Subject: Information for Sub Workshop Facilitators

Transcription

1 Dear Sub Workshop Facilitator, Subject: Information for Sub Workshop Facilitators Please take note of the following: The BAQ 2003 Program, including the Sub Workshops is almost complete. The program has been posted on the BAQ 2003 website ( and will be updated on a regular basis. In case you see mistakes in the posted online version please send your comments to Cornie Huizenga (chuizenga@adb.org) AND Herbert Fabian (hfabian@adb.org). As discussed earlier we will have a maximum of 12 presentations in a three session SW. This is 4 per session. Presentations will be limited to 15 minutes. It will be the task of the SW facilitators to maintain this rule. This to ensure that there will be at least 45 minutes of discussion per session in each of the SW s. The BAQ 2003 Secretariat is in the process to draw up a detailed schedule for SW s, which will indicate the timing of the SW s especially those for which only one or two session are planned. The schedule will be posted on the BAQ 2003 website before 1 December. We request you to inform Cornie Huizenga and Herbert Fabian, in case you have not done so, which speakers will speak in which session. We need this information before 20 November to prepare the printed BAQ 2003 Program. With respect to your personal invitations. In case you have not yet received an invitation to participate in BAQ 2003 and you need an invitation, please contact Glynda Bathan (gbathan@adb.org). We urge you to confirm your participation in case you have not done so and to fill out the online registration form for BAQ Invitations were sent to all the Sub Workshop speakers, except for those who are still being discussed with you by the Secretariat. We are now able to inform you that the BAQ 2003 Organizing Committee will be able to fund all speakers from within the Asian region, with the exception of speakers from the private sector who are expected to provide their own funding. The BAQ 2003 Secretariat will contact you on a individual basis to discuss potential funding for speakers from outside Asia. Limited funds are available for this purpose and not all speakers proposed in this category can receive funding from BAQ organizing committee. In parallel to these notes to you we are also sending a note to the presenters in your SW informing them of the detailed arrangements for BAQ 2003 as well as guidelines for preparation of their presentations. Presenters will be requested to send their presentations to Herbert Fabian. Upon receipt, Herbert will forward the presentation to you for your comments. In reviewing the presentation please pay attention to: (1) length of the presentation presentations are not allowed to go beyond 15 minutes and 15 slides; (2) does the presentation cover the topics indicated in the title; (3) is there an overlap or

2 duplication with other presentations? We urge you to pay careful attention to the presentations as they will determine to a large extent the success of your SW. Please send your comments directly to the presenters but make certain that you copy Cornie Huizenga (chuizenga@adb.org) AND Herbert Fabian (hfabian@adb.org). BAQ 2003 Secretariat will be responsible for setting up room for your SW. This includes ensuring that all presentations are loaded prior to the start of the SW. Limited hardcopies will be made available of the presentations in your SW, of those presentations that were received before 10 December There will be no reporting by individual SW s to the plenary. Instead the BAQ 2003 organizing Committee will set up a reporting committee of about 3-4 persons who will be asked to circulate among the SW s and to make a 30 minute presentation in the Closing Session of BAQ 2003 on their findings and conclusions from the plenary, the SW and the poster sessions. In case you have further questions regarding the preparation and facilitation of your SW do not hesitate to contact Cornie Huizenga (chuizenga@adb.org). Thank you.

3 Guidelines for Preparation of Sub Workshop Presentations BAQ ) How much time will I have for my presentation? All presentations will have 15 minutes. Please note that the SW facilitators have been instructed to be very strict in applying the 15 minute time limit. This to ensure that there will be enough time for discussion in the SW. Overall, 45 minutes is reserved for discussion in each of the 1 hour 45 minute SW sessions. 2) Powerpoint Presentation or Full paper The BAQ 2003 Organizing Committee very much welcomes full papers. See attachment 1 for instructions on formatting of the full paper. For powerpoint presentations there is a limit of 15 slides. In preparing the powerpoint presentations please avoid using font size of less than 14 pt. Also choose color schemes and backgrounds wisely to ensure that presentations can be seen from the back of the room. The BAQ secretariat will convert the presentations to PFD format and will upload them to the BAQ 2003 and the CAI-Asia website (after the conference). To ensure that presentations can be downloaded with relative ease, make certain that your Powerpoint presentation does not exceed 500 kilobytes (0.5 MB). Some of you may want to insert important graphs, tables or other images into your presentation. But before you copy-and-paste these images into your Powerpoint slide, make sure that you first reduce the file size of these images. You can do this by (a) reducing the actual dimensions of the image and/or (b) saving the image in the appropriate file format (GIF or JPG). You will need to use an image manipulation program like Microsoft Photo Editor (which usually comes with Windows 98/2000/XP), or an alternative software to run Photo Editor) See attachment 2 on how reduce pictures in size. 3) What is the deadline for submission of papers and presentations? All full papers need to be submitted by 10 December We urge you to submit your powerpoint presentations as soon as possible but not later than 1 December ) Will my paper or presentation be reviewed before BAQ 2003? There is no formal review of papers and presentations. However, the BAQ 2003 Secretariat and the SW facilitators will review the papers to ensure that the length of the paper or presentation is within the prescribed limit and that the contents of the paper or presentation is in line with the topic indicated in the program. In cases, where there is overlap in presentations presenters will be provided with guidance to avoid such overlap or duplication.

