Style Manual for Authors and Speakers
This manual highlights the important areas for speakers to know and serves as a style manual for writers. It is important to note that writing a paper or presentation record is not optional, but a substantive part of making a presentation at an AIChE Meeting. Please read on as we detail the process from submitting a paper to a successful presentation.
Topical and Non-Topical Presentation Records
It is important that authors, both Topical and Non-Topical, submit a Presentation Record (Extended Abstract or Full Paper). Authors will receive instructions on how to submit and information will also appear on the homepage of each national meeting. Topical Conference authors may receive specific instructions based on those set forth by their individual Topical Conference Chair.
Both Topical and Non-Topical authors should submit presentation records for inclusion in AIChE's overall conference proceedings CD-ROM (initiated with the 2003 Annual Meeting). The CD-ROM is also sent to the Linda Hall Library and to Chemical Abstracts Service. The CD-ROM will be assigned an ISBN.
Sessions which are part of a Topical Conference are initially identified in the session and group listings on the Web by the letter "T." Contact information on Session Chairs can be obtained from these pages. Topicals are also highlighted on the Web page for that specific meeting and the names and contact information of the Topical Conference Chairs are posted.
How to Submit Proposal-to-Present
First, determine the session in which you would like to present your paper. Session information and "Call for Papers" appear on the AIChE Web site (http://www.aiche.org) under conferences for either the Spring or Annual meeting. This information is also available in AIChExtra and is printed in Division newsletters. If you are having difficulty finding information regarding sessions, refer to the AIChE Programming Group or Division (http://www.aiche.org/conferences/resources/npc.aspx) directly and contact the appropriate group.
Submit a completed Proposal to Present form (PTP) through the online Confex abstract submittal system (a link will appear on the Spring and Annual meeting home page) to the appropriate session. You will need to submit electronically (although someone can submit on your behalf). Instructions for this are found on our Meeting websites. The Session Chair will review all submissions and you will be notified if your paper has been accepted or rejected.
Presentation Record Submittal
Once notified that your paper has been accepted, you should begin work on your Presentation Record.
• AIChE copyrights its CD-ROM, but does not retain/require individual paper copyrights. By submitting a paper you are granting permission for AIChE to place your paper on the CD-ROM.
Literature Cited: References cited in the text should be listed in alphabetical order according to author, patentee, or editor. You should give complete information, including the names of all authors, the title of the paper, patent and report, page numbers, and publication date. References should be cited in the text by the last name of the author (both authors only, first author et al. when more than two) and year. For specific guidelines you may consult the MLA Style Manual and Guide to Scholarly Publishing. Use the journal abbreviations preferred by Chemical Abstracts. Do not number references. Tables and illustrations must be clear and inserted in the presentation record in the appropriate locations.
Authors retain all rights, including copyright, to papers presented at AIChE meetings. But note, if a paper is subsequently accepted for publication in an AIChE periodical or book, other than the proceedings of the meeting, the author will be requested to transfer copyright to AIChE.
To accommodate the needs of the popular media and the trade journals, up to one-third of the text, one-third of the tabular material and one-third of the graphical material of any paper presented at an AIChE meeting may be published without written permission of the author as long as due credit is given to the meeting at which the information was presented. Such publications may not precede presentation at the meeting itself.
Acceptance of a paper for presentation at an AIChE meeting does not assure publication by AIChE, other than in the CD-ROM proceedings of the meeting. If a paper is accepted for publication by AIChE, the author will be notified. If an author would like a paper to be considered by a specific AIChE publication, this should be explicitly mentioned in an accompanying cover letter.
If any part of the presentation record has already been published, you must obtain a letter from the copyright holder granting AIChE permission to distribute material. This letter must be attached to the Presentation Record Permission Form included with the Proposal to Present. Those submitting Presentation Records need not complete a Permission to Reproduce.
Topical Conference Submission
In addition to the guidance for submissions contained above, those presenting papers or posters for a Topical Conference should follow any specific instruction received from their Session or Topical Chair. Topical Conference Chairs generally set page limits of 3-10 pages. Check the AIChE website for specific page limits. Contact information for your session chair can be obtained by going to a particular meeting’s technical program page on the Web.
Preparing Your Presentation
• When preparing (and giving) your presentation, think of it from the audience's point of view: What's in it for them? You might mention possible applications of your work, whether direct or indirect, especially as they relate to other papers at the meeting. Also, remember that not all members of your audience will be familiar with the processes you're working with.
• In your introduction, emphasize why the work was done. Key results, conclusions and recommendations can go into your summary at the end.
• Have additional slides ready to answer likely questions or to use if time allows.
• Rehearse your presentation enough to make sure that you can finish in your allotted time. Allow 5 minutes for questions and answers.
Presenting your Paper
Program time is limited; therefore, every word must count. Organizing and writing an oral presentation can be more demanding than preparing a paper for publication. The listener must keep pace with you, rather than concentrate on the written word at leisure. Your presentation should be carefully planned and each step properly coordinated with visual aids.
