Abstract Submission

Abstract submittal is closed as of 03 October 2007.

Abstract Submission Procedures

The abstract submission deadline is midnight (23:59 US, CDT) on Tuesday, 2 October 2007. In order for scheduling to be completed in a timely manner, all Internet and mailed submissions must be received by this date. (Mailed submissions must be sent in advance so they are received, not postmarked, by this date.) Stated guidelines and procedures must be followed exactly. If not, your paper will not be accepted. Abstracts can be submitted as follows:

  1. Via the Internet. This method of submission is highly preferred. Go to http://www.aslo.org/orlando2008/start_process.html to get started.
  2. By mail. Submit the abstract on a 3.5" floppy disk or CD (formatted for DOS) accompanied by one (1) original hard copy printed on white paper. All documents must be submitted in either WordPerfect for Windows or Microsoft Word for Windows file formats. Abstracts submitted in any other format are not acceptable and will be returned. Disks and CDs must be clearly and fully labeled with the name of the author to contact, institution name, mailing address, phone number, and e-mail address. Disk and CD submissions must include a hard copy of the abstract, no exceptions. E-mail and fax copies of abstracts are not acceptable. Include the completed registration and abstract submission forms along with the hard copy of the abstract. Please use a laser-quality printer to print the one hard copy required for mailed submissions. Send originals and diskettes to: Helen Schneider Lemay, ASLO Business Office, 5400 Bosque Boulevard, Suite 680, Waco, TX 76710-4446, USA.

If you are not able to submit your abstract by one of these two methods, please contact Helen Schneider Lemay at 800-929-ASLO (U.S., Canada, and Caribbean), 254-399-9635 (All other countries), or via e-mail at orlando2008@sgmeet.com.

Abstract Submission Requirements

An abstract submission fee of $50.00 USD is required for each submission, along with a full paid registration.  This fee is non-refundable should it later be determined you are not able to attend and make your presentation. However, registration fees are refundable under the registration guidelines.

All persons wishing to contribute an abstract must complete a registration form with payment for the abstract submission fee and full registration fee when submitting their abstract. Abstracts will not be accepted if payment for the one-day registration fee only is submitted. Only one paper per first author will be accepted. An abstract submission fee and registration fee paid by the presenting author must accompany each paper accepted. Poster presentations are strongly encouraged and will play an important role in this meeting. All presentations will be considered for poster presentation.  Please keep in mind it may be necessary to accept for poster presentation some abstracts submitted for oral presentation and, likewise, those who submit abstracts for poster presentation may be asked to make an oral presentation.

Originals, diskettes, and Internet submissions, along with their accompanying registrations, must be received by the submission deadline of midnight (23:59 US, CDT) on Tuesday, 2 October 2007. As noted previously, an author’s abstract and registration must be received at the same time regardless of how the abstract is submitted.

Single First Author Rule Clarified

We (the co-chairs for the 2008 Ocean Science meeting) have received inquiries from session organizers about multiple presentations at the meeting. This is a perennial problem with our annual meetings, so the three co-chairs, consulting with the ASLO, AGU, and TOS staff, have discussed and decided that we will stick to the one first author abstract rule.

A rule of both ASLO and AGU is that no individual may give more than one first author paper at a meeting (oral or poster). The two societies allow for different exceptions. For Ocean Sciences 2008, we will make an exception for the plenary speakers; these were invited by the committee and there are a total of 5 for the week. We will also make an exception with the Munk Award and Sverdrup Award winners. These are annual awards made by TOS and AGU, respectively, and the two recipients will be asked to make presentations as mini-plenary sessions. If any of these 7 plenary speakers wishes to also submit an additional paper for oral or poster presentation, that will be welcomed.

Conveners of OSM2008 sessions may designate up to two presenters in their sessions as “invited.” It can be viewed as an honor to be invited; however, this should not be reason for an exception that would allow for a second presentation of a submitted paper. With close to 200 sessions, this could lead to many extra papers. Session conveners may also invite one speaker in their sessions to present a “tutorial” lecture, using two time slots. The tutorial is intended as an overview of the subject matter of the session, and not all sessions will have tutorials. Requests have been made to allow the tutorial presenter to submit a second presentation with the argument that the tutorial presenter also might want to present from her/his own research. However, it must be recognized that many of us have more than one research area and must chose what to present anyway, so deciding to give an overview paper from one’s research area is not significant reason for an exception to the rule. In reality, many tutorial presenters heavily weight their talks toward their own research results.

With more emphasis on education and a number of education sessions planned, there may also be requests for presenters in the education sessions to be permitted to make a second presentation in a science session. This is a case again of a presenter selecting from his/her areas of scholarly activity. In addition, we should consider education sessions to be equal to science sessions and not second class sessions. Therefore, the rule is that only the 7 plenary speakers invited by the organizing committee and selected by TOS and AGU will be granted the exception to make a second presentation. Otherwise, the rule of one presentation per person will be enforced; a second first-author abstract cannot be submitted.

