October 5-9, 2014
 

Proceedings Instructions

Important Note: Papers are due prior to the conference

Please note that all contributions to the ADASS conference proceedings must be provided in draft form by the 3rd of October 2014. See below for details.

The Proceedings of the ADASS XXIV meeting will be published by The Astronomical Society of the Pacific (ASP), and an electronic copy is included as part of the registration fee.

To ensure prompt publication of the Proceedings, please submit your paper by the deadline, midnight (end of day) MST the 3rd of October 2014 and follow the instructions below. A period of 3 weeks after the end of the conference is provided for updating the papers (deadline 31 October 2014). You may contact the LOC if you have questions regarding your manuscript publication (adass-2014-loc@cybera.ca). The Proceedings will be published electronically.


UPDATE Wednesday, Oct 1: New deadline for Poster Abstracts (dependent on floor space)

Page Limitations

Invited Oral Papers: 10 pages

Contributed Oral Papers: 4 pages

Poster Papers: 4 pages

Demos: 4 pages

Focus Demos: 4 pages

BoFs: 4 pages


Manuscript Instructions

The ASP has created helpful instructions for authors, which are included as Part I of the document Instructions for Authors and Editors that may be downloaded from the ASP website.

The Astronomical Society of the Pacific (the publisher) has completely revised their Instructions for Authors and LaTeX style files as of 2010. Authors must submit their manuscripts in LaTeX and use the latest LaTeX style file for their submissions. Manuscripts that use earlier versions of the LaTeX style file will be rejected.

The LaTeX style file* can be downloaded directly from ASP. The corresponding asp2010.bst file can be downloaded here. You may find it more convenient to download a tar file that contains the style file, together with a template manuscript LaTeX file (aspauthor.tex) that can be used as a staring point for developing your manuscript, and a BibTeX example for managing references.

* Some authors have reported difficulty using the LaTeX style file because it references two packages that may not be present in all TeX distributions. If you receive LaTeX errors indicating that either ofthe files ncccropmark.sty or watermark.sty are not found, you may comment out the appropriate usepackage lines near the beginning of the file asp2010.sty (the two packages are not required for the general author).

Please name the main LaTeX source file according to your designated presentation id, e.g.:

Oral presentation O1.1:

O1-1.tex and O1-1.bib


The designated presentation id's are posted on the Participants page. Figures (in encapsulated PostScript format) should be named <paper_ID>_fn.eps where n is the figure number, e.g. P030_f1.eps.

Figures in Manuscripts

Authors are encouraged to submit color figures with their manuscripts. All figures should be submitted in encapsulated PostScript (eps) format. If this is not possible, please contact the editors for alternative instructions. Fonts included in figures should be embedded in the encapsulated PostScript output. Color figures should preferably be submitted as CMYK composites. Figures submitted as RGB composites will be accepted, but will be converted to CMYK and may experience some colorshifts during the conversion.

Figures should be cropped to remove any unnecessary white space, and should be created or scaled to the size intended for print, and oriented correctly. Please ensure that any included line art or text (such as annotations) is legible when the figure is shrunk to 90% of the intended print size. Lines should not be defined as hairline width; the recommended minimum line width at the intended print size is 0.25pt.

Figures need to have a MINIMUM resolution of 240 pixels per inch (95 pix/cm) to reproduce satisfactorily. Authors should print out their figures at actual size end and evaluate the readability of any embedded text. If the embedded text appears smaller than about 8 pt, it is not going to be readable in the final printed figure. Text also needs to appear in a constrasting color to be easily legible.

Usage of LaTex commands

Authors should never use \renewcommand or \renewenvironment in their submissions! Each submitted article is actually embedded in a larger LaTeX file for the entire volume. Any redefinitions of commands or parameters will affect all subsequent articles in the volume.

If it is absolutely necessary to redefine a command, authors should create their own version that embeds a label that is unique to their article (e.g., \<author>_itemize and NOT \myitemize). Similar to the above, authors should not use \usepackage except in the most exceptional circumstances. Many packages will interfere with the construction of the volume (in particular, the subfig package performs global redefinitions of some key formatting quantities and must not be used).

Try not to use too many \section or \subsection commands, since these will limit where page breaks can occur.

Ellipses ("...") should never be used as a means of indicating examples. Use "(e.g., a, b, c)" rather than "(a, b, c, ...)".

URLs should be embedded in \url{} Use \url{http://cxc.cfa.harvard.edu/} rather than {\tt http://cxc.cfa.harvard.edu/}.

Footnotes are added in general after the corresponding punctuation "... like this,\footnote{see here} ..." rather than "... like this\footnote{see here}, ..."

Referencing Papers in the Current Proceedings

Please use the following BibTeX entry template for defining references to papers that will be included in the current volume:

@inproceedings{_adassxxiv,

	author		= "",

	booktitle	= "ADASS XXIV",

	year		= 2014,

	editor		= "Taylor, A. R. and Stil, J. M.",

	volume		= "TBD",

	series		= "ASP Conf. Ser.",

	pages		= "TBD",

	publisher	= "ASP",

	address		="San Francisco",
}

For the <ident> element, please use the presentation id (e.g., O1.1, P097, etc.) that can be obtained from the program (oral) and are posted on the Participants page (oral, posters, demos and BoFs). The <authors> element should list the authors of the paper being referenced.

For example,

@inproceedings{O1-1_adassxxiv,

author

...

= "Lewis,~J.",


}

Authors should use a common entry format, like the ADS references. Authors should only include references that are cited in the text. Use \citep and \citet rather than \cite.

The standard practice is that for 8 authors or less, all authors should be included in the reference. For 9 authors or more, only the first author is listed followed by et al. This is done by specifying author = {{Author}, A.~N. and others} in the BibTeX file, which will produce Author, A. N., et al. in the completed volume.

It is never correct to list more than one author followed by et al. You should never have an entry like author = {{Author}, A.~N. and {Coauthor}, B.~M. and others} in the BibTeX file.


Uploading Your Completed Manuscript

Once you have finished your manuscript and completed the "Author's Final Checklist" in Part I of the ASP "Instructions for Authors and Editors" document referenced above, you need to upload your submission. This can be done via the Paper Upload Form.

This form allows you to upload each of the input files separately in a single submission. Thus, it is not necessary to bundle your files (e.g. as a tar file).

Note that with this form you can upload your paper files multiple times as revisions are needed. In particular, you will have a chance to upload revisions up until 3 weeks after the end of the conference (deadline 31 October 2014). Note, that we may preserve all versions in case of technical difficulties.

If you experience difficulties in uploading the file, please contact the LOC (adass-2014-loc@cybera.ca) and send the tar file or article as attachment.


Copyright Policies and Copyright Release Form

Authors must conform to the copyright policies of the publisher! If you use an image/drawing/photo etc. that has been published previously, belongs to someone else, or has been used elsewhere, please read and comply with the requirements of section 2.1 of author information.

All authors must complete the ASP copyright agreement, and the form must be returned to the proceedings editors before your paper can be accepted for publication!


UPDATE Wednesday, Oct 1: New deadline for Poster Abstracts (dependent on floor space)

You should have received the preprinted copyright agreement form to sign at the registration desk. If you did not complete a copyright form at the meeting, please retrieve the form (doc or pdf), fill it out and email a PDF scan of the form to the LOC (adass-2014-loc@cybera.ca).