Geological Association of Canada.......................................................................................................... i

PREFACE............................................................................................................................................... i

The Mission Statement.......................................................................................................................... iii

Guidelines and Suggestions for LOCs.................................................................................................. iii

CONTENTS........................................................................................................................................... v

LIST OF APPENDICES (available from GAC^® Website)....................................................................... ix

INTRODUCTION................................................................................................................................... 1

THE GAC^® NATIONAL ORGANIZATION................................................................................................. 1

General Structure....................................................................................................................... 1

Committees............................................................................................................................... 2

Publications................................................................................................................................ 2

Other Publications..................................................................................................................... 2

THE MAC NATIONAL ORGANIZATION................................................................................................. 3

General Structure....................................................................................................................... 3

Committees............................................................................................................................... 3

Publications................................................................................................................................ 3

GAC^®-MAC POLICY PRINCIPLES REGARDING ANNUAL MEETINGS................................................ 4

Preamble.................................................................................................................................... 4

Designating the General Chair and Vice-Chair.......................................................................... 4

Accountability to Parent Councils.............................................................................................. 4

Fiscal Responsibility.................................................................................................................. 5

The Sharing of Surpluses.......................................................................................................... 5

RELATIONSHIPS WITH GAC^®: COMMUNICATIONS AND SERVICES AVAILABLE............................. 7

General....................................................................................................................................... 7

Divisions and Sections.............................................................................................................. 7

Committees............................................................................................................................... 7

GAC^® Head Office....................................................................................................................... 7

Technical Support...................................................................................................................... 8

Cost of the Services.................................................................................................................. 8

Changes to the Services........................................................................................................... 8

RELATIONSHIPS WITH MAC: COMMUNICATIONS AND SERVICES AVAILABLE............................ 9

General....................................................................................................................................... 9

Short Courses............................................................................................................................ 9

MAC Contacts............................................................................................................................ 9

OVERVIEW: COUNTDOWN TO THE ANNUAL MEETING............................................................... 11

THE WORK OF THE LOC: GETTING STARTED............................................................................. 16

Structure and Meetings............................................................................................................ 16

Setting the Date....................................................................................................................... 16

Logo and Stationery................................................................................................................. 16

Website.................................................................................................................................... 16

FINANCES........................................................................................................................................... 17

Preamble.................................................................................................................................. 17

Initial Budgeting and Fund-raising............................................................................................ 17

Handling Funds Before the Meeting......................................................................................... 18

G.S.T........................................................................................................................................ 19

Handling Funds During the Meeting......................................................................................... 19

Using Plastic............................................................................................................................ 19

Disbursements After the Meeting............................................................................................ 19

COMMUNICATIONS (Website, Notices, Abstract Volume)............................................................... 20

Preamble.................................................................................................................................. 20

French Translation................................................................................................................... 20

Website.................................................................................................................................... 20

The First Notice........................................................................................................................ 21

The Second Notice.................................................................................................................. 21

The Final Notice....................................................................................................................... 21

Program and Abstract Volumes.............................................................................................. 21

THE TECHNICAL PROGRAM............................................................................................................. 24

General..................................................................................................................................... 24

Symposia................................................................................................................................. 24

Special Sessions..................................................................................................................... 25

Public Awareness of Earth Sciences...................................................................................... 25

Quality Control......................................................................................................................... 26

Session Chairs........................................................................................................................ 26

Technical Services.................................................................................................................. 27

ABSTRACT SUBMISSION AND PROGRAM DEVELOPMENT.......................................................... 28

Responsibilities:....................................................................................................................... 28

Critical Time-Lines:.................................................................................................................. 28

The Second Notice – Call for Abstracts.................................................................................. 28

Abstract Submission................................................................................................................ 28

Potential Abstract Submission Problems................................................................................ 29

Acknowledging the Abstract..................................................................................................... 29

Review and Acceptance Procedures – The Abstract Review and Program Development Web Site 29

Program Development............................................................................................................. 30

The Online Program and Searchable Abstract Database....................................................... 30

Editing Abstracts...................................................................................................................... 30

Development of the Program and Abstract Volumes.............................................................. 30

Late Withdrawals..................................................................................................................... 31

REGISTRATION.................................................................................................................................. 32

E-commerce Banking Links.................................................................................................... 32

Taxes and the Canada Customs and Revenue Business Number........................................ 33

The Final Notice....................................................................................................................... 33

Accommodation....................................................................................................................... 33

Exhibitor Registration............................................................................................................... 33

Setting Fees............................................................................................................................. 34

On-Line Registration Procedures............................................................................................ 34

Acknowledgement of Registration........................................................................................... 35

Registration Problems............................................................................................................. 35

Fax- or Mail-in Registrations.................................................................................................... 35

Separate Registration for Short Courses, Workshops and Field Trips.................................. 35

Complimentary Registrations and Events............................................................................... 35

