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Lecture Author Instructions
Pump Symposium : Lecture Instructions

Congratulations on your abstract’s acceptance by the International Pump Users Symposium Advisory Committee. Your manuscript will go through a further review before a final decision is made. The following information provides guidelines that will assist you (1) in transforming an accepted abstract into a manuscript that is ready for competitive review, and (2) in finalizing an accepted manuscript for publication in the Proceedings and presentation at the International Pump Users Symposium.

You will find it helpful to read through all these instructions to determine what is needed and expected—from the beginning to the end of this process. Please follow these instructions or make certain that they are passed on to whomever actually prepares the paper for submittal.

Due Dates:

View the complete Publication Schedule

GENERAL INFORMATION

Overview of Production Cycle

• The Turbomachinery Laboratory sponsors the International Pump Users Symposium every Spring.
• Laboratory Staff sends out a Call for Papers approximately 14 months in advance of each symposium.
• Proposal abstracts are due in the Laboratory approximately 12 months in advance.
• Advisory Committee reviews the abstracts, assigns monitors, and invites selected papers.
• Director sends notification of acceptance letters, with a copy to the monitor.
• Author prepares invited manuscript in conjunction with assigned monitor, and obtains clearances.
• Author forwards manuscript to monitor for final review, before submitting to the Turbomachinery Laboratory.
• Advisory Committee meets and makes final selections for publication/presentation approximately six months in advance of symposium.
• Director sends notification of acceptance letters, with a copy to the monitor.
• Authors make final changes and forward final hardcopy, camera-ready artwork, computer diskette, and author photographs approximately four months in advance of symposium.
• Manuscript is converted, edited, and forwarded to publisher.
• A galley proof is faxed to contact author who must check for typographical or conversion errors. The author contacts Joanne Burnett with any requested corrections.

Symposium Audience
The registration consists of approximately 1000 people representing the pump industry, and about 150 exhibiting companies. Our goals are to educate, discuss, and exchange information between users and manufacturers of pump equipment and educators. People attend the International Pump Users Symposium to learn new technology. Therefore, the presentation should aid the application of this technology.

We do not seek purely theoretical presentations, presentations without application, or highly mathematical presentations. Complex mathematical discussions should be left out of the spoken presentation, and summarized in the written manuscript in an appendix. Papers with any commercial overtones are discouraged. The accepted papers will be published in the Proceedings, which will serve as a reference for those interested in analysis.

Audio Visual
You may find it helpful to read over the “Audio Visual Support Information” document. This information could impact decisions you will need to make now in preparation for possible presentation at the symposium.

FROM ACCEPTED ABSTRACT TO MANUSCRIPT

The Monitor
At the time your abstract was accepted, the Advisory Committee assigned one of its members as your monitor. The monitor will be of significant assistance to you. Early contact with him is essential, because he better understands what the committee expects. Historically, those authors who keep in close contact with their monitors have well-focused papers, more closely meeting the committee's expectations, with a significantly higher acceptance rate.

• Keep the monitor informed (often). If the Committee has made recommendations, keep them in mind.
• Authors must submit the manuscript draft and the final manuscript to the assigned monitor for approval before submitting it to the Turbo Lab.
• Plan to send your monitor a draft at least six weeks prior to the manuscript deadline, to allow for feedback and corrections.
• If an author cites companies other than his own, he must submit a written release from those companies with the submitted manuscript.
• We must receive a release (either written or emailed) from your monitor with your final symposium presentation.
• If you are having trouble completing the paper, contact your monitor immediately. We cannot promise an author a slot for another year. This is the optimum year for the paper or the committee would not have invited it!

Writing Style
Please refer to the enclosure entitled “Turbomachinery Laboratory Writing Style and Standards” for pertinent information concerning the style to follow in writing your manuscript. Those guidelines and the guidelines in this document must be followed.

Clearances and Copyrights
Do not use other company names, product names, model numbers, etc., unless written releases accompany the submitted manuscript. The use of company product names should be limited to the Introduction and thereafter reference should be generic.

We do not accept previously published works or articles that have been substantially presented elsewhere. However, we do accept excerpted works where legal clearances and copyright permissions have been obtained prior to manuscript submission (this applies to text and figures/tables). Please secure these clearances early, to prevent delay, and include copies of the clearances with your submittal.

