Sugar Industry Technologists Inc.

Guidelines for Authors

INSTRUCTIONS AND SUGGESTIONS FOR AUTHORS AND PRESENTERS OF S.I.T. PAPERS (Revised February 2005)
[Please click here for Poster Instructions]

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.

Duration:

The presentation should not be longer than 30 to 35 minutes, discussion included. We therefore suggest that you should aim to speak for 20-25 minutes, to leave time for questions and discussion

Language:

The only language used during the Conference is English.

1. Abstract:

An abstract of 200/250 words should be provided for publication in the S.I.T. Web site, the S.I.T. Technical Program Booklet and in different Technical Magazines. Please forward as soon as possible but latest 28th of January :

1. Title
2. Authors name, name and address of institution representing
3. Abstract
4. Photo of author(s) (About 3.5 x 5 inches, color) or Jpeg color by email

To:
Executive Director, S.I.T.
Mr. Leon Anhaiser
164 N. Hall Dr., Sugar Land, Texas
U.S.A. 77478
Email: see the SIT web domain

2. Personal data for the Technical Session Chairman:

There will be a Chairman presiding the Technical Sessions. He will introduce you and it would be helpful if you would hand over to him beforehand, a 3 or 4 line paragraph about yourself. In brief, he will need your name, company or organization, your title or job, and anything else, which could be said in 15 seconds (e.g. profession, college, previous jobs, technical interests, etc.)

3. Preparation of pre-prints:

It is highly desirable that a manuscript should be available for distribution to the audience. Therefore we ask to deliver a paper following a general format :

1. Title
2. Introduction
3. Main body of the manuscript:
   It is up to the author to decide on the most suitable layout. The written text should reflect the verbal presentation. The author may include figures or tables or other information to which he can refer during his presentation.

4. Publication in the New Standard Book Form and Proceedings on CD:

The final copies should be printed in an image area of 6.9 x 9 inch (17,5 x 23 cm). Please forward two hard copies of the final text printed (1.5 spaced) on standard A4 sheets or on Legal format + final copy in electronic format to produce the edition of the Proceedings on CD, by email, mail or courier before JUNE 30^th to :

Sugar Industry Technologists
Mr. Leon Anhaiser, Executive Director
164 N. Hall Dr.
Sugar Land, Texas,
U.S.A. 77478
T: (1) 281 494 2046
F: (1) 281 494 2304
Email: see the SIT web domain

The standard operating system for SIT is Windows XP. The preferred electronic format is Acrobat or Microsoft Word 97, photos’s and other pictures saved in tiff or pdf. Text produced in other formats should be accompanied with ASCII files.

5. Pre-prints:

S.I.T. would like to have 150 copies of your presentation, for distribution as a preprint to delegates before your presentation. The copies should be available at the S.I.T. Registration Area, so that delegates can collect a complete set.

We realize that for overseas authors especially, carrying 150 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 meeting. He will inform you what arrangements have been made for the copying of papers.

6. Slides / Video slides/transparencies:

One of the most frequent complaints about the presentation of technical papers is the poor quality of screened material. If your audience cannot read your slide, they may lose interest.

Unless you are able to have proper slides or video slides made up, it is far better to have none at all. Leave the house lights on full throughout your presentation and, assuming every delegate has a copy of your paper in front of him, refer the audience to the appropriate figure or table on the appropriate page.

But slides, video slides or transparencies are helpful because you can point to particular figures or graphs as you speak. When you use a torch pointer, please keep it still, or your audience may get giddy following your light as it raced around the screen.

The general rules for standard 50 x 50 mm slide/video slide preparation are:

1. Remember the actual area for slide is rectangular (24 x 36 mm) not square. So arrange your material to the photographed to make maximum use of the slide area.
2. Not more than 3 graphs on any one slide unless they are well separated.
3. Not more than 5 figures or numbers in any one column or row, and not more than 16 figures or numbers in a table, on any one slide.
4. Lettering or numbering on original material to be photographed must be clearly readable with the naked eye at a distance of 6 times the longest dimension of the material.
5. Lettering or numbering should be just or almost readable with the naked eye when the slide is held up to a bright window or light.

