TO: Orlando, FL Meeting Symposium Organizers
May 16, 2003
FROM: Elizabeth Brennfleck, Director of Meetings and Exhibits
RE: Orlando Meeting Technical Program Planning
you know, the deadline for the receipt of all Meeting Abstracts is June 2,
2003. The complete listings of all the meeting abstracts received to date
have been posted on the Web Site at http://www.electrochem.org/meetings/future/204/organizers.htm and
will be updated every day. To access the page enter your username in
lower case letters (first initial and last name, i.e. ebrennfleck) and
password in lower case letters (symposium code letter and number, i.e a1).
Please note the username has no spaces or hyphens. For those who are
organizing more than one session, use the symposium code that comes first
you receive any original copies of Meeting Abstracts in the correct format,
please check the special Orlando Organizer's Page http:/www.electrochem.org/meetings/future/204/organizers.htm
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 June 6, 2003, all
Symposium Organizers will be sent an email reminder that all the Meeting
Abstracts that have been received in the correct format for consideration in
your symposium. If you or an other organizer from your symposium does
not have internet access and wishes to receive a hard copy of the web print
out, please contact me.
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 June
13, 2003. You may fax them to us at (609) 737-2743 or e-mail them to us at
email@example.com. 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 June 13, 2003.
this process, 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 June 13, 2003. 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 June 13, 2003, 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).
remember the following when completing your Preliminary
The suggested length of papers is fifteen minutes for contributed
papers, and thirty minutes for invited papers (we are trying to use
fifteen-minute increments). This synchronization enables attendees to move
efficiently between sessions and also provides an opportunity to visit the
technical exhibit during the morning coffee breaks.
Symposia with fewer than six papers will not be scheduled; in this
case, the accepted papers will be included in the most appropriate symposium
or general session, and the authors will be notified by the Symposium
On Monday, October 13, 2003, the Plenary Session is scheduled from 8:30
AM to 10:00 AM; therefore, no technical sessions may start before 10:00 AM on
On Wednesday, October 15, 2003, the Honors and Awards Session is
scheduled from 8:30 AM to 10:00 AM; therefore, no technical sessions may start
before 10:00 AM on Wednesday.
the day begins at 8:30 AM and the afternoon session begins at 2:00 PM and it
continues until 5:00 PM or 6:00 PM. Leave 12:00 noon to 2:00 PM open for lunch
every day. Also leave 9:30 AM - 10:00 AM open for the coffee break. Try
to schedule one 15-minute intermission during each afternoon session.
The Monday Evening Poster Session (A1) has been designated especially
for students. The posters will be
judged, and the winner(s) will be presented a cash prize prize.
We would encourage you to consider moving student abstracts from your
session to the Student Poster Session (A1 Symposium).
The Poster sessions from 7:00 PM to 9:00 PM on Tuesday evening should
also be considered as a means to accommodate a large number of papers in a
single evening poster session and also to stimulate discussion, interaction,
and active participation.
Please consider scheduling your symposium on a day(s) that will not
conflict with other symposia on related topics. Therefore, you may have to
confer with other Symposium Organizers before completing your Preliminary
Complete one Preliminary Scheduling Form for each half-day session,
poster session, or informal discussion. Provide the name of the two Co-Chairs,
preferably members of the Society, and include their email address (VERY
IMPORTANT) and complete mailing addresses with zip codes and telephone
numbers on the Preliminary Scheduling Forms in the spaces provided. Without
contact information for the session co-chairs, we may be unable to contact the
co-chairs with pertinent information in regards to the meeting and session.
To stimulate the ever increasing quality of papers presented at
Electrochemical Society symposia, papers which the organizers deem to be of
insufficient originality, quality, or are not relevant to the purposes of the
symposium may be rejected or transferred to a General Session. All authors
must be notified of all changes by the appropriate Symposium Organizers.
Copies of this correspondence must be provided to the Headquarters Office.
The technical program will be finalized on Tuesday, June 17, 2003; therefore, no additions, deletions, or alterations will be accepted after this date. We anticipate the receipt of your completed scheduling forms before the June 13th deadline. Should you have any questions or require additional information, please contact me as soon as possible.
you for your cooperation and we look forward to working with you toward the
success of the 204th Meeting.
Elizabeth Brennfleck, Director of Meetings and Exhibits
ECS ~ The Electrochemical Society, Inc.
65 South Main Street, Pennington, NJ 08534-2839 USA
Tel: 1.609.737.1902, ext 102 Fax: 1.609.737.2743
Email: firstname.lastname@example.org Web: www.electrochem.org