If your manuscript is selected, it will be published in our copyrighted symposium Proceedings. Papers presented at the Symposium are often sought by magazine editors for publication. If you are contacted by a journal for permission to print any part of an article, please refer the journal to the Turbomachinery Laboratory. We hold the copyright on papers published in the Proceedings and request that authors contact us before granting permission for publishing copyrighted materials or reprinting the information themselves. We would be happy to provide the wording for the release, if you will please contact Joanne Burnett (contact info below).

Proper attribution of graphics used in your submission is mandatory. If you directly copy a graphic that has been published elsewhere, you must note that in the Figure’s caption (e.g., “Courtesy Zeidan, 1991, Turbomachinery Laboratory”), cite in your References, and obtain and include a written release with your final submission. If you indirectly use a graphic that has been published elsewhere (i.e., modify it in some way from the original), you must note it in the text where the Figure is mentioned [e.g., “shown in Figure 34 (Zeidan, 1991)”] and cite in in your References.

Author Contact Information
We need a completed Data Form for Symposium Publications for each author. Please fax information and/or changes on this form, as soon as possible. Remember to include phone and fax numbers, and email addresses if available. (Please keep us informed of any changes!) All author names, titles, companies, and locations should appear on the first page of the titled manuscript, along with a two-sentence synopsis.

Symposium Program and Turbomachinery Laboratory Web Pages (http://turbolab.tamu.edu)
If the manuscript is accepted, we will use the two-sentence synopsis you placed on the title page for the Symposium Program and Turbomachinery Laboratory web pages. The abstract section of your paper will be placed on our website. Full papers from our last three years’ Symposia are also now posted on our website.

SUBMISSION OF MANUSCRIPT FOR COMPETITIVE REVIEW

You must send electronic files for this review. A hardcopy printout of the text and graphics must accompany the electronic files. You must complete and attach the “Checklist for Manuscript Review” to the manuscript and submit by October 1, 2007. Please make certain that you have included all materials specified on this checklist. If, for some reason, you cannot meet the deadline, please contact your monitor and Joanne Burnett.

Photocopies of artwork may be used in papers submitted for review, prior to final notification of acceptance.

Manuscripts must be mailed, not faxed or emailed. Be advised to use the correct address (below) for mail delivery or overnight delivery or your package will be delayed.

FROM ACCEPTED MANUSCRIPT TO PUBLICATION

Following the manuscript review meeting, the Advisory Committee will select only a few of the manuscripts submitted to be published and presented at Symposium. They will recommend revisions to the selected manuscripts, prior to publication. You must complete and attach the “Final Checklist for Publication” to the final manuscript and submit by December 17, 2007. Again, please make certain that you have included all materials specified on this checklist.

Computer Electronic Files
Photocopies of artwork may be used in papers submitted for review, prior to final notification of acceptance. Once the paper is accepted for publication, camera-ready and/or digitally stored artwork will be needed. One author must label and submit all final artwork. A separate list of figure captions should be provided (as last page of Main Text). Photographs may be submitted as a photograph, 35mm slide, or e-file. Remember to watch the resolution of the artwork you provide. If poor quality resolution is submitted, poor quality resolution is what will be printed.

You must send electronic files at final manuscript submission. A hardcopy printout of the text and graphics must accompany the electronic files. These should contain the final paper text, with narrative form biographies (maximum 150 words), references (if used), and figure and table captions, all in one digital file. Graphics must be in a separate digital file. The word processor used should be identified on the label. The Proceedings is now produced only as a CD-ROM, so if graphics files are submitted in color, they will be reproduced in color at no charge to the author.

Due to the abundance of software packages available, we are limiting the kinds of files we can accept. For text files, we are requesting that authors use only WordPerfect for PCs or Microsoft Word for PCs. For graphics files, we are requesting that authors use the following PC formats only: .tif, .gif, .jpg, .doc, .xls, .ppt. You can submit graphics produced with other formats, but you cannot submit them as digital files. They must be submitted as camera-ready prints and will be scanned. If submitting camera-ready copy, please bear in mind that graphic quality is maintained if the copy is reduced in size by our publisher, rather than enlarged, and that all graphics are sized to fit the width of a 3.25 inch column. If there is a question concerning the format, please contact Joanne Burnett.

