interests and energy. A SCI-Mix event is held at each National ACS Meeting. Oftentimes, but not always, SCI-Mix is held in close proximity to the National ACS Exposition, so a very large crowd attends.

Current I&EC Division policy is to request each symposium organizer to participate in SCI-Mix by preparing and exhibiting a poster paper which describes and highlights the theme and focus of his/her symposium. Such poster papers provide another opportunity to advertise and publicize their symposia. Of course, symposium organizers are encouraged to invite any and all paper presenters in their symposium to prepare and present a poster paper at SCI-Mix as well--a rewarding double dip!

The current I&EC Division SCI-Mix representative is:

Dr. Luis Nuñez
Chemical Technology Division
Argonne National Laboratory
9700 S. Cass Ave.
Argonne, IL 60439-4804
(708) 252-3069


Section 16 ACS Short Courses

I&EC Division symposium organizers should seriously consider the possibilities and advantages of organizing and conducting a one- or two-day short course in conjunction with their symposium. Such short courses typically provide an excellent opportunity for symposium organizers to present and expand on the fundamentals and state-of-the-art underlying the symposium theme or closely allied subjects such as Chemical Engineering for Chemists or Microencapsulation Technology.

If the idea of organizing and conducting a short course in conjunction with your symposium appeals to you, note the following information:


Section 17 I&EC Division Special Symposium Organization

In addition to technical programming at all National ACS Meetings, the I&EC Division has a long and successful history of organizing annual special symposia. These special symposia are held at places and times different from the National ACS Meetings. Such symposia, typically one to three days long, are organized to provide in-depth review and discussion of a topic of particular, timely interest to Division members. For example, the theme/title of our current special symposium is Emerging Technologies in Hazardous Waste Management. This symposium is held annually in September in Atlanta, Georgia.

All organizers of I&EC Division symposia at National ACS Meetings are invited and encouraged to consider organizing an I&EC Division special symposium. A lot of hard work is involved, but the final rewards for career enhancement, prestige, and satisfaction are well worth the energy expenditure! Symposium organizers who seriously wish to consider organizing a special symposium should:


Appendices

A Schedules
B Abstracts
C Symposium Sessions
D Program Information
E Symposium Book Publication


Appendix A-1: Checklist and Timetable for Symposium Organizers

Time from Start      Months to Date                         Action Item
   (Months)          of Symposium (1)     No.               Description

      0                   18              1       Personally commit to organize
                                                  a symposium

      2                   16              2       Decide whether to contact
                                                  a co-organizer

      3                   15              3       Co-organizer, if any, chosen
                                                  and on board

      4                   14              4       Decide on symposium scope
                                                  (e.g., number of half-day 
                                                  sessions, etc.)

      4                   14              5       Preliminary decision on 
                                                  publication of
                                                  symposium proceedings

      6                   12              6       Final decision on publication
                                                  of symposium proceedings

     6-11                12-7             7       Complete selection of, and
                                                  negotiations with, all invited 
                                                  paper presenters

     6-11                12-7             8       Complete organization of 
                                                  symposium

      12                   6              9       Final symposium paper 
                                                  arrangement/order completed

     14-15                4-3            10       Symposium program information
                                                  submitted to Program Secretary

     17.9              2 1/2 days        11       Ensure ACS meeting symposium
                                                  arrangements are in place and
                                                  satisfactory

     18.1              -2 weeks          12       Make sure all symposium 
                                                  attendance forms are submitted
                                                  to ACS headquarters

    18-30              -0 to 12          13       Symposium proceedings 
                                                  publication activities completed

(1) Assumes 18 months required to organize an I&EC Division symposium.  
Schedule must be compressed to organize award symposia.


Appendix B-1: General Information for Standard ACS Abstract Form

ACS rules require that 100- to 150-word typed abstracts of all oral and poster papers be submitted on a standard ACS abstract form. This Appendix shows both a blank ACS abstract form and examples of properly completed forms. Note that detailed instructions for filling out the standard ACS abstract form are provided on the form itself.

