IECA s 39th ANNUAL CONFERENCE February 18-21, 2008 Orlando, Florida USA AUTHOR S PACKET FOR TECHNICAL PAPERS We are pleased you have offered to present a paper during IECA s 38th Annual Conference. This document will help you in the preparation of your paper for review, now that your abstract has been accepted. All Te The International Erosion Control Association s (IECA) mission statement: IECA connects, educates and develops the worldwide erosion and sediment control community. In keeping with the intent of this mission, IECA sponsors an annual conference to promote the exchange of scientific and technical information. Technical Papers offer a vehicle for authors to exchange information with others concerning the outcome of research and/or investigation of new or existing technologies. Technical Papers are based on scientific methods and merit which must be described in the paper. A clear statement of the question, the procedures for testing and measurement, the analysis of the results, and the conclusion. The elements of a Technical Paper are valuable components of a foundation of knowledge, if carefully planned and prepared. Technical Papers need to be scientifically sound and free from personal bias. Any paper that is commercial in nature or tone will be rejected by the review committee. These guidelines are intended to provide you with assistance in producing a high quality Technical Paper. 1
TABLE OF CONTENTS THINGS YOU NEED TO DO BY October 1, 2007 1.0 PAPER GUIDELINES 1.1 Prepare Your Paper 1.2 Due Date for Your Paper 1.3 How to Send Your Paper 1.4 Publication Format Specifics 1.5 Where and to Whom to Send Your Paper 1.6 Review Process 2.0 AUTHOR S ADDITIONAL SUBMITTALS 2.1 Author s Checklist 2.2 Author s Biography 2.3 Author s Photograph 2.4 Author s Statement of Understanding 2.5 Marketing Paragraph 2.7 Additional Presenters ONCE YOUR PAPER HAS BEEN ACCEPTED 3.0 GENERAL CONFERENCE INFORMATION 3.1 Conference Proceedings 3.2 Conference Details 3.3 Conference Registration 2
1.0 PAPER GUIDELINES 1.1 Preparing Your Paper Now that your abstract has been accepted please proceed to write your paper. A. Document Specifications Paper Size 8.5 x 11 inches (216 x 279 cm) All Margins: 1.0 inch Font: (Arial or Helvetica) Title: 14 point font bold, centered Authors and Affiliation: 10 point font, centered Body: 10 point font, justified Captions: 10 point font, centered under figure Section Headers: 10 point font, bold, flushed left, numbered Subsection Headers: 10 point font, bold, flushed left, numbered Subsububsection Headers: 10 point font, italic, flushed left, numbered References: 10 point font B. Title Page Include the following on the first page: (Separate from the body text) Title (should be concise and to the point, not to exceed 75 characters and spaces in length) 14 point font, bold, centered Author(s) full name, complete address, phone, fax and e-mail, 10 point font, centered Biographical Sketch of author(s) (115 words or less to be used on IECA web site)-see 2.2 for specifics Abstract (400 words or less to be used on the IECA web site) Does it summarize the paper? Up to 5 key words or phrases for indexing purposes on our web site. Examples of keywords are: slope protection; erosion control; revegetation; bioengineering; watershed C. The Body of the Paper Original document, not a photocopy Text should appear on one side only Single-spaced with double spacing between paragraphs Indent first word of each paragraph 5 spaces Maximum page length: 12 pages including conclusion, all inclusions and references) (Title page not included.) Number the pages in the lower right corner Footnotes can be inserted at the bottom of page Citations of other written materials, referred to in the text should be numbered, and listed in numerical order at the end of the paper in the reference section Illustrations for technical papers should be placed at the end of the paper following the text or inserted within the text Include photographs, line drawings, and charts that will really add to the value of your paper or clarify its technical content Note: Your paper will not be edited, proofread, or rewritten by IECA. Your final paper will be submitted to reviewers as it is. If selected, it will appear in the appear in the conference proceedings as submitted. 3
