INSTRUCTIONS AND SUGGESTIONS FOR AUTHORS AND PRESENTERS OF S.I.T. PAPERS (Revised October 2016)

1. Content:

The presentation content should be of interest to an international audience of Sugar Refiners. The paper content must be of a scientific, technical or administrative nature.

2. Program Chairman:

A Program Chairman will be appointed for each SIT Conference. This person will be the primary liaison with authors and will correspond with you regarding deadlines, submissions, content, format, etc.

3. Language:

The language to be used at the Conference and for all papers and presentations is English. If there is a need or interest to also publish or present material in another language this need must be discussed and approved by the Program Chairman prior to publication in the alternate language.

4. Abstract:

An abstract of 200/250 words must be provided for publication in the SIT Web site, the SIT Technical Program and in various Technical Magazines. Please forward as soon as possible but not later than 15th of January :

1. Title
2. Authors name, name and address of institution represented
3. Abstract

To BOTH: the Program Chairman and the Executive Director (info@sugarindustrytechnologists.com)

5. Personal Data for the Technical Session Chairman:

There will be a Chairman presiding over each Technical Session. He/she will introduce you and will require a short paragraph about yourself. Please provide in this paragraph your name, company or organization, your title or job, and anything else of relevance (e.g. profession, college, previous jobs, technical interests, etc.), bearing in mind that the introduction should take about 15 seconds. Please provide this to the Program Chairman, who will ensure that the relevant Session Chairman receives it.

6. Preparation of Paper:

A technical paper is required for distribution to the audience and subsequently for inclusion in the proceedings.

The verbal presentation should be drawn from the technical paper and should represent its content. The author may include in the paper figures, tables or other information to which he can refer during his presentation. It is up to the author to decide on the most suitable layout.

Papers are made available as hard copies and distributed as electronic copies on a USB drive.

Authors must submit an Abobe Acrobat .pdf version of their paper to the Program Chairman four weeks before the beginning of the Conference (or other such date as advised by the Program Chairman) to provide for loading the set of papers to the USB drives.

SIT would also like to have 25 copies of your presentation for distribution as a preprint to delegates before your presentation. The copies should be made available at the SIT Registration Area so that delegates can collect a complete set.

We realize that for overseas authors, especially, carrying copies of your paper may present certain difficulties. Therefore, contact the Program Chairman if you wish to have your text copied or printed at the Conference. He/she will inform you what arrangements have been made for the copying of papers.

7. Proceedings:

The final papers must be submitted, in Microsoft Word format, for inclusion in the Proceedings, to the Program Chairman, no later than the beginning of the Conference. They must be prepared for printing in an image area of 6.9 x 9.0 inch (17.5 x 23.0 cm) using 12pt Times (or Times New Roman) font, in Letter page size. The proceedings book is perfect bound, the final trim must be 8.38″ x 10.75″. Photos and graphs should be saved in tiff or pdf. The publisher can accept almost any file but the author must make sure that the font and graphics are embedded. For more details see below.

8. Presentation:

The presentation should not be longer than 30 minutes, discussion included. We therefore suggest that you should aim to speak for 20-25 minutes to leave time for questions and discussion.

Microsoft PowerPoint is recommended, but other Microsoft applications may be compatible and acceptable. Check with the Program Chairman prior to beginning the preparation of your presentation to receive approval for any alternate application proposed. If you are not familiar with Power Point, you may wish to follow the tutorials available on line.

There are several items to consider in development and preparation of your presentation. Remember that audience attention and interest in your presentation will be greatly increased if the attendees are able to clearly see and follow your presentation on the screens provided in the meeting room :

• Remember that you are the presenter, not PowerPoint:
  • the slides are to emphasize and/or illustrate your points; and
  • to guide you through your presentation;
• Ensure that the slides are easy on the eye:
  • avoid busy backgrounds and strange colours;
  • use a simple font like Arial or Times New Roman and choose a large font, ideally 24 point or above;
• Do not congest the slides:
  • text should be more like headlines than news articles – 5 to 8 lines and no more than 30 words per slide;
  • ideally, allow one slide per graph, table or picture;
  • avoid large tables and hence small font [if you are going to have to apologise for legibility, change the presentation];
• Avoid complexity:
  • PowerPoint is a powerful tool with lots of amazing possibilities but avoid these as far as possible – you are presenting a technical paper, not working for Disney.
• Proofread:
  • when you have finished proofreading, ask a colleague to proofread too.

A page of typewritten numbers clearly does not fall within the above guidelines and a page prepared in such a manner would probably not be readable even from the front row of the audience.

Either 4:3 or 16:9 aspect ratios may be used for the presentation. The Program Chairman may provide further guidance regarding which aspect ratio is required for a particular venue.

Authors may submit their presentations to the Program Chairman in advance of the Conference or bring them to the conference on a USB drive. If submitted in time, they may be included on the USB drives provided to delegates.

There will be a session from 14:00 to 15:30 on the Sunday of the Conference in which ALL presenters MUST provide their final presentations to the Program Chairman (if not already provided) and check whether they run properly on the hotel system. Arrangements will be made with the hotel to have the room available, the audiovisual equipment set up and its technical team on hand.

9. Computer presentation:

The use of your own computer for the presentation is not recommended but if you do intend to utilize your own computer, contact the Program Chairman in advance to be sure about the “connectability” of your portable computer to the installed equipment in the conference room. It will be essential to test your computer at the venue on the Sunday afternoon.