Additional Purchases, Cancellations and Refunds................................................................. 35

Cancellations by the LOC........................................................................................................ 35

Reviewing the Registration Database via the Web................................................................. 36

The Registration Area.............................................................................................................. 36

Policy Decisions...................................................................................................................... 38

Exhibitor Registration............................................................................................................... 38

Name Badges, Receipts and Tickets...................................................................................... 38

Accounting and Audit Procedures........................................................................................... 39

The University-Centred Meeting............................................................................................... 39

The Hotel or Convention Centre Meeting................................................................................ 39

TRANSPORTATION............................................................................................................................ 41

EXHIBITS............................................................................................................................................. 41

General..................................................................................................................................... 41

Exhibitor Information and kit..................................................................................................... 42

List of Exhibitors....................................................................................................................... 42

FIELD TRIPS....................................................................................................................................... 43

Policy Guidelines...................................................................................................................... 43

Field Trip Budgets.................................................................................................................... 43

Final Arrangements.................................................................................................................. 44

Cancellation of Field Trips and Refunds.................................................................................. 44

Field Trip Guidebooks.............................................................................................................. 45

ACCOMPANYING MEMBERS PROGRAM......................................................................................... 46

SPECIAL EVENTS.............................................................................................................................. 47

General..................................................................................................................................... 47

Luncheons............................................................................................................................... 47

Presidential Addresses............................................................................................................ 47

President’s Reception.............................................................................................................. 47

Other Events............................................................................................................................ 48

Logan Paintings....................................................................................................................... 48

PUBLICITY........................................................................................................................................... 48

BUSINESS MEETINGS....................................................................................................................... 49

SHORT COURSES and WORKSHOPS............................................................................................ 50

Responsibilities........................................................................................................................ 50

Definitions................................................................................................................................ 50

Appendix 1A. Abstract Receipt Notification Letter.............................................................................. 51

Appendix 1B. Abstract Review........................................................................................................... 52

Review Procedures................................................................................................................. 55

Changing a Session Assignment or Presentation Mode......................................................... 57

Appendix 1C. Preparing the Program................................................................................................. 59

Appendix 1D. Acknowledging Abstract Acceptance and Place in Program...................................... 61

Appendix 1E. Development of the Online Program-at-a-Glance and Searchable Abstract Database 62

Editing Abstracts...................................................................................................................... 63

Searching the Abstract Database............................................................................................ 65

Appendix 1F. Preparation of the Abstract Volume.............................................................................. 67

Formatted Files........................................................................................................................ 68

Appendix 2A. Required entry fields for registration forms (printed and downloadable)..................... 69

Appendix 2B. Sample Exhibitor Information and Registration Form (from St. John’s 2001)............. 71

Appendix 2C. Acknowledging Receipt of Registrations..................................................................... 73

Appendix 2D. Searching, Reviewing and Editing Registration data via the Web Facility.................. 74

Appendix 2E. The Standard Conference Name Badge and Receipt................................................. 76

Appendix 2F Suggested simplified on-site registration form.............................................................. 77

Appendix 3 Guidelines for GAC^® Short Courses................................................................................... 79

General..................................................................................................................................... 79

Responsibilities........................................................................................................................ 80

Financial................................................................................................................................... 82

Planning and Deadlines........................................................................................................... 83

Publications.............................................................................................................................. 84

Appendix 4 Guidelines for MAC Short Courses................................................................................... 87

Introduction............................................................................................................................... 87

Who’s Who? Roles and responsibilities to make an MAC Short Course happen................. 87

Procedure and Timelines......................................................................................................... 90

Short Course Volume.............................................................................................................. 91

Subsidies and Registration policy............................................................................................ 91

Budget...................................................................................................................................... 91

LIST OF APPENDICES (available from GAC^® Website)

(provided as PDF Files)

Appendix 5 .... Guidelines Jéröme Remick Poster Awards

Appendix 6 GAC^®/MAC Field Trip Safety Policy

Appendix 7. Geological Association of Canada Directory

Appendix 8. Annual Meetings Statistics: Program breakdown.

(A8Annual meeting registrations.pdf)

Appendix 9. Annual Meetings Statistics: Registration fees.

(A9Meeting registrations.pdf).

Appendix 10. Annual Meetings Statistics: Registration breakdown by category.

(A10RegistrationBreakdown.pdf).

Appendix 11. Annual Meetings Statistics: Disposition of financial surplus

(A11Surplus.pdf)

Appendix 12 Sample budget for Annual General Meeting

(A12 Samplemeetingbudget.pdf)

GAC^®-MAC POLICY PRINCIPLES REGARDING ANNUAL MEETINGS

Preamble

This Guide sets out many ideas and suggestions to help Local Organizing Committees structure and discharge their tasks. These are guidelines (to assist the LOC in planning and carrying out a successful meeting) and are not intended as rigid rules to be obeyed in all instances. Indeed, the LOC has very considerable discretion with regards to many aspects of the Annual Meeting. There are, however, a number of important policy principles on which the parent associations insist.