Symposium organizers should carefully note the following items:


Appendix B-2: Example of Blank Standard ACS Abstract Form


Appendix B-3: Example of Completed ACS Abstract Forms


Appendix C-1: Session Chairperson Duties

Session Chairpersons, National ACS Meeting

The session chairperson has a great influence on the quality of a technical session. The following suggestions are offered to assist you in carrying out your responsibilities (adapted from a letter sent to all Session Chairpersons by ACS Headquarters):

  1. Check the meeting room at least 15 minutes before the session is scheduled to start, to be sure that projection equipment and lighting are set.
  2. A projectionist will not be assigned unless requested (and paid for) by the Division, but there will be a remote slide control switch on the lectern. Or, you might enlist a volunteer to project for the first speaker and then request each speaker to do so for his successor, unless the volunteer will project for the entire session.
  3. Announce each speaker s name and affiliation.
  4. Encourage discussion, being prepared to ask the first question.
  5. If a paper is not to be presented, declare an intermission or a discussion period for its time slot. It is essential to maintain the schedule as published in the program. ACS Bylaws prohibit the presentation of any paper whose title is not included in the published program, so you may not substitute a new paper for a withdrawn one.
  6. Make sure each speaker uses a microphone and can be heard at the back of the room. (It may be necessary to repeat questions asked from the floor during discussion periods.)
  7. Acquaint yourself with the location of the nearest audiovisual office or service desk, so you will know where to get assistance when needed.

The new poster board size is 4 feet by 6 feet. Authors are responsible for mounting their material one hour prior to the opening of the poster session, and for removing their material immediately after the close of the session. ACS cannot assume responsibility for material beyond these time limits.

Enclosed is a Session Chairperson s Attendance Report Form. Each session chairperson is responsible for the completion and return of this form following the close of his or her session. These reports are necessary to the evaluation of the level of session attendance and meeting room operations. They are also used to determine financial support provided to Divisions.

Please note: requests for coffee service or specialty audio-visual equipment received from session chairpersons and speakers will not be honored by ACS staff unless authorized by the program chairperson or one of the division officers. Contact the nearest ACS Operations Office for problems with meeting room set-up, lighting, temperature or water service.

Thank you for your willingness to chair a session. We hope you will find the arrangements satisfactory.

                                        Paula M. Groves, Manager
                                           Meeting Operations


Appendix C-2: Example of Session Attendance Form


Appendix D-1: Example of Preliminary Program: Call for Program Input

Memorandum

To: I&EC Division Symposium Organizers
From: Robin D. Rogers, I&EC Division Program Secretary
Date: March 22, 1995
Subject: Call for Program Input, Fall '95 ACS Meeting (Chicago, IL)

Thank you for organizing a symposium for the Industrial & Engineering Chemistry Division program at the ACS Fall 1995 National Meeting in Chicago. Your symposium is an important contribution to what promises to be a very strong program.

I am responsible for program arrangements relating to the Chicago meeting. In order for your symposium to be incorporated into the program, you must respond to two requests from me, as follows:

1. NOW ... Deadline April 5

Provide preliminary program information to me by completing and returning the attached form.

Caution: This response fixes the number of half-day sessions for your symposium. Although some flexibility will remain past this point, it will be difficult to increase the number of sessions after this.

2. LATER ... Deadline April 25

Provide final program information to be in the format explained in detail in my next letter, which you will receive soon. As a preview, the information you will need to provide includes:

Thanks for your cooperation. Your response now will ensure that your symposium is included in the official ACS program. If you have questions or need further information, contact me at (205) 348-4323. Our FAX number is (205) 348-9104.


ACS DIVISION OF INDUSTRIAL AND ENGINEERING CHEMISTRY PRELIMINARY PROGRAM INPUT

MEETING LOCATION:  _______________________________________

MEETING DATE:  ___________________________________________

1.   Title of Symposium:  _________________________________________________________


2.   Name and Address of Organizer(s)

Organizer:                                        Co-Organizer (if applicable)

Name:  ______________________________           ____________________________________

Address:  ___________________________           ____________________________________

_____________________________________           ____________________________________
                                                                                                                                               
_____________________________________           ____________________________________

Telephone:  (     ) _________________           (     ) ____________________________
                                                                             
Fax:        (     ) _________________           (     ) ____________________________

e-mail:      ________________________           ____________________________________

3.   Circle the number of half-day sessions needed for the symposium.  (Note:  The maximum
number of papers advisable per half-day session is six.)

