IWA CONFERENCE SUPPORT PACKAGE
IWA is pleased to be involved in the support of your conference and looks forward to
helping it become a success!
The notes in this package provide some additional documents that may help you in the
organisation of the programme and the logistics of the conference. It will also give
you some additional information as to how IWA will market your event throughout
our various media and suggestions on collecting/reviewing papers etc.
Membership Recruitment
In the guidance notes it was stated that if a delegate registers for the conference you
are responsible for checking to see if they are an active member. IWA will send you
6 months before the start of the conference an up-to-date list of members. To comply
with privacy laws the list will only contain the membership number and name. We
would ask that you check against this database all IWA member registrations. If a
delegate claims to be a member and is not on the list you can send the query to
adrian.puigarnau@iwahq.org.uk who will follow up with the membership department
to check the details. This is to ensure that a delegate is not registering at a lower rate
when they are not a fully active member. Please also highlight on the registration
form the link to the IWA website so that a delegate may sign up as a member before
registration to gain the lower rate.
IWA Presence at the Conference
IWA would like to have a table top display located near the registration area if
possible. We would like to send this material to you before the event and we require
contact details of the person the material is to be sent to one month prior to the event.
The attached form is to be filled in if you would like an IWA officer to attend your
conference. Please fill in the relevant sections as to what role you envisage them
fulfilling and any funds that would be available for their attendance.
"IWA_representative
.doc"
Branding
Please find attached below some guidance for creating materials for use in association
with and IWA Specialist Conference.
"IWA Brand cover
note.doc"
Materials_for_Special
ist_Conferences.pdf
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Loan Request
As your conference has been approved you may apply for an interest fee loan from
IWA to be repaid within one month after the event. Please contact IWA with the
attached form.
Loan_agreement.doc
Publicity
There are 6 main ways in which IWA will promote your conference and these are
explained in further detail below:
Water 21 – This is IWA’s member’s magazine which is published every two months.
As your conference has been approved it will appear in the next issue of Water 21 –
depending on space. Please send a short paragraph (max 200 words) to IWA as soon
as the approval letter is signed. It may appear in a later issue if there is room or an
important announcement needs to be made.
Website – The paragraph for Water 21 will also go straight on to the IWA website and
if you already have a website set up please send this to IWA and a link will be
formed. If you have any changes to the conference or announcements it is important
that you inform IWA of this so that the website can be constantly updated.
Members Newsletter – This is an electronic newsletter sent to the membership every
two months in the month between Water 21. The approved conference will appear in
the next issue of the member’s newsletter. It may appear in a later issue if there is
space and there are any important announcements to make.
Specialist Groups – IWA will endeavour to include your conference in any relevant
specialist group newsletters. Also please choose five specialist groups that you would
like to send a targeted email to. Please go to the group’s page on the IWA website
and send your selection to IWA.
Members News Update Email – This is sent monthly to the members and contains the
name of the conference with a link to your website. IWA needs to have your website
address for the conference to appear in this email.
Distributing Hard Copies – When you have printed the copies of your announcement
please send at least 50 copies to IWA and they will be distributed at any relevant IWA
conferences.
Post conference Responsibilities
After the conference you will be required to submit a final report with a full delegate
list one month after the conference. Below is the final report and how to send IWA
the final delegate list. You will be contacted by a member of the membership team to
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discuss also how the 50% difference in non-IWA and IWA member fees is to be
transferred to IWA.
Final_report.doc
Microsoft Office
Excel Worksheet
IWA Publishing.
You will be contacted by Paul Nagle our journals manager in IWA – Publishing.
(pnagle@iwap.co.uk) He will discuss the most appropriate publication for your
conference. However, it is important that you receive all your papers in the same
format. Below are a few notes on how you may want your manuscript submitted and
some notes on how to review the papers.
Submission of Papers
The format below is what IWA has used in the past for it Leading-Edge conferences
which you may find useful to give to potential authors.
http://www.iwaponline.com/wst/i2a.htm
Reviewing of Papers
The document embedded here outlines the criteria used for reviewing papers for
publication in Water science and Technology that you may want to modify for your
reviewing process.
Presentations at the Conference
It is a good idea to give your authors guidelines as to how they should present their
papers/poster at the conference. Below are template guidelines for each and how they
should up load their presentations at the conference. You can copy and paste this to
you website as guidelines for authors.
Guidelines for the preparation of a poster presentation
Poster should be a visual representation of reviewed material, which can initiate an
informal discussion.
We request that after accepting the invitation to present your work, that you upload a
300 (max.) word abstract through the website.
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Size: Posters should be 120cm tall and 80cm wide.
Layout and Style
Title - The title should include author’s names, affiliations and email address’.
Flow - The flow of the chart should be clear and logical. Individual pages should be
numbered
Handouts - Ideally one-page handouts with overview of poster and contact details
Presenter – Have a photograph with a contact detail whilst you are at Congress i.e.
mobile telephone number
Register of Interest - a sheet of paper for people whom would like further details to
leave contact details
Submission - At least one author of the poster should be present at conference.
Presenters should bring their posters with them to the conference where you will set
up your posters according to the number previously given; materials will be available
for you to do this. The posters will be dismantled by authors at an allotted time.
Microsoft PowerPoint
Presentation
Guidelines for the preparation of a PowerPoint presentation
Presentations should be a clear representation of the material accepted by the
programme committee. Presenters should endeavour to communicate their work with
coherence and clarity and be aware of the broad spectrum of delegate languages. Do
not stifle your presentation with special effects and full paragraphs of text. Rehearse
your presentation and take note of its duration. Please ensure that you save your
PowerPoint presentation as a PowerPoint Show (.pps file), it is the only file that can
be uploaded.
Length: 20 - 25 minutes plus an additional 5 minutes for Q & A. Language English
File Size: 25mb Max. save as a .pps file.
Layout and Style: Microsoft PowerPoint 2000 slides (in landscape format only)
should be prepared as follows (according to template available on this website):
Fonts: Standard fonts only, e.g. Times New Roman & Arial
Graphics: Size should be minimal (80 KB – 200 KB). JPEG format only
Movie Clips: Only if essential and small
Audio: Only if essential and small
Copies: Please note that you need to bring your files on CD Rom or USB memory
stick (presentations are to be delivered using Microsoft PowerPoint 2000) to the
Speakers Preparation Room THE DAY BEFORE your presentation. The slides will
then be preloaded on to the audiovisual company’s PC. Presentations should be
uploaded via our on-line system.
At the Conference
If you have not uploaded your presentation via the website, please bring
your PowerPoint presentation to the Presenters Room the day before your
presentation. You should bring your PowerPoint file (as a .pps file) on a CD-ROM or
USB memory stick. You should also bring a copy of your account details (username
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and password) for the website. The only equipment permitted to be used will be that
provided by the event’s official audiovisual company. Presenters may not use their
own equipment, this includes computers. Speakers are to meet with the session chair
and audiovisual technician at the entrance to the session room 20 MINUTES
BEFORE the session commences. At this time speakers can familiarise themselves
with the room’s equipment.
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