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

7. Computer presentation:

1. Be aware that the necessary equipment, projector for displaying text, tables, pictures, graphs etc. directly from a portable computer will be present. Contact the program chairman in advance to be sure about the "connectability" of your portable computer to the installed equipment in the conference room.
2. In general however, the same rules mentioned for slides are applicable also for screen display. That means that the information contained in one screen must be limited exactly alike for the normal slides.
3. It is highly advised to have copies of your screen displays on slide or overhead, this in case of incompatibility of the equipment at the last moment.

Omnipress is our publisher. You can view their format card and a sample paper is also available.

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RULES AND GUIDELINES FOR PREPARING S.I.T. POSTERS (Revised February 2005)
[Please click here for Paper Instructions]

I. Abstract:

For publication in the S.I.T. Website, the S.I.T. Technical Program and in different magazines, the following items:

1. Title
2. Authors name(s)
3. Abstract of 200/250 words
4. Photo of Author(s) (3-1/2 X 5 inches, color) or Jpeg in color by email

have to be sent as soon as possible and before January 28^th, by fax, mail or email to :

Executive Director, S.I.T.
Mr. Leon Anhaiser
164 N. Hall Dr., Sugar Land, Texas
U.S.A. 77478
Email: see the SIT web domain

II.A Publication in the Proceedings in Standard Book Form:

For publication in the Proceedings prepare the content of the poster in the format of a paper with text, tables and figures using a standard courier 10 print or equivalent size print. Text spacing: one and a half line. One side of page only. Don’t print page numbers. Special paper will be mailed to you directly by the Program Chairman. If using A4 format center the copy in an image frame of 6.9 x 9” (17,5 x 23 cm). Please be aware that whatever you submit will be reproduced using a black & white photocopying process, exactly as you submit it, without editing and without rearrangement.

This final form copy can be sent by email, or as a file on a 3-1/2" floppy disk or CD-ROM (tables and pictures included in color or black and white) mailed or sent by courier to the address above (I).

II.B Publication in the Proceedings on CD:

Same as IIa, but whatever you submit will be copied digitally, as is, without editing and without rearrangement.

This final form copy can be sent by email, or as a file on a 3-1/2" floppy disk or CD-ROM (tables and pictures included in color) mailed or sent by courier to the address above (I).

III. General Guidelines:

1. CONTENT
   The poster should be of interest to an international audience of sugar refiners and present original data of scientific, technical or administrative nature. The Poster should be an efficient means to inform about new innovative technical evolution of equipment’s or products in general and will not only be concerned with commercial promotion.
2. PRESENTATION
   1. Posters will be displayed throughout the duration of the technical program.
   2. Boards 1m high x 2m wide will be available for the displays.
   3. Three basic criteria are required for an effective display. In addition to scientific context, it must be attractive, well-organized and largely self-explanatory.
   4. Suggestions for layout are given in Section C following.
   5. Titles and author's names together with the name of their institution have to be displayed at the top left-hand corner of the board.
   6. The different written sections of the presentation must be concise, preferably not more than 5-10 lines each. They should be typed and photo-enlarged or printed with lettering 10-15 mm high, preferably in bold, so as to be easily readable from a distance of 2 m. Use of only capitals is discouraged.
   7. All graphs, tables, diagrams and photographs should have a clear and concise caption. Size of figures should be 20x28cm up to 30x42 cm.
   8. To facilitate mounting of display, it is suggested that the different sections be mounted on cardboard ready to be affixed to the display boards by pin or velcro. Otherwise completely laid-out posters on large sheets of appropriate size may just be fixed to the display boards.
   9. Authors must be present or must designate someone to act on their behalf. In either case the presenter will be expected to be in attendance at a designated period during the week which will be attributed to poster presentation.
   ALSO SEE SUGGESTIONS BY PUBLISHER AT END OF GUIDELINES FOR PREPARING S.I.T. PAPERS.
3. Suggested layout:

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