D. Marketing Paragraph Marketing Paragraph (50 words or less to be used for marketing purposes and in the conference program)-see 2.5 for specifics *Corporate, company, trade, brand names may be used only once in a paper presentation. Their inclusion is allowed to provide proper identification. All other references to proper names must be generically stated, e.g. The author provided or The erosion control blanket stabilized REFERENCES References are to be alphabetized and follow upper/lower case format as illustrated below. REFERENCES (For a journal or magazine article) Franklin, H.D. 1980. "Ground Water in the Denver Basin." Ground Water Journal 60: 80-91. (For a professional paper) Kuhndahl, D.L. and H. Smith. 1978. "Diamond Pipes of Northern Colorado." U.S. Geological Survey Professional Paper 911, p.17. (For a book reference) Norma, Richard, C. Hansen and J. Mackee. 1980. Wave Theory. University of New Mexico Press, Albuquerque, New Mexico. P. 67-68. UNITS OF MEASURE All units of measurement used will follow SI conventions (metric). If desired, U.S. Customary System (i.e., English) units may be expressed within ( ) or [ ] parenthesis immediately following the SI units. Examples: 3.0 meters (9.8 feet) or 2.4 hectares [ 5.9 acres]. 1.2 Due Date for Paper Please upload your paper to IECA for ARRIVAL ON OR BEFORE OCTOBER 1, 2007 1.3 How to Upload Your Paper (Please do not send paper by fax.) 1. Login with information provided in the email. 2. In the right-most column, there will be a status indicator of your final paper. 3. Click the link. 4. Follow the on-screen instructions. Please note that you can only submit one file, and it must be in.zip form. If you have multiple files, please zip them into a single.zip file. If you have a single file, it also must be zipped. If you need a zipping utility or instructions on how to zip files, they are available at http://www.winzip.com 5. Please Print your confirmation for your records. 6. When finished, refresh the main screen. You should see that your file has been submitted. 7. Only one submission is allowed, due to the potential size of files. If you need to make a correction, addition, or other modification, contact Kim. 8. IECA retains the right to request other types of electronic or hard copies of your presentation as needed. 4
Any inquiries can be directed to Kim M. Kline (kim@ieca.org) at phone: (800) 455-4322 x22, (970) 879-3010 1.6 Review Process Your paper will be sent to three reviewers whose comments will assist our decision to accept the paper for an oral presentation and printed publication in the CD-ROM Proceedings. Papers submitted for presentation at IECA s 38th Annual Conference should be original unpublished work, not under consideration for publication elsewhere. We will notify you by December 3, 2006, by e-mail. Presentation will take place on February 20 or 21, 2007. 2.0 AUTHOR S ADDITIONAL SUBMITTALS 2.1 Author s Checklist When you electronically submit you will be required to acknowledge that you have submitted all of the elements for the final review. A copy of this list for your records is on page 9. 2.2 Author s Biography Please submit a short biography of all authors credentials and education. Your biography should be no more than 115 words. Please see the example below: Johnny M. Grace III, Ph.D., CPESC, is a Research Engineer with the USDA Forest Service, Southern Research Station, Forest Operations Research Unit. Forest Operations Research, SRS-4703, provides technology integrating ecological and engineering disciplines for sustainable forest resource management. Dr. Grace has authored numerous papers on hydrology, road sediment and erosion control, NPS pollution, and BMPs related to forest operations over the past 11 years. Dr. Grace's research focuses on evaluating and mitigating impacts of forest operations (site preparation, thinning, harvesting, and road operations) on forest soil erosion, water quality, and hydrology. 2.3 Author s Photograph Please include a color photograph of yourself for posting on our web site and in promotion pieces. The photograph should be professional (corporate) headshot. Photos with a solid color background are preferred. Do not take photos in front of windows as this results in poor lighting. If there is more than one presenter, please include a photograph for each presenter. Your photograph will not be returned. We prefer a 90mm by 125mm (3 ½ in. X 5 in.) or 100mm by 150mm (4 in. X 6 in.) If you have it in an electronic format, please e-mail your photograph to kim@ieca.org when you send in your author s package. 2.4 Author s Statement of Understanding Please read the attached statement of understanding. 2.5 Marketing Paragraph Please submit a short paragraph (50 words) on why someone would want to hear your session or read your paper. What benefit would someone get from reading your paper? We will use this for marketing purposes on our web site and in promotional materials. Please see the example below: 5