Designating the General Chair and Vice-Chair

When a local committee of earth scientists is approached and agrees to run a given Annual Meeting, typically four to five years in advance, the first official action of the GAC^® and MAC is to designate a General Chair and a Vice-Chair for the Local Organizing Committee. Typically, the General Chairperson shall act as representative of the GAC^® and the Vice-Chairperson shall act as representative of the MAC. However, the GAC^® and MAC Councils are flexible and the choice of Chair and Vice-Chair could depend on the expertise and interest level of the individuals, as well as the involvement of other associations in the conference. The GAC^® Council must ratify the choice of General Chair/GAC^® representative at a Council meeting. If other organizations are formally involved in the conference, then one member of the LOC should be designated the representative of that organization. The selection of other members of the LOC, each of which typically accepts responsibility for some aspect of the meeting's organization, rests in the hands of the General Chairperson and the Vice-Chairperson.

Accountability to Parent Councils

Both associations have an abiding interest in the progress being made for each annual meeting. Through the distribution of minutes and other communications, the parent organizations keep the General Chair and the Vice-Chair and representatives of other associations fully informed of all deliberations and decisions that have implications for the conduct of the Annual meeting. Conversely, it is expected that the General Chair and the Vice-Chair prepare and present joint reports of progress to successive meetings of the two Councils, either in writing or verbally.

Minutes of LOC meetings should be kept by a designated member of the LOC, and sent to the appropriate contact person in each association (e.g. Science Program Committee Chair in the GAC^®) for distribution. In order for GAC^® and MAC to be properly accountable to their respective memberships, it is necessary that the councils of both the GAC^® and MAC retain the right to ratify and/or amend any decisions of substance that may be passed by the Organizing Committee. This provision, onerous though it may sound, has not so far resulted in any irreconcilable differences of opinion. Discussion amongst the parties always has been and will continue to be based on a spirit of trust and cooperation.

In order to facilitate detailed review by the GAC^® Council of the progress being made by individual LOCs, to allow firsthand inspection of facilities, and, most importantly, to allow members of Council and the LOC to get to know one another, GAC^® traditionally conducts its Council meetings in the city of the Annual Meeting 15 months and 6 months in advance of the meeting. However, since 2003, GAC^® and MAC have found it more useful for a smaller group of appropriate councillors to visit the LOC, and discuss elements of the meeting over a period of a day. This will likely continue in the future.

The LOC, of course, has a duty to submit to the associations a final report on the meeting after it has been held. As shown later, this reviews the experiences of the meeting, its participation, social events, financial outcome and so forth. This final report should be submitted as soon as possible and preferably within six months of the end of the Annual Meeting. This will allow the recommendations and general advice from a LOC to be utilized by the subsequent year's LOCs.

Summary of Accountability

1. GAC^® and MAC Councils have the responsibility of keeping the Chair and Vice-Chair of the LOC fully informed of Council actions that may affect the meeting.

2. Chair and Vice-Chair of the LOC are required to present written reports of progress to each successive meeting of both Councils starting from the date of organization of their LOC, and ending with the final report after the meeting.

3. Minutes of the meetings of the LOC are to be sent to the Science Program Committee Chair of all Associations, as well as GAC^® HQ, involved in the conference for distribution.

4. GAC^® Council and MAC Council reserve the right to ratify and/or amend any decisions of substance taken by the LOC.

5. The LOC must submit a Final Report on the meeting as soon as possible, and preferably within six months of the close of the meeting, giving details on experiences, participation, social events, finances, and any other important matters.

Fiscal Responsibility

In order for both associations to exercise appropriate fiscal responsibility for their members, it is necessary that the Annual Meeting budget be struck in such a way as to protect against possible loss and to provide, a surplus to be used in furthering the works of the parent bodies. In addition, surpluses are required as a contingency against the possibility of a financially disastrous meeting (due to a national air strike, for instance) must be built up over a period of years.

The expectation is that the Annual Meeting will realize a profit, which will allow the associations to provide benefits to members in the subsequent years. This is the practice followed by most large scientific societies. AGU, AAPG, CSPG, GSA and SEPM generally record significant financial surpluses from their major conferences.

It is thus the policy of the sponsoring associations that the overall budget of the Annual Meeting should be struck so as to break even on the basis of realizing 70 percent of the conservative best estimate of attendance.

In all matters associated with the preparation of the Annual Meeting budget, the LOC should be in close contact with the Program Committees of the parent associations

The Sharing of Surpluses

After all expenses have been paid, the books for a given Annual Meeting are closed, normally within six months of the meeting. In the event of a loss being incurred, responsibility rests with the parent associations. Following the Annual Meeting, the LOC Finance Chair arranges for an accountant to audit the income and expenses that have gone through the LOC bank account. When completed the audited statement is sent to GAC^® HQ who then arranges for an audit of the income and expenses that flow through the registration side of the annual meeting. The GAC^® Auditor includes information from the LOC audit and creates one audited statement including the breakdown of any profit or loss to be distributed among the sponsoring societies.

