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Greetings Organizers, Here are detailed outline on how to organize

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Greetings Organizers,
Here are detailed outline on how to organize your symposia.
ORGANIZER DEADLINES FOR ACS NEW ORLEANS 2013
PACS closes to AUTHORS – Oct 15
PACS closes to ORGANIZERS (YOU) – Oct 29
Preliminary program published in C&E News – Jan 28
Your symposia will not be assigned the DAY(S) until after ACS approves our Programming Grid. This is typically finalized after the Jan
28 date above. Award symposia are typically scheduled in early in the week. Per ACS guidelines, we are required to program until
THURS. We do not guarantee requested DAYS for symposia.
IMPORTANT CONTACT INFORMATION
POLY Program Chairs:
Scott Iacono (scott.iacono@usafa.edu) – Primary POC for New Orleans
Sheng Lin-Gibson (sheng.lin-gibson@nist.gov)
Jeffery Youngblood (jpyoungb@purdue.edu)
PACS Helpdesk: pacs@acs.org 800-333-9511 or 614-447-3776 (Outside the U.S.)
SETTING UP YOUR SESSIONS
Please consult the PACS User Guide (attached) for how to review and assign abstracts. If you have any technical questions regarding
navigating through PACS, please consult the PACS Helpdesk. The Program Chairs do not serve as PACS support.
Once logged into PACS (abstracts.acs.org), your symposium will have a designation (e.g., POLY001A, POLY001P) and will show both
an oral and poster session. Based on the number of your submissions, you may have to create new sessions. If so, provide a
consistent designation keeping the numerical values the same (e.g. POLY001A, POLY001B, etc.).
A typical day of sessions might looks like this (you can also consult archived technical programs from past meetings for examples) :
8:30-9:00
9:00-9:30
9:30-9:50
9:50-10:10
10:10-10:25
10:55-11:25
11:25-11:45
11:45-12:05
Invited talk (invited talks can be up to 30 min)
Invited talk
Contributed talk (contributed talks typically 20 min)
Contributed talk
Intermission (typically 15 min)
Invited talk
Contributed talk
Invited talk (try to end AM sessions by noon)
1:30-2:00
2:00-2:20
2:20-2:40
2:40-2:55
2:55-3:15
3:15-3:35
3:35-3:55
3:55-4:25
Invited talk (PM sessions start at 1:30)
Contributed talk
Contributed talk
Intermission
Invited talk
Contributed talk
Contributed talk
Invited talk (try to end PM talks no later than 5:00)
POSTERS: Sci-Mix and BEST POSTER NOMINATIONS (DOES NOT APPLY TO AWARD SYMPOSIA)
Please indicate which posters should be Sci-Mix worthy. This should be no more than the top 10% of your poster submissions.
Click the “Sci-Mix” box in the abstract when you assign your abstracts to their session. You do not have to move the abstracts into
any Sci-Mix session. The Program Chairs will then upload all of the selected abstracts into the Sci-Mix session when we do our
programming.
Please nominate your top-3 poster contributions by sending an e-mail to the primary program chair. POLY/PMSE have instituted a
monetary award the best poster during the joint poster sessions on TUES evening.
MISCELLANEOUS, BUT IMPORTANT, THINGS TO DO
Ensure all the abstracts in PACS have a figure/table/chart – this is required for POLY submissions. Preprints are no longer required
for POLY submissions.
Indicate if your symposium is newsworthy in PACS
Estimate number of seats in each session in PACS – this is really important! You will get a smaller room by default if you don’t
indicate an estimated number…it’s not possible to move rooms during the meeting if you are exceeding room capacity.
Indicate who will be presiding over the sessions in PACS – presiders need to be registered (abstracts.acs.org)
(This is under the �moderator’ and �alternate moderator’ when you click on your individual sessions and �edit’ them)
Indicate other divisional and/or monetary sponsors/co-sponsors for your symposium in PACS
SPONSORS/CO-SPONSORS TO YOUR SYMPOSIUM
Go into your session, click 'edit', and then on the �Session supporters’, click on the icon to get a list of sponsors that are currently
listed in POLY. IF YOUR DESIRED SPONSOR/CO-SPONSOR DOES NOT APPEAR ON THIS LIST, E-MAIL US WITH THE NAME OF THE
SPONSOR. Program chairs have to add it to the main list; then you will be able to add it.
The levels of co-sponsorship are as follows:
"NOMINAL" co-sponsorship for a division with a common interest only. This does NOT require approval from the co-sponsoring
division, although a heads-up to the program chair of the other division would be nice. It merely gets publicity for your symposium
in the relevant division technical programs.
"COOPERATIVE" co-sponsorship with a division in which BOTH divisions have agreed to provide financial support. You DO need
approval for the other division Program Chair if you want to do this, and you usually need to do this BEFORE you set up your
symposium.
"FINANCIAL" sponsorship is for agencies/divisions that have provided financial support for your symposium.
IMPORTANT POLY/PMSE EVENTS
Remind your speakers in your sessions maybe during the introductory remarks and/or intermissions to promote the following
events:
Plenary Speaker and Awards Reception will be held on WED EVENING (consult program on times). Please remind your Awardees for
those of you doing Award Symposia about the event so that they might arrange their travel accordingly
The Joint POLY/PMSE Poster Session is scheduled for TUES EVENING (consult program on times). The poster sessions are at the
POLY/PMSE hotel in one of the larger ballrooms; this event includes a reception for all members.
Happy organizing!
Scott, Jeff, and Sheng
2012-2014 Program Chairs
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