The reason for enforcing a one-abstract rule is that we want to encourage anyone who wishes to make a presentation at what will be a very large meeting. It is necessary to limit the number of concurrent oral sessions because of a finite number of presentation rooms and to limit scheduling conflicts. An attraction of the Ocean Sciences meeting is that the diverse multi-disciplinary nature encourages exposure to areas outside one’s immediate specialty. Too many concurrent sessions tends to push attendees into specialty sessions only. Efforts will be made to have a large portion of presentations as poster rather than oral. Every effort is being made to have the poster presentations as a desirable format and to make them a first choice for effective presentation. However, with both poster and oral sessions, there is finite space and time at this large meeting.

We encourage session conveners to consider carefully, possibly consulting with the meeting organizers, before inviting a tutorial speaker. The tutorial is intended to give an overview for those not deeply involved in the subject of the session and this approach is intended for sessions that are trying to attract “outsiders.” Remember that using a tutorial slot in an oral session takes away one slot that would be available otherwise for another presenter.

We also encourage session conveners to consider making your session a poster only session. The poster presentations will be exclusive (no other planned activities conflicting) and organized to make them effective interactive avenues for presenting and discussing papers. It is possible to have invited and tutorial slots in a poster session.

Abstract Preparation Specifications

All abstracts must be in English, using metric units. Do not include illustrations, figures, or photos. Use no smaller than 10-point type if submitting by mail. Use a single space between sentences.

The title of the abstract must be in all caps and must not exceed 160 characters. The body of the abstract must adhere to a maximum count of 180 words, exclusive of the title and the author citations. Please make the abstract as informative and representative of your presentation as possible.

The abstract submittal system uses the UTF-8 (Unicode) character set. Submitters may use HTML coding to set italics or display special characters. Please do not use bold or underline formatting however, as this will be stripped out in the final, printed version of your abstract. Make sure you properly close your HTML tags as well.

Some examples:

  • Italics: <em>Synechococcus</em> yields Synechococcus
  • Sub/superscript: CO<sub>2</sub> = CO2, 10<sup>-1</sup> = 10-1
  • Greek: &micro; = µ, &Sigma; = Σ, &delta;= δ
  • Math: &#8776; yields ≈, &#8800; yields ≠, &#8804; yields ≤
  • Non-English Characters: &#225; = á, &#241; = ñ, &#252;= ü, &#268;= Č

a good reference for finding and using codes can be found at: http://webdesign.about.com/od/localization/l/blhtmlcodes-math.htm

Important! Special characters and formatting are not required. Every abstract will be considered equally.

We offer the opportunity for authors who want to take the extra steps or who want to more properly submit personal and family names or the name of their organization.

Session Topic Codes

To assist the organizing committee in assigning your abstract to an appropriate session, please use the session codes tool to find sessions approrpiate for your paper. Please enter your first and second choices under the Session Topic Code portion of the abstract form. Be sure to include the complete code for the appropriate session. While every attempt will be made to accommodate your session requests, the committee cannot guarantee your abstract will be placed in any of the sessions chosen. Priority is given to the overall scientific program and, therefore, final placement is solely at the discretion of the organizing committee.

A Session Circular is available, should you wish print and view the session lists and detailed descriptions offline.

Previewing Abstracts

When you submit your abstract, you will receive a confirmation and will be given a login and password for making necessary corrections. Please check your abstract for errors after you submit.

Author Notification

Presenting authors will receive electronic confirmation when the abstract and registration are received and will receive confirmation in this same manner when the abstract is accepted and assigned. Accepted abstracts will be posted on the web site after the scientific program schedule has been determined. If confirmation and notification by electronic means are not possible, please indicate an alternate method of notification when you submit your abstract.

Additional Charges to Authors

Any author who submits an abstract on a disk and then also submits via the Internet will be charged a non-refundable duplicate submission fee of $60 USD.

  • An author who submits the same abstract more than once via the Internet will be charged a non-refundable duplicate submission fee of $60 USD.
  • Likewise, any author who submits an abstract and then resubmits the same abstract with revisions or changes or sends in a request for the appropriate changes to be made will be charged a non-refundable abstract change fee of $60 USD.

Important Notes

  • Payment of the abstract submission fee and full registration fee (in USD) is required, plus the completed form must accompany each abstract. (Abstracts will not be considered unless the presenting author has registered for the meeting and paid the full registration fee.)
  • Abstracts will not be accepted by fax or e-mail.
  • Do not mail in any abstracts or registration materials if you submit electronically!
  • Abstracts must adhere to the guidelines in this brochure.
  • Only one paper per first author will be accepted.
  • Duplicate submissions will be charged a non-refundable processing fee of $60.00 USD.
  • Abstract revisions or changes made by the ASLO Business Office will be subject to an abstract change fee of $60.00 USD.
  • It may be necessary to accept for poster presentation some abstracts submitted for oral presentation, and, likewise, abstracts submitted for poster presentation may be accepted as oral presentations.
  • The submission deadline of midnight (23:59 US, CDT) Tuesday, 2 October 2007, will be strictly adhered to.

Non-Refundable Fees for Duplicate Submissions and Abstract Changes

Duplicate abstract submissions and/or registrations will be charged a non-refundable processing fee of $60 USD to cover the costs associated with processing. If submitting electronically, DO NOT submit mailed-in hard copies as well.

Also, any author who submits an abstract by mail and then resubmits the same abstract with revisions or changes or sends in a request for the appropriate changes to be made will be charged an abstract change fee of $60 USD.

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