In instances where additional co-sponsorship of the Annual Meeting is involved, appropriate financial arrangements are negotiated well in advance. The LOC may be involved in soliciting interest from various geoscience associations with respect to co-sponsorship of Annual Meetings, although the development of an agreement between the associations with respect to expectations, responsibilities, and sharing of surpluses is the responsibility of the councils of the associations.

Net surpluses from a given meeting are shared according to these negotiations between the host organizations, but in all cases, the Organizing Committee will receive 20% of the conference surplus, after completion of the Final Report, and on receipt of an acceptable proposal, to all sponsoring societies, for promoting the earth sciences in the community. The subdivision of the surplus between the host organizations for recent conferences is summarized in Appendix 5. Typically the conference surplus has been divided three parts to the GAC^® and one part to the MAC. 20% of the surplus is returned to the LOC after receipt of an acceptable proposal.

In addition, the LOC or designated group, retains all copies of field guidebooks after the conference. Any money obtained through guidebook sales after the conference is retained by the LOC or designated group, and is not part of the conference revenue.

Additional Meeting Sponsors

In the case where the LOC wishes to partner with additional sponsors , e.g. CSPG, CGU, CSEG, etc., the LOC is free to discuss co-sponsorship, however the final agreement regarding the roles and responsibilities and financial commitments of each sponsor is the responsibility of GAC^® and MAC councils.

RELATIONSHIPS WITH GAC^®: COMMUNICATIONS AND SERVICES AVAILABLE

General

It is customary to briefly review progress on upcoming Annual Meetings at each of the three GAC^® Council meetings held per year (usually in February, May and October). Council minutes with decisions affecting upcoming annual meetings are circulated to the Chairpersons and Vice-Chairpersons of upcoming meetings, and minutes of LOC meetings should be sent to GAC^® and MAC offices. The list of contacts at GAC^® Head Office or on Council for any given year can be found at www.gac.ca. This list is updated annually.

Divisions and Sections

GAC^® Divisions should be contacted at least two years prior to the meeting to determine whether they wish to hold symposia or special sessions, or alternatively, to advise on, or help with, sessions that the LOC may have decided upon, but which fall into one or more of the discipline areas of the Divisions. Obviously no LOC is likely to be able to, or to want to, provide a time slot for every one of the Divisions. Some Divisions may also wish to organize informal meetings, business meetings, short courses or workshops at Annual Meetings, and should be given the opportunity to do so. However, ensure that these meetings are not scheduled in conflict with the Annual General Meeting. GAC^® Sections are less likely to be interested in Annual Meeting planning, especially those located at some distance from the site involved, but the courtesy of inviting them to contribute is normally extended.

Committees

Many of the GAC^® Committees need to be involved in Annual Meetings, and should be contacted for help. For example, one of the most useful and lasting products of Annual Meetings are the publications that issue from the proceedings (especially Special Papers and Short Course Notes). Advice on suitability for publication of symposia or special sessions, on format, scheduling, printing, costs, etc. falls within the domain of the Publications Committee. This group will need to be informed as early as possible in Annual Meeting planning. The Communications Committee may wish to organize a workshop at a particular meeting or to advise local ministers of education, teachers, etc. of some general-interest aspect of the meeting. The Finance Committee normally advises the parent body of GAC^® on raising funds, investment and reinvestment of funds, securities, and of the general financial health of the Association. It may be able to advise on short-term investment certificates for Annual Meeting funds, a recommended procedure (see Finances). By far the most important for local organizers is the Science Program Committee, which for purposes of the Annual Meeting meetings meets jointly with the MAC Program Committee. The Science Program Committee can be helpful in planning practically all aspects of the Annual Meeting. It is this committee that keeps and revises this Meeting Guide.

GAC^® Head Office

Close liaison should be maintained from the outset with the GAC^® Headquarters and especially with the Secretary-Treasurer. The head office constantly monitors all the activities of the Association and is also in touch with many other earth science organizations in North America and abroad. It can thus provide a 'clearing house' function or network 'switch' for LOCs. Also, the Association's archival files on past meetings are stored at headquarters.

The head office can provide much assistance in publicizing the Annual Meeting. This can be done through GAC^® displays at other conferences, and with ads and notices placed in a wide range of geoscience periodicals. All of these are coordinated by head office, and many are arranged on an exchange basis so that there is no cash outlay involved. This publicity is especially important in attracting exhibitors to Annual Meetings. For example, those manning a GAC^® display at the annual PDAC or GSA meetings are in an excellent position to interest other exhibitors in showing their wares at the GAC^®/MAC meeting. And in the matter of identifying sources of funding, the GAC^® head office may be a useful source of information. Finally, it may be useful for the LOC early in its existence, and at selected occasions later, to meet with head office staff to explore ways in which the national GAC^® can assist in planning the Annual Meeting.