          1       2       3       4       5       6       7       8       9

4.   Scheduling

Is there a compelling reason to schedule this symposium on a particular day or days?

Reason:  __________________________________________________________________________

___________________________________________________________________________________

___________________________________________________________________________________

                Preferred day(s):            Second choice:

                AM        PM                  AM        PM

Sunday         _____     _____               _____     _____

Monday         _____     _____               _____     _____

Tuesday        _____     _____               _____     _____

Wednesday      _____     _____               _____     _____

Thursday       _____     _____               _____     _____


5. Circle best estimate of audience size per session:

          25      50      75      100     150     200     ???

6. Please provide a highlight describing your symposium for publication in C&E News. (Limit this highlight to a maximum of two sentences.)


Instructions:

a. Please note any special information or requests ON THE BACK OF THIS FORM (e.g., proximity to other divisions, conflicts with other divisions' symposia which you would like to avoid, etc.)

b. For questions, problems, or information, call Professor Robin D. Rogers at (205) 348- 4323, or FAX to (205) 348-9104.

c. Return this form to:

Professor Robin D. Rogers
Department of Chemistry
The University of Alabama
Tuscaloosa, AL 35487.

You may also FAX this information to the number listed above.


Appendix D-2: Final Program: Sample Letter from Program Secretary

Memorandum

To: I&EC Division Symposium Organizers
From: Robin D. Rogers, I&EC Division Program Secretary
Date: April 10, 1995
Subject: Final Program Input, Fall 95 ACS Meeting (Chicago, IL)

Thank you for your preliminary program input. Please submit final input for the Fall 1995 National ACS Meeting in Chicago to me by April 25 at the following address:

Professor Robin D. Rogers
Department of Chemistry
The University of Alabama
Tuscaloosa, AL 35487

Your submission needs to include the following:

  1. A list of session chairpersons (i.e., presiders), including name, address, phone and fax numbers, and e-mail addresses.
  2. Final Program Packet (Final Program sheet plus original abstracts) for each half-day session.
  3. Three copies of each abstract (in addition to the original).

Detailed instructions for the above are attached. It is extremely important that you follow these instructions exactly, as they are ACS requirements for inclusion in the final program.

Thank you for your contribution to the I&EC Division program. If you have questions, call me at (205) 348-4323. Please plan ahead so that your mailing reaches me by April 25.


Appendix D-3: Final Program: Instructions for Preparation of Final Program Input

INSTRUCTIONS FOR PREPARATION OF FINAL PROGRAM INPUT
ACS DIVISION OF INDUSTRIAL & ENGINEERING CHEMISTRY


Meeting: Fall 1995, Chicago

To ensure that your symposium will be included in the meeting, please conform to the following ACS guidelines.

  1. Arrange abstracts in the sequence you want them presented. Organize them into half-day sessions. Assign a session chairperson (i.e., presider) for each half-day session. DO NOT ASSIGN A DAY. Note: Final assignment of days is made at ACS headquarters. The Division recommends days based on your input, but we CANNOT GUARANTEE ASSIGNMENTS until they are published in C&EN six to eight weeks prior to the meeting.
  2. Prepare one typewritten FINAL PROGRAM SHEET for each half-day session of your symposium inlcuding times for introductions, breaks (if desired), speakers, etc.
  3. Arrange the ORIGINAL ABSTRACTS (on standard ACS abstract forms) in the sequence you established for EACH half-day session. DO NOT USE COPIES OF THE ABSTRACTS FOR THIS. Staple the Final Program Sheet on top of the abstracts. DO NOT number the abstract forms: LEAVE THAT LINE BLANK.
  4. An abstract must be submitted for each paper included in the final program. Abstracts promised but not received may be included in the program by completing an abstract form and typing on it "ABSTRACT NOT AVAILABLE." Place this filler abstract in its proper place in the sequence for that half-day session.

  5. Make sure that each abstract has a title, author, etc.
  6. Repeat steps 1-4 for all half-day sessions of your symposium.
  7. On a single sheet (typewritten), list the names, addresses, phone and FAX numbers, and e-mail addresses for all session chairpersons (i.e., presiders) you have appointed.
  8. Provide a list of any special audio-visual needs.
  9. Mail the above to: Professor Robin D. Rogers, Department of Chemistry, The University of Alabama, Tuscaloosa, AL 35487, TO ARRIVE BY APRIL 25, 1995.
  10. If you have questions, call Robin at (205) 348-4323 or (205) 348-9104.