This work compared and discussed WEPP estimates of soil erosion and storm runoff from erosion plots and road sections on two National Forests in the southern Appalachians. Model efficiency in predicting sediment and runoff yield based on 50-year simulations were presented and discussed for each application. 2.6 Audio/Visual Requirements IECA will make arrangements for a wireless lavaliere microphone and a screen for all technical sessions. Each room will have a computer that will download your presentation from a server. If you have special equipment needs such as a flip chart or two screens, please contact Kate at kate@ieca.org. We request all speakers to wear a microphone when presenting at our annual conference Forums and panel discussions will have table top wired microphones. Each room will have a podium, small speaker table and water. Any request you make on site will be at your own expense. You must provide your presentation for download to the speaker ready room the day before your presentation. 2.7 Additional Presenters Please include photographs and biography sketches for your additional presenters. We will offer a discount registration for up to 2 authors/presenters per presentation. (For example: the primary author and the co-author.) 3.0 GENERAL CONFERENCE INFORMATION 3.1 Conference Proceedings Conference papers will be produced on CD-ROM. The proceedings will be made available to attendees at the conference. To see an example of an accepted proceedings paper please visit IECA s web site at www. ieca.org/conference/callpresentations/paper_sample.pdf By submitting your paper, you and your co-authors agree that transfer of copyright is given to the conference organizers if and when the paper is published in the promotional materials or any other associated publication. 3.2 Conference Details Information on the conference will automatically be forwarded to you as it becomes available. The final program, containing details of papers and sessions and all information necessary for registration, will also be sent to you. If you have co-authors, it is your responsibility to forward this information to them. Refer to the IECA s web site at www.ieca.org for regular conference updates. If you change your address and contact information, please let us know. You must attend the presenters meeting the morning of your presentation. This time is critical to update you on any last-minute details, for you to meet your moderator and for recognition. Details on the presenters meeting and preparation room will be forwarded to you closer to conference time. 3.3 Conference Registration It is our policy that the author must present the paper in person. If this is not possible, please nominate a co-author and let us know by December 14, 2007. You or someone you nominate must present the paper or your paper will not be published in the Proceedings or be in the included in the technical program. 6
A reduced registration rate will be available. Upon acceptance of your paper, you will receive a special registration form that will entitle you and one co-author/co-presenter (as long as they are presenting with you) to a discounted speaker registration fee. Please note that you must register by December 14, 2007. You cannot present without registering for the conference. 3.4 Presentation Guidelines If accepted, guidelines will be forwarded onto you to assist you in preparing your oral presentation by the December 3, 2007, notification of paper acceptance deadline. You will receive details on preparing your visual aids and delivering your presentation. In most cases, you will have 25 minutes to give your presentation. As the conference approaches and details are finalized, you will be notified of the exact time and length of your presentation. 7
IECA s 39th ANNUAL CONFERENCE February 18-21, 2008 Orlando, Florida USA AUTHOR S STATEMENT OF UNDERSTANDING This statement of understanding between the International Erosion Control Association (IECA) and the author(s) of papers serves as clarification between two parties for the purpose of the Technical Session Presentations at the 38 th Annual IECA Conference and Expo. 1. IECA will provide all presenters with a point of contact to help ensure the technical session success. Kim M. Kline, Technical Resources Director, will commit to responding to your correspondence, needs and requests in a timely fashion. 2. IECA agrees to provide a room in which to present, audio/visual equipment, a discounted registration for up to two authors per presentation, a presenters meeting and presenters preparation room. 3. IECA will market the author(s) paper on our web site and in other promotional material. 4. The author(s) will provide their own travel, lodging, food and registration fees. 5. The author(s) will not receive any compensation for presenting their presentation. 8
IECA s 39th ANNUAL CONFERENCE February 18-21, 2008 Orlando, Florida USA Please include all of the below in your author s packet. Submissions are due by October 1, 2007 Technical Sessions Presenter Checklist Paper in Zip file Photograph of author(s) Zip file Biography of author(s) Zip file Additional presenter information Zip file I have read the Author s Statement of Understanding Marketing paragraph Zip file Please note that we will not consider you as a presenter until all of the above has been sent in by October 1, 2007. Thank you! 9