Technical Support

GAC^® HQ provides technical support to the LOC through hosting the abstract submission and registration systems (a MS Access 2000 database) that have been customized for Annual General Meeting (AGM) purposes. This is housed on an independent GAC^® server at the Department of Earth Sciences, Memorial University. The database is linked to the Internet by an OBDC connection using Active Server Pages (ASP) programming language and is accessed via the Annual Meeting Website.

The web site is displayed in French and English versions. Any changes must, therefore, be made in both languages. Correspondence, though, is generally in English. GAC^® HQ can provide assistance in securing French translation.

E-mail is used for rapid confirmation of receipt of abstracts and registrations and for follow-up inquiries. The system uses both automated mass e-mails, which can be generated by a single mouse click, and individual e-mails. Microsoft Outlook or Outlook Express are the default e-mail systems. A unique E-mail address is set up for abstract submission and registration for each meeting and acts as the main medium of contact with the Registration Office.

The database is designed so that it can be easily updated for individual meetings through look-up tables. These contain all of the critical information needed to reconfigure an Annual Meeting. A critical part of the system is the timed back-up. This is a feature set up on the server that saves a daily version of the database at a set time (usually early morning). If the database becomes corrupted or lost it can be recovered from the daily back-up files with loss of only that day’s data. The saved files are directed to a directory set aside for this purpose. The server is also protected by anti-hacker and virus-detection software.

The Abstract Submission and Registration web sites are maintained on the GAC^® HQ server. Near the abstract submission and registration opening dates, this site will be linked to the LOC’s web site but to conference delegates it will appear as if all transactions are taking place through the LOC site. Test web sites are usually set up in advance of the opening dates for approval by the LOC.

Cost of the Services

The costs of the service are born entirely by the Annual Meetings. This includes:

· The time of the registration supervisor

· Software/hardware maintenance and upgrades

· Changes to the software set up

· Travel of the registration supervisor to the annual meeting

· Credit card charges

· Audit of Registration finances

The LOC should contact the registration office prior to preparing their budget (i.e. at least 1 year before the meeting) for an estimate of costs. The estimate is only that. The full final cost for Abstract and Registration, whether less or more than the estimate, will be charged to the meeting. Normally this will be done following the meeting, either by deduction from the registration income collected at HQ, or directly to the LOC.

Changes to the Services

Minor changes to the services are permitted in order to accommodate requirements that are unique to a specific meeting. To be accepted, these changes must be ones that will also benefit subsequent meetings. If accepted, the full expense will be charged to the meeting.

OVERVIEW: COUNTDOWN TO THE ANNUAL MEETING

As an introduction to the detailed review of LOC functions and responsibilities, a brief chronology of events leading up to and following the meeting is given here. This will certainly need revision from time to time, based on suggestions and insights coming out of future Annual Meetings. At all stages of your planning, final reports from recent Annual Meetings will be invaluable -- copies of these will be sent to you as soon as your General Chair has been appointed. The times listed should be considered as the last possible dates by which the tasks should be accomplished. Most LOCs have found it necessary to aim for completion sooner.

By 4 to 5 Years:

- Proposal of site to GAC^® and MAC Councils

- Appointment of General Chair (GAC^® and Vice-Chair (MAC)

- Set date of meeting

- Book all necessary space

- Establish agreement with any other major co-sponsor

- Publicize date, place and main contact for meeting through Geolog, Geotimes, Episodes, etc., so as to avoid clashes.

- Secure WWW domain name for website

By 3 Years:

- Appointment of local sub-committee chairs, normally including:

ACCOMMODATION

ACCOMPANYING MEMBERS

EXHIBITS

FIELD TRIPS

FINANCE

PRINTING/PUBLICATIONS

PUBLICITY

REGISTRATION

SPECIAL EVENTS/ ENTERTAINMENT

TECHNICAL PROGRAM

TECHNICAL SERVICES

TRANSPORTATION

A Recording Secretary should be appointed that would be responsible for recording minutes of LOC meetings, and distributing these minutes to the appropriate contacts in the host associations. Although all aspects of the conference are important, the success of the conference depends on its scientific vitality and fiscal responsibility, and so it is vital that all members of the LOC, and especially those responsible for the Technical Program, Field Trips, and Finance must be strongly committed. Responsibility could be assumed by individuals, or by a larger subcommittee.

- At the outset, responsibility for all sub-committees should be clearly established.

- Reach an agreement on a protocol for major decisions, some of which must be made quickly. A smaller committee consisting of the General Chair and two or three other key sub-committee chairs (e.g. Finance, Technical Program) is suggested.

