Proceedings Submission Instructions| Poster Presentation Instructions | Floor Demos Instructions | Oral Presentation Instructions | Focus Group Presentation Instructions

1. ASP publications

Submission Deadline: 31 December 2009

The Proceedings of the ADASS XIX meeting will be published by The Astronomical Society of the Pacific. One copy is included as part of the registration fee. To ensure prompt publication of the Proceedings, please submit your paper by the deadline following the instructions below. You may contact the editors if you have questions regarding your manuscript publication.

You must complete the ASP copyright form! Authors of all presentations must complete the copyright agreement with the publisher, and the form must be returned to the proceedings editors before your paper can be accepted for publication. Authors must conform to the copyright policy of the proceedings publisher. If you did not complete a copyright form at the meeting, please retrieve the form, fill it out, and fax or e-mail it to ADASS2009 Japan
Executive Committee Office, at +81-45-534-3881/ info@adass2009.jp.

2. Proceedings Editors

The proceedings editors are: Yoshihiko Mizumoto, Koh-Ichiro Morita and Masatoshi Ohishi. You may contact them via e-mail at their respective email address. (mizumoto.y@nao.ac.jp, morita@nro.nao.ac.jp, masatoshi.ohishi@nao.ac.jp)

3. Page Limitations

Invited Oral Papers: 10 pages
Contributed Oral Papers: 4 pages
Poster Papers: 4 pages
Demonstrations: 4 pages
BOF: 2 page summary only

4. Checklist for Paper Submission

1. Retrieve and complete the copyright form from the ASP site and send it to the editors via fax (+81-45-534-3882) or email (info@adass2009.jp).
2. Retrieve the instructions, LaTeX template, ADASS style file and sample file from the Author's Kit.
3. You should prepare your paper following the template instructions. You will find all details and examples in the authors instructions contained in the author kit mentioned above.
4. Include an abstract. Papers without abstracts will be returned to the authors for correction.
5. All illustrations must be provided electronically in EPS format.
**NOTE: All illustrations should be in Black and White.
6. Note the page limits specified above. Page limits will be strictly enforced and papers exceeding this limit will be returned to the authors for correction.
7. Check your paper carefully and make sure it processes through LaTeX without error.
Please also provide a pdf version for confirmation.
8. Use a spell checker!

Now you are ready to submit your paper.

*If you have not already done so, send the ASP copyright assignment form to the editors via FAX.
*Upload the LaTeX copy of your manuscript along with any associated electronic figures (in EPS format) using by NAOJ ADASS2009 Uploader.
1. Enter your email address.
2. Select your paper ID (noted above).
3. Upload files. (a maximum 10 files/100MB at a time)

*NOTE: Adhere to the following convention for naming your files:
Identify the LaTeX copy by using "PaperID.authorname.suffix", e.g.: P01.authorname.tex.
Any EPS or PDF files should be identified in a similar way. e.g.: P01.authorname.fig1.eps, P01.authorname.pdf.
Paper ID will be informed by email.

4. Create your own password.(4 - 10 characters)
5. Click upload, and confirm the completion of your submission.

Electronic manuscripts must be received no later than 31 December 2009 in order to be assured publication in the Proceedings.

1. Poster Preparation

Please prepare your poster in A0 size.

The poster should include your poster title and author
information - this will not be prepared separately by the organizers.
Posters will be pinned to 1800(H)mm X 900(W)mm poster panels.
Pins and assistance and directions to your
poster board will be provided by the local organizers.

2. Poster Session Location, Setup and Removal

The poster session room will be located in the B1F Ballroom
III of the Renaissance Hotel. Posters can be setup on Sun.
Oct. 4 from 16:30 to 18:00 or on Mon. Oct. 5 from 8:00 to
9:00.
Posters should be removed by 14:00 on Thu. Oct. 8．Posters
not removed by this time will be discarded by the Local
Organizers.

3. Poster Sessions
Poster sessions will be combined with coffee breaks during
the times outlined on the attached schedule draft.
For further program detail, see Program.

1. Floor Demo Exhibit Fees

Floor demo space is provided at the cost of 50,000 JPY.
Please log into your registration account to complete
payment of exhibit fees.

2. Floor Demo Setup

Floor Demos will be setup in the B1F Ballroom Lobby of the
Renaissance Hotel. Demos can be setup on Sun. Oct. 4 from 15:00 to 17:00.
For your demo, we will provide you with:

* a table 900 (H) mm X 1800 (W) mm
* two chairs
* a panel board for poster materials, located behind the table 1800 (H) mm X 1800 (W) mm
* power supply
* Internet connectivity

3. Shipping

If you intend to ship equipment etc. to the hotel please
label your shipments as follows:

Name: Kana Ohta ADASS2009 Conference Local Organizing Committee
Address: Renaissance Sapporo Hotel
1-1 Toyohira 4-jo 1-chome, Toyohira-ku
Sapporo 062-0904, Japan
TEL: 81-11-821-1111

Shipments should be scheduled to arrive no earlier than Sat.Oct. 3.
Please make arrangement with your shipping company to return the equipment
also as you may find this difficult to arrange locally in Sapporo.
Please inform us in advance if you intend to ship equipment.

4. Demo Period/Removal

Demo's will be setup in the lobby from Sun. Oct. 4 - Wed.
Oct. 7. Removal of equipment should be made on ther evening
of Wed. Oct. 7 from 18:00 to 19:00.

There are two categories of oral presentations: invited and contributed. The time allocations are as follows:

	Presentation	Questions
Invited	25	5
Contributed	12	3

A video projector and computer will be provided for oral sessions. A multi-language version of Windows 7 with Office 2007/OpenOffice/Adobe Acrobat Reader will be provided for presentation use. PowerPoint, OpenOffice, Adobe Acrobat/PDF are the required data formats. As a rule, we would ask that presenters use the computer provided for their presentation.

Please provide your electronic file to a staff member on a USB drive (memory stick) no later than 30 min. prior to the start of the session on the day of your talk. Timely transfer of your file to the presentation computer is essential to verify that there are no problems with your presentation, and to avoid delays between talks.

If you are not able to present in this format or for some reason must use your own computer to present, a separate RGB cable will be provided at the podium for this purpose.

Note:
The Chair of each oral session is responsible to maintain the right timing for each presentation.

Focus Groups are allocated a 30 minute block of time in the oral program, in a private meeting room (B1F Roma). For your demo, you will be provided with:

  * Digital Projector
  * Screen
  * Podium
  * Wireless Internet Connection (DHCP)