AMS Home

Annual Meeting Home

Author Instructions

Upload Manuscript
Please be prepared to enter your abstract ID and password.
It was provided in your acceptance letter.

Author Instructions

Instructions in PDF format include general instructions, layout and formatting instructions, meeting coordinator contact information

90th Annual Conference Author Instructions (PDF)

All submitted manuscripts from the conference will be made available to all online. NO hard copies will be produced for this meeting. We encourage all presenters to submit a manuscript since time for presentations is limited. Posting your manuscript online is an excellent opportunity to include more detailed information, color figures, figures, and graphs that may require more time for study than is available at the meeting. Authors submitting their manuscripts via the web will be able to record their presentations at the conference. The recordings will be available online after the conference.

Presenter Support Services

Sunday–Thursday, 17–21 January

All program chairpersons, session chairpersons, and oral and poster presenters are encouraged to visit the Speaker Ready Room if they have questions concerning their presentation or the meeting rooms. AMS support staff will be available to answer questions concerning room setup, audio/visual support, and practicing presentations. If any problems or concerns with the audio/visual and/or computer equipment, Internet services, the temperature of a meeting room, meeting room lighting, or room overcrowding are encountered, presenters and attendees are asked to report their concerns to the student assistant assigned to that conference or session, or to the staff member on duty at the Speaker Ready Room. All student assistants will have a green ribbon attached to their name badge to help identify them.

Please note that AMS will supply the following standard equipment for each meeting room: one screen of appropriate size, a podium microphone, a wired lavaliere microphone, a desktop PC, a speaker timer, and a data/video projector. If an overhead projector or additional special equipment, such as a Beta SP, VCR, or 35-mm projector, is needed, please contact Marjorie Huntington of the AMS Meetings staff (e-mail: mhuntington@ametsoc.org). There is a nominal charge for the use of Beta SP or VCR playback equipment. Please have all requests to AMS by 3 December. AMS cannot accommodate any on-site requests for equipment that is not part of the basic room set.

Recording of Presentations
In an attempt to expand the audience for presentations and to provide a more complete and permanent record of the authors' remarks, the AMS would like to record the voices of authors and their slides as their presentations are being made in cases where authors are willing to grant the Society permission. To facilitate the recordings, and to make things easier for all attending the meeting, presenters are asked to load their presentation well in advance of the scheduled presentation time. Recorded presentations will be available on the AMS Web site (www.ametsoc.org) after the meeting.

Loading Presentations before the Meeting
Files may be uploaded to the online abstract system in advance of the meeting. All files submitted online prior to 13 January will be loaded onto the meeting room PCs before the start of the meeting. This option is available to all presenters

Loading Presentations at the Meeting in Speaker Ready Room
On site, speakers may upload their presentations onto the Speaker Ready Room computers, which are networked to the proper meeting room. The use of personal laptops for presentations, which can cause technical delays and cut into a presenter’s time, is discouraged. The Speaker Ready Room hours of operation are listed below:

Presenters who choose to load their presentations at the meeting will be required to use special installer software running on the Speaker Ready Room PC, which is networked to the meeting room PC. These presenters will not be permitted to store their files on the PC desktop. Instead, the installer software will automatically create a special directory for those files. Once stored there, presenters will be able to check that their files were copied and that they will run properly.

Speakers who wish to load files at the meeting site need to bring their presentations on one of the following media: USB hard drive (Pocket Drive), USB flash drive, CD-ROM, CD-R, or DVD. Use of rewritable CDs (CD-RW) should be avoided due to compatibility issues. Presenters seeking to edit their presentations on site using a laptop that has a USB port will need to copy their files from their laptop to the AMS PC using a USB storage device.

The AMS PC will have the following software installed: Microsoft PowerPoint XP (2003), Adobe Acrobat 7.x or higher, QuickTime 6.x or higher, Macromedia Flash Player 7.x or higher, and Internet Explorer 6.x or higher. Please note that the AMS PC will not support Microsoft Vista or Microsoft Office 2007.

Images, Videos, and Animations in Presentations
If graphics or video clips are not embedded within a presentation, they will need to be available for downloading as well. Hyperlinks should be checked at the meeting to ensure that they are still functional.

Video Codecs
Presenters are asked to make sure that codecs used for compressed animation and video files are generic codecs, not video hardware–specific codecs.

Note on Mac-Produced Presentations
To ensure that Mac-produced presentations remain as close to the original as possible, the following simple guidelines are offered for presentations before they are to be transferred to the AMS on-site computer:

Images should be inserted from within Powerpoint using the “Insert Image” command and not dragged and dropped from other applications.

For Mac-produced presentations that include embedded video, the video will most likely not play automatically on the PC platform. The files will need to be converted to either .mov to .avi format and a link will need to be created within the slide show to an external .mov file. For the latter, the animation will play in a separate QuickTime window, outside of the PowerPoint presentation. It is strongly recommended that presenters test their Mac-produced presentations on a Windows-based system before arriving at the meeting.

Poster Session Setup and Teardown Schedule

Posters for the first session may be set up beginning on Monday, 18 January, at 10:00 a.m.; teardown for the first session will begin on Tuesday, 19 January, at 12:00 p.m., and must be complete by 3:30 p.m. that day. Posters for the second session may be set up beginning on Wednesday, 20 January, at 8:00 a.m.; posters must be taken down by 1:30 p.m. on Thursday, 21 January. Note that AMS is not responsible for posters not removed by the teardown time.

Please check the individual conference programs for additional information. Light refreshments and beverages will be served during formal viewing hours.

Poster Setup and Teardown for Students ONLY
Setup may begin on Saturday, 16 January, at 3:00 p.m. and posters MUST be taken down at the end of the poster viewing at 7:00 p.m. on Sunday, 17 January

Updated:
 Headquarters 45 Beacon Street Boston, MA 02108-3693
  DC Office 1120 G Street, NW, Suite 800 Washington DC, 20005-3826
 amsinfo@ametsoc.org Phone: 617-227-2425 Fax: 617-742-8718
© 2009 American Meteorological Society Privacy Policy and Disclaimer