Financial Aid

Every year the ADASS Program Organizing Committee provides financial support to a limited quantity of conference participants who apply for it. If you wish to be considered a candidate for financial aid, you are invited to check in the corresponding box of the registration form. Additionally, you are required to formalize your application for financial aid by uploading, no later than July 1, 2019, 23:59 CEST a cover letter providing details about what you hope to get from attending ADASS, indicating the type (oral, poster) and title of your contribution, your CV. In the case you are a student, a recommendation letter from your supervisor is required. The registration form will show two fields to specify the referee name and email address. The referee will automatically receive a referee request by email and a key to upload his PDF letter into the ADASS registration system. We do expect you to publish your presentation in the ADASS proceedings.

All uploads can be done through your personal profile page.

All Presentations

Scientific contributions to the ADASS conference can be in oral or poster form and must adhere to ADASS Presentation and Publication Policies. In particular:

• The first author is the presenting author, and must attend the conference.
• Registered attendees may present only one contributed paper (oral, poster, or focus demo)
• Attendees or collaborators may be co-authors on any number of presentations.
• Only papers that are presented at the conference will be published in the proceedings
• Demo Booths are not subject to the single-presenter restriction.

Oral Presentations

There are two categories of oral presentations: invited and contributed. Projection screens at the conference center will have a 16:9 ratio, in case you wish to optimize your presentation. All talks will be given from a shared computer (Windows or Mac) to ensure a smooth and rapid transition between presentations. We will support Powerpoint (2007 and up), and the latest versions of Acrobat Reader, Keynote, OpenOffice and LibreOffice. Note that we plan to make the presentations available online after the conference. In case you want to provide a censored version of your talk to go online, please notify the LOC during the conference. To upload your presentation version please login to ‘return to ADASS registration profile‘ from the main registration menu. The time allocations are as follows:

A Speakers Room will be located in the Café Chez Jacques in the Martini Plaza, indicated by signs. Here the speakers can check their presentations on the central laptops, make sure everything displays as expected, that all fonts are available etc. Only in exceptional cases will speakers be allowed to use their own laptops, and this must be cleared with the LOC at least two weeks before the conference.

All speakers are urged to upload their presentations to their personal registration pages on this site, at least two days in advance. If this is not possible, the speakers should bring their presentation on a USB stick or laptop to the Speaker Room, at least one day in advance. Please include the date and surname of the presenter in the title of your file, e.g. ‘June 15 Smith.ppt’.

When using external media, like movies or sounds, make sure they are on the same data stick.
Videos can best be inserted in WMV format in PowerPoint. Note that other video formats may cause problems. It is also important to keep these WMV files separately on a USB stick.

Poster Presentations

The maximum size for posters is A0 size (84 cm wide x 119 cm long). Portrait orientation. Authors are encouraged to include a small picture of themselves on their poster to facilitate interactions with other attendees. Push-pins will be provided.

The deadline to submit abstracts for poster presentations is September 6, 2019, 23:59 CEST.

To upload your abstract please login to ‘return to ADASS registration profile‘ from the main registration menu. During the conference we will randomly select a total of 15 posters for a 3 minute lightning talk on Monday, Tuesday and Wednesday just before lunch. If you want your poster to be eligible for this random draw, select the corresponding item on your profile page.

BOF’s

Birds of a Feather (BoF) sessions at ADASS are an opportunity for informal, free-flowing discussions among groups of attendees with a common interest. BoFs are scheduled based on suggestions from the attendees. BoF sessions will be held at the end of the day, as splinter sessions, in the Conference Center.

If you would like to propose a BoF, please submit an abstract through registration form in the appropriate section at the bottom of the form. The deadline to submit abstracts for a BoF is June 9, 2019, 23:59 CEST.

Tutorials

Tutorials are educational sessions conducted as a short class on a subject of general interest. The main goal of a Tutorial is to teach skills to participants. Attendance is free for registrants of the conference, but you must indicate on the registration form that you will attend. Non-registrants may attend for a fee of € 50. Tutorials take place on the afternoon of Sunday, October 6.

If your preliminary tutorial proposal has been successful, you can submit your full tutorial plan by following the instructions sent to you via e-mail. For details about what should be included in the tutorial plan, please refer to the 2019 ADASS Tutorial Selection Process documentation. The deadline to submit your tutorial plan is June 28, 2019, 23:59 CEST.

Focus Demo

A Focus Demo is a special session that is scheduled into the program for presentation in the plenary hall during one of the poster sessions. Presenters are afforded 30 minutes to demonstrate a software product or system using either the conference computer (for web-based tools or services) or their own laptop.

