September 2017 Kelly Dennison wwwastmorg Benefits 2016 Statistics Event types and examples Steps to planning Keys to a successful event and publication wwwastmorg 2 Todays Agenda ID: 698809
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Slide1
Planning Symposia & Workshops
September 2017
Kelly Dennison
www.astm.orgSlide2
Benefits2016 Statistics
Event types and examples
Steps to planningKeys to a successful event and publication
www.astm.org
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Today’s AgendaSlide3
www.astm.org
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Exchange
of technical
informationPapers
published by ASTM
Revision of standards
New activity, standards or subcommittee
Benefits
New
industry
trends and needs
Networking
New members
Awareness
of
ASTMSlide4
Total Events: 33 (8 symposia, 2 conferences, 20 workshops, 3 seminars)
30 held at a committee week, 3 held independentlyMost were held in conjunction with the technical committee meetings
Over 1,600 attendees
www.astm.org //
4
2016 Symposia Operations StatsSlide5
Formal setting
1-2 DaysPublication required
Scope can be broad or narrow
10-15 speakers per day
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Event Types - SymposiumSlide6
Formal setting
2-5 DaysPublication not required
Scope is very broad
10-15 speakers per day
www.astm.org
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Event Types -
ConferenceSlide7
Informal setting
½ -1 DayPublication not required
Scope is narrow
5-10 speakers per day
www.astm.org
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Event Types -
WorkshopSlide8
Informal setting
1-3 hoursPublication not required
Scope is very narrow
1-3 speakers
www.astm.org //
8
Event Types -
SeminarSlide9
SeriesB10 Zirconium in the Nuclear Industry
D22 Michael E. Beard Conference
E35 Pesticide Formulations SymposiumOne-Event Topics
E08 Fatigue and Fracture Test Analysis Symposium
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Symposia and Conference ExamplesSlide10
Series
F07 Workshop on Transparent EnclosuresOne-Event Topics
B05 Workshop on Smart Textiles
E08 Workshop on Additive ManufacturingE18 Seminar: Non-Food Sensory
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Workshop and Seminar ExamplesSlide11
Let both your Staff Manager and me know:
Event date/location Estimated attendance
Publication Selection (if symposium)
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Step 1: CommunicationSlide12
A completed form includes:Sponsoring Committee and
Sub-CommitteeEvent Chair(s) Name(s)
Event TitleEvent Location, Date(s) and Times
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Step 2: Proposal Form
Estimated Attendance (realistic)
Objectives
Publication
Selection
Executive Sub-Committee Approval
Date
Symposia Proposal FormSlide13
Time Schedule
Put together by symposia mangerMust adhere to due dates to ensure proper planning
Chairman’s Responsibilities
Roadmap for event and publication planning
Refer to it frequently
www.astm.org // 13
Step 3:
Time Schedule & ResponsibilitiesSlide14
Communicate with staff
Adhere to time schedule and procedures
Provide info for call for papers
Review abstractsDevelop technical program
Select peer reviewers
Follow peer review/publication deadlines
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14
Symposia Chairman’s ResponsibilitiesSlide15
Communicate with staff
Adhere to time schedule and proceduresProvide info for call for
papersReview abstracts
Develop technical program
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Workshop Chairman’s ResponsibilitiesSlide16
The Symposia Manager will put together a Call based on the information provided in the proposal
The Call will be sent to all symposia/workshop Chairs for approval.Once approved, Symposia Operations will publicize the Call
Blast email to ASTM committees
News release sent to other related media (associations and publications)News Release sent to ASTM non-member customers
Announcement in Standardization New
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Step
4:
Call for Papers or PresentationsSlide17
SymposiaAbstracts collected by ASTM and given to Chairs
Chairs put the program together
Workshops/Seminars/ConferencesCollected by Event Chair
Chair puts program together and sends it to Symposia Operations along with the abstracts they collected
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Step
5: Abstract Collection and ProgramSlide18
Budget is based on:The number of expected attendees (paid and fee waived)
Audio-visual requirements (For example: extra microphones)
Costs of any social events or meal functionsCosts to cover presenter travel expenses or registration fees
Other costs pertaining to additional event requirements
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Step
