As you know, the deadline for the receipt of all Meeting Abstracts is January 3, 2000. The complete listings of all the meeting abstracts received to date have been posted on the Web Site listed below and will be updated every day through January. If you receive any original copies of Meeting Abstracts in the correct format, please check the special Toronto Symposium Organizers Web Page to see if you must send the originals to us at Society Headquarters by express overnight mail (if it does not appear on the list or in the author index - then we need it ASAP!) so that they may be included in the final listing of papers for your symposium. On January 14, 2000, all Symposium Organizers will be sent a computer print-out of all the Meeting Abstracts that have been received in the correct format for consideration in your symposium (this print-out is essentially the same list that appears on the Web so, rather than wait for the mail to arrive, you can download it after January 14 to begin to develop your schedule of papers).
We appreciate your assistance in adhering to the deadline dates outlined in this letter and we will be sure to make every effort to accommodate your requests in organizing your symposium. We have enclosed the Preliminary Scheduling Forms to be used for setting up your program of technical papers. These completed forms must be received at Society Headquarters by January 21, 2000. You may fax them to us at (609) 737-2743 or e-mail them to us at firstname.lastname@example.org. Please refer to the list of instructions on the next page when completing the Preliminary Scheduling Forms. We recognize that there may be delays in the handling of the mail as well as holiday vacation schedules. Therefore, it is important that you contact us immediately if you foresee a problem submitting your Preliminary Scheduling Forms before January 21, 2000.
Throughout this proccess, we encourage you to communicate with your co-organizers to develop the preliminary schedule of papers and expected maximum attendance for your symposium. This schedule should then be forwarded to your Division or Group Chairman, with a copy mailed, faxed, or e-mailed to us at the Society Headquarters Office for receipt by January 21, 2000. We will attempt to satisfy as many of the Symposium Organizer's requests for specific days and room sizes as possible. However, in the event that your schedule is not received by January 21, 2000 or if there is a serious scheduling conflict, we will contact you directly if any changes need to be made to the schedule you submit (realistically, we do not have enough room to enable everyone to begin on Monday for example).
Please remember the following when completing your Preliminary Scheduling Forms:
The technical program will be finalized on Friday, January 28, 2000; therefore, no additions, deletions, or alterations will be accepted after this date. We anticipate the receipt of your completed scheduling forms before the January 21st deadline. Should you have any questions or require additional information, please contact me as soon as possible. Thank you for your cooperation and we look forward to working with you toward the success of the 197th Meeting.BER/cw