- Invite GAC^® Divisions, Sections and Committees, and MAC to 1) sponsor or advise on sessions (symposia, special sessions, short courses, workshops, field trips, and 2) suggest possible session chairs.

By 2 Years:

- Rough plan of major sessions (symposia, special sessions, short courses, field trips) takes shape.

- OC sub-committee chairs set up their committees, each to include one individual responsible for finances.

- Design logo, get approval from Councils, and choose any photographs for promotional purposes

- Print stationery and envelopes

- Website development begins, a basic template is available from GAC^® HQ ,testing of site, and can go live at any time.

By 15 Months:

- Finalize proposals for and set tentative schedules for symposia, special sessions, short courses, general and poster sessions.

- Technical Program Chair advances suggestions for publication volumes to GAC^® Publications Committee or Executive Committee of MAC.

- Confirm chairs for symposia and special sessions, informing them of their responsibilities and duties.

- Each LOC committee compiles preliminary budgets for LOC Finance Committee, which prepares preliminary estimate of overall cost of meeting, setting proposed registration fees.

- Field Trip Committee assembles preliminary list of trips and identifies trip leaders. Transportation companies approached for preliminary estimate of costs.

- Preparation of First Notice and any other publicity (poster, exhibit) to be on display at the upcoming Annual Meeting; allow plenty of time for proofreading and cross-checking before publishing. First notice has to be available for inclusion as advertisement in any mail-outs from the host associations.

- Exhibits Committee prepares specifications for exhibit space.

- The Special Events Committee has brilliant ideas.

- Plans and budget of LOC forwarded to GAC^® and MAC Councils for comment and approval.

GAC^® Council representatives and MAC Technical Program Committee members meet with LOC, usually in mid-February, in the Annual Meeting city, and reviews LOC preliminary budget, venue facilities, etc.

By 1 Year:

- Distribute First Notice at preceding Annual Meeting, and subsequently mail to GAC^® and MAC membership. Contact GAC^® and MAC HQ’s to tie in distribution of First notice to memberships, with a regular council mailing.

- The latest time at which the website goes live, updates to website (program changes, social events, etc.) are easily made

- Finance Chair completes LOC preliminary budget, gains estimate of possible shortfall, and submits to GAC^® and MAC Executives (via head office), and (with General Chair) looks into supplementary financing.

- Finance chair obtains estimates for abstract and registration costs from HQ then compiles breakeven estimates on spread sheets (templates are available). This helps track planning and aids seeing problems.

- General structure of meeting approved by GAC^® and MAC Councils, usually during joint meetings held at the preceding Annual Meeting.

- Program chair obtains access to Abstract Submission site as superuser, to familiarize themselves with the function of the site and the submission process.

- Any changes or additions to the Abstract submission site are submitted to GAC^® and MAC Councils for approval at the preceding Annual Meeting.

- Field Trips finalized, preliminary description of trip and budget are obtained from trip leaders, procedures for handling guidebook copy are devised. All trips to be run in advance to check distances, times, stop descriptions, etc.

- Appoint Chairs for each general technical session, informing them of their duties.

- Exhibits Committee contacts potential exhibitors in consultation with GAC^® Head office and Secretary/Treasurer.

- General publicity releases circulated to major periodicals, especially to Geolog and MAC Newsletter.

- OC requests 'seed money' from GAC^® and MAC Executives, proposing a schedule for further advances.

- Set up accounting and bookkeeping procedures.

- Rough out social events and program for Accompanying Members.

By 9 Months:

- Apply for GST Registration number from Revenue Canada -- obtain number used by previous Annual Meeting LOC and quote it when you first approach Revenue Canada.

- Exhibits Committee to contact potential exhibitors again.

- Technical services people confirm availability of audio-visual equipment

- Registration Committee assembles information on painless registration procedures (consult final reports from recent Annual Meetings).

- Technical and Local Program Chairs set up procedures for handling abstracts.

- OC meets often enough to remind people to do what they agreed to do!

- OC begins to assemble Second Notice and decides how to handle printing and mailing of it, and the Program and Abstract volumes; proofreading and cross-checking essential.

- Book field trip accommodations, including residences.

- Invite banquet speaker (if applicable).

- Finalize plans for short courses.

- Finalize budget revisions; fix all prices (e.g. accommodation, field trips, short courses).

By 8 Months*:

[*This deadline is set immediately before the Annual Fall Meeting of the GAC^® Council]

- Mail Second Notice by October 1, includes the Call for Abstracts and includes program outline, list of field trips, short courses, highlights of social events and Accompanying Members program, etc.

- GAC^® Council and MAC Council meet with the LOC, generally in early or mid-October. The budget, including the registration fees, will be approved at this time.

- Have abstract submission software in place and practise using it! Coordinate with HQ on any changes or problems.

- Contact GAC^® HQ if field trip transportation, other than vehicles and/or commercial airlines are to be used to ensure insurance coverage is in place.

