Abstracts with Programs Checklist
The front matter of the Abstracts With Programs contains general information on the meeting and is known as the program section. It should be sent to Nancy Carlson, GSA's Technical Program Manager, three months before the meeting.
It is helpful to refer to the Abstracts With Programs of the previous year while preparing your material. Remember that the book will be used at the meeting, so some future-tense verbs should be past tense and all dated and times must be accurate. Also, some items from the final announcement may no longer apply. These should be deleted to avoid confusion.
Use the following Abstracts With Programs checklist as a guideline to assist you as you gather the material.
Checklist
JUMP TO Menu |
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| Page 2 of the Program | Maps/Images |
| General Information | Deadlines |
| Field Trips | Abstracts With Programs |
| Guidebooks | |
Please submit the following items, unformatted, to Nancy Carlson at ncarlson@geosociety.org as a WORD attachment to an email:
| Page 2 of the Program | |||
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Listing of sponsors; current section officers; officers-elect, when applicable; associated society officers, when applicable; local committee. | ||
| General Information | |||
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Abstracts with Programs for sale | |
Guidebooks |
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Admission to meeting activities by badge only | |
Housing information: Is deposit required? Date and time of arrival and departure? |
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All fees should be provided in U.S. funds | |
Meeting dates, restricted to days of the technical sessions only |
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Annual Dinner | |
Message Center |
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All fees should be provided in U.S. funds | |
No free abstracts to authors |
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Annual Luncheon and Section Business Meeting | |
No smoking policy |
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Associated Society luncheon | |
Parking |
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Attendees for field trips and/or short course must preregister for the meeting | |
Refunds of preregistration and field trip fees |
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Attendees for field trips and/or short course must preregister for the meeting | |
Registration information |
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Audio-Visual equipment | |
Schedule of Events |
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Cancellation policy for preregistrations, ticketed events, field trip fees | |
Speaker Information, including poster board dimensions |
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Current student identification required for those registering as students | |
Special Events |
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Emergency telephone numbers—Numbers, Location | |
Student Awards |
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Exhibits—Location, Hours Open | |
Transportation |
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Field Trips | |
Weather |
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Food service | |
Welcoming Party |
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Guest activities | |
Workshops |
| Field Trips | |||
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Introductory text. Include: All field trip registrants must also preregister for the meeting. |
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Pre-meeting—name and description Post-meeting—name and description |
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Leaders and addresses | |
Accommodations (if trip is more than one day) |
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Dates, locations, and times of departure and return | |
Minimum and Maximum number of participants |
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Cost (indicate whether it includes guidebook, transportation, lodging, meals, etc.) | |
any miscellaneous information which might be applicable |
| Guidebooks | |||
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Name, date, place of the meeting | |
Publisher, author(s), and editor(s) |
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Guidebook title | |
Post-meeting availability—who to contact for purchase |
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When a guidebook is compiled expressly
for a field trip held in conjunction with a GSA meeting, it is appropriate
to refer in the front matter to: GSA and the meeting in the form of an explanatory note; the announced field trip number in the same manner |
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| Maps/Images | |||
| Maps and images are a little tricky. In order to produce a nice, crisp image there needs to be exact steps taken. If supplying a digital file, please use Adobe Illistrator, not Photoshop. Saving the file with an .ai extension or as an .EPS file, is preferred. An alternate method is to save the image as a .TIFF file using a high resolution (at least 600 ppi). If you are unable to provide your images in one of these formats, please send us the originals. We are more than happy to work from originals. Photocopies do not reproduce well, and we will not use them in the abstracts book. | |||
| Deadlines | |||
| Headquarters
insists that you meet the deadlines. The dates we have designated
as "due at headquarters" allow us just enough time to prepare
the books for printing and to meet your mailing deadlines. GSA contracts
production time at the beginning of the year with the printer and
editor. If the book is late, GSA will lose that timeslot. Books are mailed approximately three weeks before the meetings. |
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| Abstracts and Technical Program Pages | |||
| GSA is responsible for producing this portion into the program and abstracts book(s), once the reviewing and organizing of abstracts is finalized. | |||
| Abstracts With Programs for Sale at the Meetings | |||
Headquarters needs to know the distribution you want for the complete book and for the program section of the ABSTRACTS volume. Be prepared to give your order to Nancy Carlson when you call in approval of proofs. Review prior meeting chairs and statistics to see what quantity ABSTRACTS volume orders have been to assist in determining quantity. Prior years section chairs will be able to inform you whether quantities have been sufficient or additional volumes were necessary to fulfill requests on-site. The sections will be charged member price for any Abstracts With Programs volumes ordered for sale at the meeting. You may charge whatever you wish for these books at the meeting site, as long as you charge NO LESS THAN GSA's current non-member price. Nancy Carlson will work with you on the costs. The offprints (program sections) ordered are also charged to the section. Refer to prior years' statistics for determining quantity needed to fulfill on-site requests. GSA does not accept return or unsold Abstracts With Programs. If you do not know how many to order, contact Nancy Carlson at (303) 357-1061 or ncarlson@geosociety.org for your section history. Registration fees do not include a copy of the Abstracts with Programs. |
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