6: Budget and Registration FeesSlide19
Symposia/ConferencesAttend Presenters’ Briefing Meeting each
dayNotify Symposia Manager or A/V tech of
any issues with room set-up or equipmentWorkshops/Seminars
Bring your own laptop and have presentations preloaded, if possibleNotify Symposia Manager of any issues with room set-up or equipment
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Step 7
: Day of EventSlide20
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Publish symposia papers in an STP (Selected Technical Papers)
or special
issue of an ASTM JournalA
minimum of 10 accepted papers is
required to publish
Usually publishes within 1 year of full manuscript submission
Symposia PublicationsSlide21
www.astm.org
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The ASTM Editorial Office will send invitations to
the
corresponding authors for submitting their full manuscripts.Chair choses 2 reviewers per paper (not yourself
)
Consider
each
reviewer
comment and recommend
action
Approve
final
papers
Assist
in expediting
publication
Ensure
that COP policies are
followed
Determine
status of papers rejected by
reviewers
Write publication forward and approve cover design
STP
- ChairmanSlide22
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Authors are required to:
Transfer copyright
Obtain permission for material from other sources
Provide complete references
Follow ASTM and publication industry standards
Meet deadlines
Manage papers through peer review
Ensure a professional and cordial relationships
STP
- AuthorsSlide23
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Invitations
will be sent to each reviewer
If accepted, the link to the paper with instructions will be sent to the reviewer
Reviewer’s comments are vetted with the symposium
chairman
All
reviewers’ comments are sent to the author
Symposium
chairman can include additional comments for author
Symposium
chairman will approve the revised paper for inclusion in the
STP
STP - ReviewersSlide24
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A COP (Committee on Publications)
member
is assigned to each STP
Included in the final decision of all reviewer rejected papers to either:
Accept the paper with
revisions
Require additional revisions or provide clarification
Reject
the
paper
Gets involved if Co-chairs disagree on paper acceptance or rejection
STP - COP InvolvementSlide25
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ASTM’s Publications Department will:
Submit the STP to Thomson-Reuters Conference Index in Web of Science
Market the STP
Include STP e-book in ASTM’s Digital Library
STP - ASTM MarketingSlide26
www.astm.org
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Submit a 4-8 page extended abstract for the symposium
Submit a full manuscript to the journal special issue if invited to do so based on their extended abstract
Collection of extended abstracts will be distributed to all attendees in an electronic format onsite
Special Issue – Extended AbstractsSlide27
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Is the Guest
E
ditor of the Special IssueWorks closely with the ASTM Journal Editor to ensure:
High quality papers
Timely publication of the issue
Reviews extended abstracts to ensure:
Fit the symposium scope
Are not commercial in nature
Special Issue
-
ChairmanSlide28
www.astm.org
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Submit a extended abstract for the symposium
Submit a full manuscript to the journal special issue if invited to do so based on their extended abstract
Special Issue - AuthorsSlide29
www.astm.org
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Presenters
may submit a full technical paper to any of the ASTM journals
All journals are listed at www.astm.org/journals
All are peer
reviewed and included in the ASTM Digital Library.
Workshop/Conference PapersSlide30
www.astm.org
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Publications: Kathy Dernoga
Email
:
kdernonga@astm.org Telephone
: 610-832-9617
Publications Contact InformationSlide31
Topic selection
Effective chairmanManageable project
Time schedule
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Keys to a Successful Event & PublicationSlide32
Symposia and Workshops Web Page: www.astm.org/SYMPOSIA
Symposium proposal formSee future
ASTM symposia and workshopsSearch
past ASTM symposiaReceive emails when new papers are available
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ASTM Symposia WebsiteSlide33
www.astm.org
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33
Manager: Kelly Dennison
Email: kdennison@astm.org
Phone: 610-832-9568
Administrative Assistant: Tessa
Sulkes
Email:
symposia@astm.org
Phone:
610-832-9677
Symposia Contact InformationSlide34
THANK YOU!