4 5) I have submitted my presentation by but would like to make use of a different version for presentation with more graphics and pictures? It is possible to have a larger size presentation with more pictures and graphs for presentation during BAQ If you would like to do so, inform Herbert Fabian (hfabian@adb.org) and send him the version of the presentation you intend to use during BAQ 2003 BEFORE 10 December. 6) My presentation is too large to send via . Can I bring along a CD-ROM and transfer the file during the workshop? Yes. Give your CD or memory stick to Herbert Fabian of the BAQ 2003 Secretariat and they will transfer the file for you. But please make sure you submit your Powerpoint file at least one day before your scheduled presentation. 7) Can I make changes to my presentation during the workshop? Please refrain from making minor changes to your presentation (e.g., color, font, images) once you have submitted your file to the BAQ organizers. However, if you have a compelling reason to make an important change (e.g., new data, statistics), please inform the workshop organizers immediately so they may assist you. 8) What is the cut-off time for submitting changes? All changes made need to be reported latest one day before the actual presentation date. 9) Will my presentation be available in hard copy during BAQ 2003 and on the BAQ 2002 website? Limited numbers of hard copies of the presentations will be made available in the SW s of those presentations, which were submitted before the deadline All workshop presentations and papers will be available on the website after the conference is over. BAQ 2003 Organizing Committee will prepare the proceedings of BAQ 2003 in CD form. 10) Can I use my own computer to make the presentation? Speakers will not be allowed to plug their personal laptop computers into the in-focus projector. Therefore, it is important that you first give your file to the workshop organizers beforehand.

5 Attachment: Instructions for Format of Full Paper Better Air Quality (BAQ) 2003 Cornie Huizenga 1 and Frank Murray 2 1 CAI Asia, Asian Development Bank, PO Box 789, 0980 Manila, Philippines 2 School of Environmental Science, Murdoch University, Murdoch 6150, Perth, Australia Abstract Conference proceedings will be published on CD-ROM and on the web. Authors are required to submit their manuscripts (due on 3 November 2003) electronically, to the specifications in these instructions. Final manuscripts are required in digital form as a MS Word document either ed or if the file is too large saved to CD and the CD mailed to Herbert Fabian. This paper is written in the required format to provide a model. Authors are encouraged to use it as a template. Your abstract should not exceed fourteen lines. Keywords: You can include up to two lines of keywords (for CD ROM search), leaving 3 mm (9 pt) space above and 7 mm (20 pt) space below. 1. Page Format 1.1. Length of manuscript Manuscripts must not exceed six pages Paper Layout Letter size. Margins should be as follows: top 25 mm; bottom 30 mm; sides 20 mm; space between columns 8 mm. The summary is indented an additional 25 mm from the left and right paper edges. Use a single column down to the end of the Summary, then leave 7 mm (20 pt) space below and use two columns for the rest of the paper (except for any unavoidably wide tables or illustrations). Do NOT number the pages and do NOT insert any formatting i.e. Header/Footers. Comments, Footnotes, Captions, Text Boxes or Track Changes. 2. Type Specifications 2.1. Headings Heading specifications are as follows: Paper title: 16 pt Arial font, all capitals, centered. Authors names: 12 pt Times New Roman, sentence case, spaced 2.5 mm (or 7 pt) beneath the title. Authors affiliations and addresses: 9 pt Times New Roman. Presenting author s name underlined. Summary heading: 12 pt Arial, sentence case, 10 mm (=28 pt) space above and 1 mm (3 pt) below.