Appendix D-4: Example of Final Program Format for Symposium Sessions


Appendix E-1: Publication of I&EC National Meeting and Special Symposia

From the outset it should be recognized that the decision to organize a symposium for an ACS National Meeting or Special Symposia should not be based on whether it is thought to be publishable in book format. Many symposia, or, for that matter, individual papers, are better suited for journal publication. A symposium that conveys useful information to the attendees should be programmed even though it does not meet publication criteria. Nevertheless, the organizers of lengthy symposia should strongly consider publication in a book form. The following provides information and details the steps to be taken leading to publication in book format.

The Publications Chairperson is responsible and has authority for expediting publication of I&EC meeting and special symposia or proceedings from meetings. (A publication is defined as any collection of written communicating documents of the Division with the exception of the Newsletter.)

ACS Books is a major publisher of I&EC symposia, principally in the hard cover Symposia Series format. We are not limited in our choice of publisher, however, and there may be circumstances that justify seeking other publication options. After a symposium has been programmed, the I&EC Publications Chairperson will attempt to get an off-the-cuff indication of publication prospects, provided he or she is given a typewritten summary of the symposium s content and purpose. This is not a requirement, and in fact can be misleading. Abstracts of the papers, coupled with peer review, are the only reliable method for determining publishability.

The following criteria and procedures need to be followed:

  1. Notify the I&EC Publications Chairperson as soon as a symposium is officially programmed. A minimum requirement for a book publication at this stage is that a symposium should have at least 20 papers (>200 pages, although there are exceptions for very popular topics) and an overview chapter.
  2. The symposium editor will receive 50 percent of the book royalties. The other 50 percent goes to the Division. The symposium editor is not necessarily the symposium chairperson. Usually, the chairperson is offered the opportunity to be the editor, however, the chairperson may not wish the responsibility and work involved, in which case the chairperson can find an editor from among the participants in the symposium. Royalty cash flow is to the editor, not the organizer, although credit for organizing the symposium will be given in the book.
  3. The symposium chairperson will have the responsibility of organizing the symposium. This involves inviting speakers, responding to persons expressing interest in presenting papers, etc. The decision to accept or reject a paper is the responsibility of the symposium chairperson.
  4. The American Chemical Society designates deadlines for receipt of abstracts of papers to be presented at national meetings. The symposium chairperson has the responsibility of seeing that the ACS abstract forms and instructions, deadlines, etc., are sent to each speaker. The speakers in turn will complete the forms and send them to the symposium chairperson, who will forward them to the Division Program Secretary, who will forward them to national headquarters, with a duplicate set to the Publications Chairperson.

  5. The Publications Chairperson will send organizers of major symposia (more than one half- day session) a form (shown in this Appendix) for determining possible book publication.
  6. The Publications Chairperson, in turn, copies and organizes the abstracts, and sends them with the information form to ACS Books and other prospective publishers. Following peer review and assuming acceptance for publication, a publisher is selected. The designated book editor then works directly with the publisher until the book is published. The editor receives instruction, help, and guidance from the publisher throughout this process.
  7. The I&EC Division Chairperson should be listed for signatures on all contracts.
  8. If organizers secure book publication on their own, they should keep the Publications Chairperson informed about the progress of the publication.
  9. Following publication, royalties on sales (usually a total of about 10 percent) are sent by the publisher directly to the Divisional Treasurer and the editor.

It must be emphasized that frequent communication between the Program Chairperson, symposium chairperson, editor (if different from the chairperson), Program Secretary, and Publications Chairperson is essential to ensure timely and successful publication of the book.