Figures, art, photographs, etc., generally will not be returned. Make sure you have proper copies and/or slides before submission. To prevent figures being printed upside down or sideways, it is helpful to indicate correct orientation on figures in a manner that will not be reproduced (either in nonreproducible blue or on the back). Figures and tables must not display company or product names. Do not submit irreplaceable photographs or artwork.

Final Corrections
With the submission of the final manuscript, artwork, and electronic files, the final stage of publication begins. Joanne Burnett receives, edits, forwards manuscripts to the publisher, and manages production overall. Changes will be made to the manuscript to correct grammatical, style, spelling, and format errors. The galley proof is faxed to the contact author only. (Note: there has been some misconception in the past that galleys are sent to all authors.) If an author other than the contact author is going to be responsible for checking for typographical or conversion errors, please inform Joanne Burnett. The author contacts her with any requested changes. Please bear in mind that, at this stage in the process, there will be a very short timeline—author corrections will be needed within 24 hours of the time the galley is faxed out. All authors should make sure that changes in company name, phone or fax numbers, and job titles are reported to us, immediately.

PRESENTATION AT SYMPOSIUM

Lectures are presented in a large assembly hall with a raised platform for presentation, stadium-style seating for 250, and rear video projection. There are two lectures presented in the same room, in each 90 minute time slot. The first lecture is presented in the first 45 minutes, and the second lecture is presented in the last 45 minutes. Please remember to allow time for questions from the attendees within your 45 minute time span.

Presenters are expected to attend the Leaders’ Briefing, on Monday of the symposium at 5:00 p.m. in the George R. Brown Convention Center to become acquainted and to review the program and session details. Attending this meeting also gives you a chance to meet the member of our Advisory Committee who will be introducing your presentation. Please plan to attend this important meeting!

No more than two authors may present a lecture, and slides must be checked by a technician in the Speaker Ready Room at least two hours prior to presenting. This means that if you are scheduled to present at 8:30 in the morning, your slides must be checked by the technician on the day before you present. These are firm requirements of the Advisory Committee. Overhead transparencies cannot be used due to the large size of the room. Video projection and data projection can be accommodated., but only by special request. “Audio Visual Support Information” is enclosed in this packet, and you are requested to please look through that information. Absolutely no logos or company names can be present on visual presentations. A request form for your audio visual requirements and the hours of the Speaker Ready Room are listed on the "Audio Visual Support Information" page. Please return the “Audio Visual Request Form” by the date indicated.

Please attach lavalier microphones in the center of your chest, one-third of the way down from your neck to your waist, bearing in mind that when you turn your head far from the microphone, your voice may not be heard. Please speak slowly and clearly so that all members of the audience can understand you.

If you have questions about presenting, your monitor is a good resource.

AFTER PUBLICATION

Reprints of Your Proceedings Chapter
It is the Turbomachinery Laboratory’s policy to honor reprint requests only from contributing authors. You will need written permission and we will furnish that on request. Please contact Joanne Burnett.

Reprints must be for educational purposes only. Our publisher will do reprints—contact them through Joanne. Advantages are that they will deliver in two weeks (in the U.S.) and that they will invoice. Another option is to take the article to your own printer for reprints, but you must have written permission to do so.

Copies of Your Proceedings Chapter
If the intended use is for educational purposes (not for marketing/selling), photocopies may be made with the following provision: the cover sheet of the photocopy will have a statement that indicates permission to reproduce. Contact Joanne Burnett for the wording.

CONTACT INFORMATION:
Joanne Burnett
Publications Editor
Turbomachinery Laboratory
Room 309 Doherty Building / Spence Street
3254 TAMU
College Station, TX 77843
979-845-2924 ph
979-845-1835 fx
joanne@turbo-lab.tamu.edu

AVW Information

Leader Data Form

Non-Commercial Agreement

Publication Schedule

Publication Standards

Spouse Program

Publications Editor
Joanne J. Burnett
979-845-2924 ph
979-845-1835 fx

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