Focus Demo presenters will be asked to meet with LOC organizers to ensure that the tools and equipment work with the projector in the theater.

If you would like to propose a Focus Demo, please submit an abstract through registration form. The deadline to submit abstracts for a Focus Demo is June 9, 2019, 23:59 CEST.

Demo Booth

Proceedings

If you give any style of presentation or organize a BoF at ADASS XXIX, you are expected to submit a paper for the proceedings. Invited speakers and financial aid recipients are required to submit a paper; everyone else is strongly encouraged to do so. The Proceedings are published by the Astronomical Society of the Pacific (ASP) as part of their Conference Series. You can also find a concise list to all previous ADASS proceedings on our ADASS e-Proceedings link.

The deadline to submit the draft version of your paper is September 30, 2019, 23:59 CEST.
The deadline to submit the final version of your paper is November 1, 2019, 23:59 CEST.

If you do not submit a draft paper by the deadline, your contribution will not be included in the proceedings. You can upload your proceedings contribution through your personal profile page.

The proceedings editors are Roberto Pizzo, Erik Deul, Jan David Mol, Jelle de Plaa, Harro Verkouter and Rees Williams.

If you need to contact the proceedings editors, please use the Contact form.

Instructions for paper preparation

We provide a Proceedings package archive file and personalized latex template. Please enter into your personal profile page, go down to the contributions section and there you will find both the full Proceedings package with style files, check scripts and documentation available in a tar package. This package is also available here: ADASS2019.tar.

You can upload your proceedings contribution from your personal profile page, go down to the contributions section and there you will find an upload button for your contribution file/archive.

After download of both files save them in a suitable directory and unpack the tar file using the command:
tar xvf ADASS2019.tar.

Below, we show the README file of the ADASS2019.tar package. Please read this for further instructions.

IMPORTANT NOTE: Please submit your contributions through your personal profile page. An older version of the ADASS2019.tar file contains ftp instructions from last year which are incorrect. Our apologies for the inconvenience.

Page limits

Proceedings contributions have the following page limits:
Invited Oral Papers: 10 pages
Contributed Oral Papers: 4 pages
Poster Papers: 4 pages
Focus Demos: 4 pages
Tutorials: 4 pages
BoFs: 4 pages
Demo Booths: 4 pages

Table of contents

• Introduction
• STEP 1: Prepare your manuscript
• STEP 2: Check your manuscript
• STEP 3: Package and submit your paper
• File index
• Github

Introduction

This package of files is supplied to help you prepare papers for submission in the Proceedings for the ADASS 2019 conference held in Groningen, The Netherlands. Please follow the stepwise instructions below carefully, because the manuscript needs to be delivered to ASP in print quality. The more issues are solved early on in the process, the more time we all save.

The instructions below are intended to guide you through the process of preparing and submitting your contribution. We realize it is a lot of information and some of it is duplicated. If you need additional help, please see the list of documents below. From “too much” to “too little” information, we provide the following help documents in this tar file (except for your personal template):

1. ASP Instructions for Authors and Editors (manual2010.pdf)
2. Guidelines for preparing an ADASS paper (ManuscriptInstructions.pdf)
3. README (This page)
4. ADASS_template.tex (The general ADASS template, see ADASS2019.tar)
5. P1-2.tex (Your personalized ADASS template, available on this site later)

At the end of this README, we also provide a file index with a short description of all the files present in the ADASS2019.tar file.

STEP 1: Prepare your manuscript

The best usage is to prepare your paper in this Author_Template directory. If you author two papers, that will work too, but preparing your tar or zip file is much easier if you use a parallel Author_Template.

Read the ManuscriptInstructions.pdf file. The ADASS_template.tex file gives you a basic template for your ADASS paper. For additional details look in the first section of the ASP’s Instructions for Authors and Editors, but note that this is now some years old and current requirements have changed slightly. In particular, ADASS papers that cite references MUST supply these references in a .bib BibTeX file like the example.bib file provided here.

You will need to run LaTeX on your .tex file, then run BibTeX to process the references, and then will need to run LaTeX again up to three times to get all the cross-references right. We recommend that you use the provided Makefile (see next subsection), but if you prefer building manually that should work as well. ASP does not use pdflatex, so try and stick to latex (we only allow EPS figures, not PNG or JPG; see below).