Use short words, active verbs, simple sentences and terms the audience can readily understand. Avoid highly specialized vocabulary and unfamiliar abbreviations. An informal, first-person style is most effective. The following suggestions will help to ensure a successful presentation of your paper:
1. Practice ahead of time.
2. Prepare a legible text (double-spaced, well-marked cues for visuals).
3. Number the sheets, but do not use clips or staples.
4. Have slides/transparencies numbered and in proper order.
5. Coordinate your talk with your visual aids.
6. Use the microphone properly, making sure you can be heard.
7. Use simple, direct gestures to underscore important points.
8. Avoid pacing or rocking motions.
9. Train yourself to avoid filler sounds such as "uh," "ah," "ok," "you know," etc. A pause is preferable.
10. Vary your voice tone and rate of speech.
11. When answering questions:
• Listen to and look at the person asking the question.
• Repeat or rephrase the question to make sure everyone heard it and understood it.
• Recognize a talkative or argumentative questioner and politely agree to handle "off line."
• Answer briefly, and don't be afraid to say "I don't know."
• Don't forget to retrieve your slides at the end of your presentation.
Some Additional Information...
• Talk to your audience and not to the screen - be sure to face them whenever you're speaking. If you need to point at something on the screen, stand beside the screen while facing the audience and point with your hand nearer the screen.
• You may want to consider planting a question or two with a colleague in the audience to get the Q&A started just in case.
Effective Visual Aids
A good presentation successfully combines words and illustrations to tell a complete story. Visual aids should clarify and expand upon the spoken word, not duplicate it.
Types of Visual Aids - For any visual aid, remember - keep it simple! When using visuals containing words, limit them to 5-9 words per line and 5-9 lines per visual. Simplicity of color is important also. Use color to emphasize key points, only. Too many colors can complicate a visual.
Transparencies/Slides – PowerPoint and other projected images should be readable at a projection of 50 feet. If you use slides or transparencies, make sure that when you hold your slides at arm's length, they are legible, and that transparencies laid on the floor can be read while standing. White lettering on a black background is easiest for your audience to read.
Types of Illustrations:
Line graphs to show trends
An effective line graph carries few words and can be quickly understood. Label the scales in units to avoid excessive zeros in the scale numerals.
Bar graphs to compare magnitudes
An effective bar graph quickly compares magnitudes. Subdivided bars easily show component magnitudes. Distinctive hatchings and colors speedily tie toget her related concepts.
Pie charts
For relative portions of a whole, a well-planned pie graph does double duty--it gives both absolute magnitudes and compares the relative portions of two wholes.
Chemical structures
Reactions and mathematical expressions tend to lead to overcrowding; use more slides or transparencies with less on each. A structure slide gains clarity by omitting the hydrogen atoms. To be easily legible, subscript and superscript characters must be no smaller than the smallest capitals permissible.
Schematic drawings
Simplified pictorials should be shown with only the required part(s) and detail. In schematic diagrams, use heavy ruling for main flow lines or other items deserving emphasis. Omit valves, pumps, exchangers, etc., unless they are to be mentioned.
Topic sentence(s)
For orientation and transition, a simple sentence for each point, one to a slide/transparency. Brief headings and rounded numbers are best in tables. Rulings with lightweight lines may be used if it will enhance readability. In topic slides, use parallel language in all items. Do not number them unless you need to refer to them by number.
Presenting your Poster Paper
Presentation of a paper in a poster session provides an opportunity for effective one-to-one communication, as well as increased visual display of your material.
There will be a check-in desk on-site for you to see which numbered poster board you are assigned.
• Standard poster board size is 4' high by 8' wide. Each board is double-sided.
• All materials should be prepared in advance.
• Proper illustration is critical to an effective presentation. The use of large lettering (legible at a distance of 6' or more) and minimal text is recommended.
• Illustrations should not be mounted on heavy stock as this makes it difficult to mount them on poster boards.
• Use of colored ink in printing and colored paper in framing text can be attractive and enhance the paper.
• Presentation information should follow a logical sequence and include a formal title.
• Time will be allowed for each presentation to be mounted on a poster board before the start of each session. AIChE will have an ample supply of push pins for your use to secure your presentations to the boards found on the tables at the entrance to the area. Please return the push pins in the containers provided after your poster presentation for the use of other presenters.
• Timely collection of materials at the end of the session is your responsibility. Any remaining posters left on boards will be removed and disposed of by AIChE staff after each presentation.
• There are no tables in front of the boards and there is no power available for laptops.
Just before the meeting
Each session room is routinely equipped with a LCD computer projector, a screen, and a neck microphone. If you have any special A/V needs, please communicate them to the Meetings Dept. (email us atninas@aiche.org) no later than six weeks before the meeting date.
Don't forget to register! Speakers and chairs attending national and annual meetings must submit a completed registration form with appropriate fee.
Numbers to know
Listed below are some numbers that you may find handy:
For clarification on presentation record deadlines and requirements for both Topical and Non-Topical Conference submissions, please contact Joe Cramer/Terri Guttilla, Programming Department at programming@aiche.org.
For questions regarding session information, please contact the Meetings Department using the information below.
Meetings Department
American Institute of Chemical Engineers
3 Park Ave, New York, N.Y., 10016-5991, U.S.A.
Tel: (212) 591-7338 Fax: (212) 591-8894
E-mail: ninas@aiche.org