6 Main section headings: 12 pt Arial bold, numbered (with hanging indent), sentence case, left justified. Stored as the style Heading 2 in MS Word 14 pt space above and 3 pt space below. First-level subheadings: 11 pt Arial, numbered (with hanging indent: stored as style Heading 3 in MS Word), sentence case, left justified. 10 pt space above and 3 pt space below. Second-level subheadings: 10 pt Arial italic, numbered (with hanging indent: stored as style Heading 4 in MS Word), sentence case, left justified. 7 pt space above and 2 pt space below Here is an example second-level subheading 2.2. Body Text 10 pt Arial, justified, first line indented 4 mm except for the paragraph immediately following a heading. No blank line between paragraphs! Fully justify each line, hyphenating if necessary. Insert only a single space after a sentence. Avoid hyphens at the ends of two or more consecutive lines. Use bullets similarly to here, with the minimum spacing between them to provide clear separation. Avoid widow and orphan lines or words. 3. Content 3.1. Title The title should be as concise as possible - generally no more than two lines Summary Do not exceed fourteen lines. Include the main purpose of the paper and the principal conclusions. End the summary with a list of keywords, as above Notation If necessary for clarity, you may include a glossary of mathematical symbols etc. under an unnumbered heading Notation before the main text Body of the Manuscript Units Use SI units wherever appropriate. Use slashes as in m/s rather than ms -1 except where confusion may arise Equations Number all equations at the right edge of their column. Equations should fit in a single column, even if they span two lines Illustrations Because the papers will appear on CD ROM, illustrations must be inserted into the MS Word document. Illustrations should mostly fit in a single column. All illustrations should be referred to in the text. A numbered caption in 9 pt roman type should be placed below each illustration. Captions should be concise, leaving full explanation to the text. The width of text should be at least 5 mm narrower than the full column. Captions with more than two lines usually look better as justified text rather than centered. Photographs should be screened and appear clear when reproduced at a resolution of 300 dots per inch. Colour illustrations can be used where necessary.

7 Tables Tables may span one or two columns. If necessary, a large table may be presented in landscape orientation, i.e. rotated with the top of the table on the left-hand side of the page. Table captions should be at the top of each table, but otherwise conform to the specifications for illustrations Citations and List of References Please take great care to ensure references are properly and fully included in your manuscript. They are the most common source of drafting faults in papers. The Harvard system should be used for citing publications in the text and listing their details at the end of the manuscript. A brief summary follows: Generally, a textual citation requires only the name of the author (or authors) and the year of publication (with no comma between the two). Citations may be made by referring to the authors in mid-sentence, as in Smith & Singh (1997, 1998a, 1998b) or Qiao et al. (in press), but should preferably appear at the end of the sentence as here (Smith & Singh 1997, Wang 2001). The term pers. comm. should not be used. Contributions of this kind should appear in an Acknowledgment at the end of the paper. All references cited should be listed at the end of the paper (or prior to any Appendix, if included). See the References section of this paper for examples of listing references Commercial Products and Services The conference proceedings are not intended as a marketing opportunity and should not be treated as such. Brand names, trade marks, logos etc. should only be used where they are important to the understanding of the paper. Any claims about the performance or quality of a product or service should not use superlatives but be demonstrated by data. 4. Permission to Publish The author is responsible for all material contained in the manuscript they submit. Coauthors must agree to the submission of the paper. It is the author s responsibility to inform the Organising Committee of the BAQ 2003 Conference if the paper has been published or offered elsewhere. It is also the author s responsibility to obtain clearance to submit material in which any other party has a legal interest (e.g. employer, funding body or client). Authors will be required to sign an Author/s Declaration prior to publication and presentation. A separate form will be available for this purpose. Acknowledgments (Use Summary Heading style in MS Word so there is no numbering) Acknowledgment by the author of the use of material from an outside source is a condition of such use, as well as a courtesy. Wherever possible, it should be made not only in the acknowledgments section but also at the place or places in the text where the material is included. References See Section for rules of citing and listing references. Note the use of hanging indents below. Double quotation marks should only be used within single quotation marks. World Health Organization Regional Office for Europe, Air Quality Guidelines for Europe. Second Edition. WHO Regional Publications, European Series, No.91. World Health Organization Regional Office for Europe, Copenhagen.

8 Wong T.W., Tam W.S., Yu T.S., Wong A.H.S Associations between daily mortalities from respiratory and cardiovascular diseases and air pollution in Hong Kong, China. Occup. Environ. Med. 59, Kidd D Promoting pollution prevention through technical assistance. In: Pollution Prevention: A Practical Guide for State and Local Government. Edited by Wigglesworth D.T. pp Lewis Publishers, Boca Raton. Appendix This is where you would insert any appendix. Note: You can balance the columns on the last page of the document. In MS Word, this can be done automatically by appending a Continuous Section Break.

9 Attachment 2: How to reduce the size of your images using Photo Editor 1. To run Photo Editor: Go to Start > Programs > Microsoft Office, then look for "Microsoft Photo Editor" OR Click on Start, select "Run..." and paste the following line into the text field: C:\Program Files\Common Files\Microsoft Shared\PhotoEd\PHOTOED.EXE Click OK and it launches Photo Editor 2. open your image file. 3. Click on the "Image" menu and select "Resize..." 4. Adjust the size of your image so that it is no larger than the size of your slide. (Make sure that the "Smooth" option is checked.) 5. Click OK. 6. Save the file either as a.gif or.jpg, whichever is smaller. Never use images in.bmp or.tif format. 7. Insert the new image into your Powerpoint slide.