Editing your paper in Overleaf is also known to work: simply upload (as a ZIP file is the easiest) the template, the two asp2014 files, and optionally your BIB file and EPS figures. Don’t start from scratch, or your file will be likely named main.tex

Optionally in 2019 we have personalized templates, based on your abstract. Please see this page later for more information. The instructions within that template are even more terse than in ADASS_template.tex, so be warned if some of this material is new to you.

Using the provided Makefile

We provide a Makefile to help you build, check and package your paper in the correct way. To use it, you need to edit the makedefs file in this directory. In the makedefs file, you can define the P, V, A, E and FIGS macros, for example:

# Your proceedings paper ID code (the one with the dash, not dot):
P = P13-20
# Your version # (1,2,..) since you can only upload unique files
V = 1
# Your last name, e.g. Teuben
A = Teuben
# Your contact email address for submission issues
E = teuben@gmail.com
# Your EPS figures
FIGS = P13-20_*.eps

Please edit the makedefs file and NOT the Makefile directly. The entries in the makedefs file will override the ones set in the Makefile. When set correctly, you should be able to run the following make commands:

make pdf : Build the PDF file
make check : Check the manuscript for issues
make tar : Build the tar file
make all : Do all of the above

Adding subject index entries

It will help the ADASS editors if you add subject index entries for important terms mentioned in your paper. The Index.py script can help to generate these, and full details can be found in an appendix in ManuscriptInstructions.pdf.

In your document they should appear a commented \ssindex{} entries, e.g.

%\ssindex{foobar}

You can also use the following word-cloud type command chain in unix:

detex $(P).tex | grep -o -E '\w+' | sort | uniq -c | sort -n

If your “unix” doesn’t have detex, use cat.

Adding ASCL index entries

It will help the ADASS editors if you add ASCL index entries for codes that you are mentioning in your paper. The ascl.py script can help to generate these, but it known to give lots of false positives. Nonetheless, you can cut and paste the correct ones (as a latex comment) in your document, e.g.

%\ooindex{TOPCAT, ascl:1101.010}

STEP 2: Check your manuscript

Your paper should typeset without generating any LaTeX errors or warnings. Overfull hbox warnings in particular need to be fixed. (In some cases underfull hbox and vbox warnings may be tolerable.)

The ‘make check’ command runs a python script which looks for a number of common problems that have been found in submitted papers. You should run it on your paper before packaging it up for submission, and should fix any problems it finds. This test is a copy of a basic paper checking program that will be run by the ADASS editors on all submitted papers.

It is also possible to run the check manually with the PaperCheck.py script. The header comments in PaperCheck.py describe how to run it in detail, but essentially all you have to do is:

PaperCheck.py Paper Author

where Paper is the identifier for your paper, eg O10-3 or P8-2 etc, and Author is the surname of the first author of the paper.

STEP 3: Package and submit your paper

You should create a .tar file with a name based on the identifier for your paper and including a version number, starting at 1. e.g. example P10-3_v1.tar. This should contain:

• The .tex LaTeX file
• The .bib file defining any cited references
• And .eps graphics files used by the paper
• The makedefs file
• The resulting .pdf file for the paper, so we can see how you got it.
• A signed copyright form.

The provided Makefile could help you to build, check and package the paper. Make sure that you have edited the makedefs file, where the macros P, A, E, V and FIGS should be defined. This makedefs file is automatically included in your tar/zip file.

The command to build, check, and package the manuscript is:

make pdf check tar

If there are problems typesetting your paper, your copy of the .pdf file for the paper will at least show the editors what you expected it to look like. If you have already supplied a paper copy of the copyright form, you do not need to include this. Note that electronic signatures are not acceptable – sign the form and scan it.

(Zip files are also acceptable, using the same naming convention, e.g. P10-3_v1.zip.)

Submit the paper

Submit the .tar file through your personal profile page. If you need to submit a revised version, submit ALL the required files in a new .tar file – do not just submit the modified files – and append a version number to the name, e.g. P10-3_v2.tar.

To sum up, here is an example of the files (no directories please) that the editors like to see:
P1-2.tex
P1-2.bib
P1-2_f1.eps
P1-2_f2.eps
makedefs
P1-2.pdf


you really don’t need to send us *any* other type files. Save the electrons!

File index

The ADASS2019.tar package contains the following files:

Github

Although each ADASS conference will draw its proceedings preparation package, the original github repo from which that package is drawn, is available on https://github.com/astroumd/ADASSProceedings. Typically each year will develop the new release on a branch (e.g. “2019” for the Groningen version) and merge this back to the master for the next year team goes to work.

Authors will not need to know about that, but you may run into some editor specific comments or commands in the Makefile or the python scripts.