Appendix E-2: Example Letter from Publications Chair to Potential Book Editors

Publication of Symposia in Book Form

The ACS Division of Industrial and Engineering Chemistry encourages the publication of symposia in book form. Book royalties from publication of I&EC symposia are paid 50% to the editor(s) and 50% to the I&EC Division (directly from the publisher). The Publications Chair will notify publishers of symposia which might make good book publications and supply them with abstracts when they are available. They will then help the editors choose a publisher and create a contract. An I&EC Division officer must sign these contracts. The Publications Chair must approve negotiated contract terms. ACS has the first rights to publish symposia from ACS meetings. One may determine the level of interest of ACS and other publishers simultaneously to facilitate the publication process in case ACS is not interested. Symposium organizers are encouraged to start contacting publishers as soon as the symposium is scheduled. In some cases, a contract can be obtained as soon as authors and titles are known. In other cases, abstracts are necessary.

Publishers are increasingly concerned about profits and are generally not interested in publishing a book unless it contains at least 200 pages and results from a symposium with at least 20 papers. Also, the publisher must be convinced that the book will sell a sufficient number of copies, so they must be able to envision a particular group or groups that will want to purchase the book. A manuscript can be ready at the time of, before, or after the symposium. Editors negotiate terms directly with publishers and are encouraged to get the highest percentage of royalties with the most complementary copies for editors and/or contributors, the fewest number of copies which provide no royalties, and the shortest amount of time after submission of the manuscript for the publication to be available. Editors are encouraged to include in the contract other matters of concern, such as the format of the publication and the design and the quality of the hard cover. If formatting is required by publishers, the editors should carefully consider what will be involved in ensuring that their contributors meet these requirements to avoid delays and extra work. If disks are to be used, the formatting and requirements for these should be determined and put into the contract. The final contract must state that 50% of the royalties are to be paid directly to the Treasurer of the I&EC Division. Those interested in publishing may contact publishers directly or get more information from the Publications Chair. If editors pursue negotiations directly with publishers, the Publications Chair must be copied on all correspondence and must approve the contract terms.

Sincerely,



Terese Wignot
Publications Chair
ACS Industrial and Engineering Chemistry Division
Department of Chemistry
Wilkes University
Wilkes-Barre, PA 18766
Phone: (717) 831-4627
FAX: (717) 831-7862
e-mail: wignot@wilkes.edu


Appendix E-3: Information for Possible Book Publication

I&EC Division
Interest/Information Form for Possible Publication

Write on back or use extra sheets if necessary.

  1. Level of Interest. What is your level of interest in publishing your symposium in book format?

  2. Definitely plan to publish         __________
    Probably plan to publish           __________
    May publish                        __________
    Need more information about
      publishing before a decision
      can be made                      __________
    Definitely plan not to publish     __________
    

    If you definitely plan not to publish, please notify the Publications Chair by phone, e-mail, or letter (see end of form), and do not complete the rest of this questionnaire. Thank you.

  3. Title. What is the working title for the proposed book?


  4. Symposium Organizers. Please provide titles, names, addresses, phone and FAX numbers, and e-mail addresses:





  5. Proposed Editors. Please provide titles, names, addresses, phone and FAX numbers, and e-mail addresses:





  6. Author(s). Do you plan to author the book, or will the book be multiauthored?

  7. Content. Briefly describe the book:








  8. Uniqueness.
    1. Describe what is unique about the book:






    2. Will the book replace or compete directly with existing publications?
    3. Please list books most recently published or scheduled to be published which are similar in subject to the proposed books and give the date of publication for these:





  9. Description.
    1. What is the expected number of chapters in the book?
    2. How many total pages are expected?
    3. Please provide a brief preliminary table of contents:












    4. Please give the names and affiliations of authors:







  10. Timing. When will the first draft of the manuscript be completed?
  11. Marketing.
    1. For what group(s) of people is the book written?


    2. B. To what professional organizations would these people belong?


    3. C. What specialized publications would these people read?


    4. D. What level of background would they need?


  12. Experience.
    1. Have you published one or more symposium books before?
    2. If so, please list title(s), date(s) of meeting(s), publisher(s), and date of publication(s):




  13. Other.
    1. A. Is there other information you would like to tell publishers?



    2. B. Do you have questions or comments?





  14. Please send the list of talks, authors, and affiliations as soon as these are available. Please send abstracts when they are available.

Thank you for your help. Please send completed form or a numbered e-mail response to:

Dr. Ralph C. Gatrone
Department of Chemistry
Troy State University
Troy, AL 36082
Phone: (334) 670-3925
FAX: (334) 670-3578


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Updated 3 February 2005 I&EC Home