CONTENTS

INSTRUCTIONS: Registration and documents for the 2009 Annual Meeting of the Scientific Committee

REGISTRATION

As in previous years, participants will be asked to sign-up in advance for the sub-committees they plan to attend and, more specifically, the categories of papers they require. The number of copies made by the Secretariat will therefore be based on the responses.

Participants must sign-up via the web in advance in order to receive papers via the pigeonholes at the start of the meeting. The on-line registration form can be found HERE.

Please note that you will be able to obtain hard (or pdf) copies of specific documents from categories you have not signed up for at the meeting upon request. In addition, a CD complete with pdf files of all papers will be available for £10. You can pre-register for the CD on the website during online registration. The CD will be sent to you after the Scientific Committee meeting is completed and will also include the full Scientific Committee Report and Annexes as submitted to the Commission.

If this system is to achieve its aim of saving paper and energy, please only sign up for those categories that you feel you will need at the meeting itself.

ADVANCE SUBMISSION

Please submit papers in advance of the meeting if at all possible. Papers should follow the appropriate style and preferably be submitted in pdf format. Papers should be properly numbered.

This year, as last, papers received in advance will be listed HERE and will be available as downloadable pdf files. Participants who do not want their papers on the website should state this upon submission to the Secretariat; some papers may then be circulated by e-mail.

Deadlines for document submission and website sign-up

STYLE

The style-guide must be followed. Documents should be single-spaced and double-sided if supplied as a top copy. Do not start each table or each figure on a separate page - think of the forests. All pages must be numbered.

To download the a Word template for documents, click HERE with your right mouse button and choose option 'Save target as..'. the file is called SCpapers.dot

Please note that it is especially important that your document contains an Abstract. Over 100 papers are usually submitted to the Scientific Committee and it is extremely helpful to participants if each paper contains an Abstract.

Finally, note that figures must be supplied in black and white only. Note that grey shading can cause problems with photocopying. If you feel that colour or shaded figures are essential, then you must bring the required number of copies of those figures with you. (Contact helen.coulson@iwcoffice.org for numbers)

ELECTRONIC COPIES OF PAPERS

To improve and streamline the archiving procedure in the Secretariat, authors must send/bring with them electronic versions of their papers. This will also facilitate the creation of the CD of all papers submitted to the meeting.
(Please supply as .pdf files to helen.coulson@iwcoffice.org)

Due to virus activity at least year’s meeting, the preferred delivery format for electronic copies is by e-mail. Any documents brought on memory sticks or other physical media will need to be thoroughly scanned by the Secretariat, causing delays to your submission.

NUMBERING

Authors must obtain document numbers from the Secretariat (helen.coulson@iwcoffice.org) by notifying the title of their contributions and the authorship. Documents will be numbered SC/61/-- as below.

DOCUMENT CATEGORIES

The following is a list of all of the expected sub-committees and working groups meeting at the Scientific Committee’s 2009 Annual Meeting (including pre-meetings on AWMP and RMP) although the Chair may establish ad hoc groups at the meeting itself.