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ASP2018: Abstract Submission Guidelines

WE RECOMMEND READING THESE ABSTRACT SUBMISSION GUIDELINES PRIOR TO SUBMITTING YOUR ABSTRACT

The extended Abstract Submission deadline was June 5

The ASP invites abstract submissions in six categories:

Abstract Submissions

Proposals for abstracts must be submitted via our online system, and not via regular mail or email. The Program Committee will rate submissions based only on the information you provide, so please complete the abstract form carefully.

Please also note the following character limits:

  • Abstract – 600 characters (approximately 150 words);
  • Title – 60 characters (approximately 15 words).

Feel free to compose your submission in a word-processing program and then copy it onto the online form. Exceeding the character limits will result in truncated text.

Anyone who submits an abstract (as lead author) is expected to register for, and attend, the conference. ASP Annual Meetings feature ongoing networking and discussions so we strongly encourage successful submitters to be present for the entire event.

Abstract Submissions Options

Poster Papers (Late submissions accepted): The ASP Annual Meeting centers around sharing the good work we are doing with others in the field. The Program Committee feels that poster papers are generally the best way to do a straightforward show-and-tell. So if you simply wish to describe your program or materials, please give strong consideration to doing a well-designed poster. Posters should fit within a 4 feet by 4 feet area (may be updated closer to conference.) Electrical power is not available and there are no tables below your poster. Everything you present must fit within the area of the poster itself. Time will be set aside each day for viewing posters and authors will be asked to stand by their posters during this time.

A special “poster preview” oral session will feature poster paper authors introducing the topic of their poster for up to one minute, to whet the audience’s appetite and encourage them to come see your poster. Please practice so you can fit your remarks into one minute (we will have a merciless master of ceremonies)!

Ten-Minute Oral Presentations: For short summaries of programs, experiences, evaluation results, research findings, or ideas to share that include a series of visuals or slides, the 10-minute oral option may be an appropriate alternative to the poster.

One-hour or two-hour workshop: For two-hour workshops, your abstract should specify why additional time is required as the conference schedule is tight and will not allow for many of these. A workshop is recommended if you:

  • Have developed an innovative program, set of materials, or techniques for which a longer hands-on participatory session is appropriate,
  • Are part of a consortium of institutions doing a national program for which you are seeking other participants or whose materials you want to train others to use,
  • Have a multi-institutional panel that illustrates different approaches to the same issue or technique,
  • Have a professional development experience you’d like to conduct for the assembled education/outreach community.

One-hour or two-hour special interest group (SIG) discussion session: If you would like to facilitate a discussion on an issue, please consider proposing a special interest group meeting. Organizers of a SIG can facilitate informal discussion about any topic related to promoting the conference theme, Astronomy For All. For example, you might propose a SIG on engaging underserved communities in astronomy, how to prepare local communities for the 50th anniversary of the Apollo 11 Moon landing, sharing research and evaluation methods for assessing audience engagement in astronomy outreach. These are just ideas. For two-hour SIG sessions, your abstract should specify why additional time is required as the conference schedule is tight and will not allow for many of these.

Share-a-Thon Session: This format is for anyone who wants to organize a session for many contributors using a large room with tables spread throughout the space. In a Share-A-Thon, presenters demonstrate activities or works-in-progress at a table. As an example, hands-on astronomy activities designed to promote the 50th anniversary of the Apollo Moon landing can be featured; evaluators can share instruments and techniques designed to assess astronomy learning; citizen science projects can be demonstrated. These are just ideas. We are sure you can come up with others. You could have as many as eight (8) tables set up in a Share-A-Thon. Proposers do not need to name all intended Share-a-Thon contributors in their abstract, but the more information described in the abstract the easier it will be for the Program Committee to evaluate the proposed session. Share-a-Thon abstracts must identify an organizing theme (e.g., K-12 classroom activities for a particular subject area,) for the contributions in the proposed session. If the abstract is selected for the program, the lead author will be the Share-a-Thon organizer who will be expected to plan and execute the session with assistance from the conference organizer.

Limits on the Number of Abstracts Submitted

For the conference, you may be the lead author on up to one poster paper and one oral session. Your oral session abstract can be for either a ten-minute oral paper presentation or a workshop or a special interest group discussion or a share-a-thon session.

We generally receive more good proposals for sessions than the Meeting can accommodate. Thus the Program Committee may decline some proposals or suggest other formats for the proposed session (e.g., poster instead of 10 minute presentation.)

How to Write Effective Abstracts

Ideal abstracts give a concise description of what you propose to do or say in your session or presentation, and are best written so people not familiar with your work can understand it. It may contain a website URL for more information, although do not rely on a reader’s actually visiting that site before the meeting.

NOTE: When you submit an abstract, you will receive a receipt and a separate registration number for that abstract. Registering an abstract is NOT the same as registering for the conference. You will still need to register for the conference.

Proceedings

The conference will publish proceedings through the ASP Conference Series to provide a record of the conference and a ready reference for those attending as well as those unable to attend. It also provides a publishing opportunity for those submitting an abstract and making a presentation during the conference. (A copy of the proceedings is included as part of the registration fee.)

Please visit the proceedings page for submission and editorial details. Note the paper submission deadline of October 2, 2018, approximately three weeks after the conference.
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Any questions? Please direct them to: 2018meeting {at} astrosociety.org