- Reserve field trip transport up to 8 months ahead

OCTOBER MEETING OF GAC^® COUNCIL AND SOMETIMES MAC COUNCIL HELD AT SITE OF (YOUR!) UPCOMING ANNUAL MEETING

- Abstract submission site is linked to LOC web site and tested

Ca. November 1. Abstract submission site goes live

By 4 Months:

- Session organizers are strongly encouraged (pestered) to make sure that key presenters and other critical participants have been informed of abstract deadline. Organizers may need to be encouraged to “beat the bushes” to make sure sessions are fully subscribed

- Abstract deadline is January 15, or the nearest acceptable weekday. Approximately 80% plus of abstracts will be submitted in the last week and most of these on the last day. Overload on the HQ server may cause problems. TRY TO KEEP THE DEADLINE DATE FIRM, however, in some cases it may be necessary to extend the deadline

- Technical Program Chair and session organizers review abstracts and plan preliminary program using controlled access web site provided by HQ.

- Authors are informed of acceptance or rejection by e-mail from HQ, given preliminary presentation schedules and requested to check the web site for further information .

- Technical Program Chair, and session organizers finalize sessions and overall technical program.

- Presenters are notified of final times, dates and rooms for their presentations

- .

- Begin assembly of Program and Abstract volumes Allow plenty of time to proofread program and cross-check author(s) index for abstracts. Discuss printing or CD ROM production with GAC^® Publications Director.

- In consultation with GAC^® and MAC decide how many copies to print of field-trip guidebooks and Program volume, and number of copies of Abstract volume on CD to burn, if applicable. Plan for post-meeting sales and orders.

- Contact GAC^®, MAC and other groups for their business meeting space requirements. Make this the responsibility of a sub-committee chair.

- Exhibitors contacted again.

- Camera-ready copy for MAC Short Course Handbook received.

- Field Trip Guidebook copy is finalized.

- Registration chair liaises with HQ concerning setup of registration software and tests system through a trial web site.

FEBRUARY MEETING OF GAC^® COUNCIL HELD AT SITE OF MEETING FOR YEAR+1 ANNUAL MEETING

By 3 Months:

- mail Final Notice with Registration notification, directing potential attendees to complete registration via the link from the meeting website.

- Camera-ready copy for MAC Short Course Handbook is submitted to printer.

- Finalize exhibitors list.

- Field Trip Committee Chair requests brief itineraries for trips, including addresses and phone numbers of hotels en route, from trip leaders, to send out to field trip registrants.

- Field Trip Chair books meeting rooms for field trips, if needed.

- Field Trip Chair urges and reminds Field Trip Leaders to communicate trip specific details to participants.

- Technical Services Chair arranges for projectionists, projectors, sound systems and other AV equipment, and establishes a schedule for training personnel.

- Final copies of Program and Field Trip Guidebooks are submitted to printer.

- Abstract volume text is sent for CD-ROM production.

- Computers facilities for Speaker ready room arranged

- HQ registration site is linked to LOC web site and tested

- Online Registration starts ca. March 1^st

By 2 Months:

- Early registration (at cheap rate) deadline is generally mid April.

- Registration chair makes arrangements for onsite registration in coordination with HQ.

- Any field trips and short courses that are undersubscribed are generally cancelled at this point and refunds issued by HQ.

- Registration chair makes sure that conference bags and any material to be inserted is ordered (badges, receipts etc. are done by HQ).

- Field Trip registrants are notified of acceptance by letter that provides itinerary, telephone numbers and specified place and time to meet before departure.

By 6 Weeks:

- Program-at-a-Glance (searchable program and abstract database) is posted to conference website

- All necessary personnel are lined up for manning of registration area throughout the meeting.

- Publicity Chair approaches local media people (press, radio, TV) to arrange for coverage of meeting.

By 4 Weeks:

- Final check of all meeting rooms and facilities, including office.

- Session chairs are given information on the facilities of the room they will chair sessions in, as well as a reminder of their responsibilities and duties.

- Final arrangements made for computers, printers, telephones, cash registers, tables, etc. for registration area.

By 2 Weeks:

- Assemble handouts for attendees who have not pre-registered.

- Inspect AV equipment

- Abstract volume CD’s burnt

- On-line registration ends. HQ begin preparation of registration badges, social tickets, receipts etc and courier these to the LOC for packing into registration kits.

By 1 Week:

- Last-minute arrangements for registration area are made.

- Set up exhibits, registration area and signs 1 to 2 days before meeting begins.

- Ready meeting rooms, including those scheduled for business meetings.

- AV and related equipment (spares) set up and practice runs with personnel held - not less than one day before meeting.

- Set up telephones in registration area at least 2 days before meeting. One of these will be needed by the HQ registration supervisor for a point-of-sale credit card machine and should be enabled for long distance calling.

- Computer facilities for electronic review of presentations checked.

- Begin pre-meeting field trips.

- Set up press room and press kits.

Meeting Begins:

- Entire LOC now in shock.

- At least one senior person to be always on hand in registration area when open.

- Cheques and cash received are banked during day, or at close of registration time (assign this duty to one person).

- Hold press conference scheduled by Publicity Chair.

Meeting Ends:

- Begin post-meeting field trips.

- Channel all bills through LOC Finance Committee.

1 Month after Meeting:

- Final budgets for field trips submitted to Field Trip Chair.

3 Months after Meeting:

- Submit preliminary report to GAC^® and MAC Councils and other associations, if applicable.

4 Months after Meeting:

- Final comprehensive report with recommendations for future meetings submitted to GAC^® and MAC Councils, in time for their fall meetings. This report should also recommend specific edits and changes to the Annual meeting guide. Copies of the final report and all circulars sent to Headquarters for archives, and to all existing LOCs to help in their Annual Meeting planning.

6 Months after Meeting:

- An unaudited financial statement must be submitted to GAC^® headquarters by the LOC by Nov. 30th.

- Books are audited professionally by chartered accountants.

- Accounts settled with GAC^® and MAC and other associations.

12 Months after Meeting:

- Books are closed.

COMMUNICATIONS (Website, Notices, Abstract Volume)

Preamble

Previous LOCs have produced large volumes of printed, static, material, used to publicize the meeting, that was mailed to GAC^® and MAC members and potential attendees. Production and mailing costs for this material was prohibitive. In recent years a move has been made to reduce the volume and amount of printed material and replace it with a website where meeting updates can be quickly communicated to potential attendees.

Beginning with St. Catharines 2004, three printed notices were produced, each of which prominently displayed the conference website as the place to visit to get up to date information concerning the planning and program for the annual meeting.

The notices serve to provide a hardcopy reminder that the meeting is approaching, the meeting theme, planned sessions, GAC^® and MAC logos, as well as other sponsors, etc. All of this information can be included on one sheet 8-1/2” x 17”, folded into three to five panels. They also serve to remind recipients to visit the conference website for updates as the conference approaches. As this sheet can fit into a regular size envelope it can easily be mailed at the regular rate and/or included in a bulk mailing from the sponsoring associations or societies.

It is GAC^® and MAC policy that copies of all meeting notices are sent to all GAC^® and MAC members regardless of whether or not they intend to attend. This is a means of keeping abreast of current developments and is one of the benefits of membership in the two associations.

The cost of mailing the notices is the responsibility of the LOC, however with planning and communication with GAC^® and MAC the single page notices may be included in regular mailing to members of each association. Advance communication and printing will ensure that the mailing costs are kept to a minimum.

French Translation

With the exception of the abstracts, all material in the printed notices and on the website must be published in English and French. It is GAC^® and MAC policy that all text material included on the written notices and the conference website must be in both French and English. The provision of copy in both official languages is the responsibility of the LOC.

Translation must be of the highest quality and it is the responsibility of the LOC to provide material for the notices and the conference website in both languages. Poorly translated material can result in miscommunication and confusion. In one instance translated material was incomprehensible. Re-translation can put organising committees behind schedule resulting in considerable additional costs. Poorly translated material results in a loss of respect for GAC^® and MAC. For these reasons it is recommended that LOCs make use of the sanctioned translator listed below.

Jean Alfred Renaud

VERSION Translating and Editing Services

1201, rue Fairmount

Sherbrooke, Quebec, J1H 3N9

tel: (819) 820-2393

fax: (819) 565-4530

email: version@multi-medias.ca

Alternatively, if you choose to use an unsanctioned translator, headquarters is to be given an opportunity to audit his/her work to ensure the quality of the translation services provided.

Website

All matters related to the meeting can be easily made available to potential attendees via the conference website. The website provides a live, active, easily updated reference that can be built over time to highlight the development and the planning for the meeting.

It is recommended that each annual meeting use the services of the GAC^® Website co-ordinator who has developed a website template based on the St. Catharines 04 and Halifax 05 meetings. The website co-ordinator can customize the website template, eg. logo, dates, sponsors, etc., and updates for the meeting with input and information provided by the LOC. Alternatively the LOC may develop their own website ensuring that, as a minimum, all features used by previous meetings, are present. Links to the Abstract and Registration sites hosted at GAC^® HQ can be activated at the appropriate dates.

The website will be completed as the build up to the meeting progresses and will contain links to the technical program, Program-at-a-Glance, registration, recognition of sponsors etc, as the meeting dates approach.

The First Notice

The First Notice is the preliminary announcement of the Annual Meeting, and appears at the previous GAC^®/MAC meeting. It should provide information on where and when the meeting will be held, the theme/focus of the meeting (if any), what sessions are planned and, in general, the suggested field trips. The GAC^® and the MAC should be clearly identified, along with any other organizations co-sponsoring the meeting. The name and address of contact person(s) must also be included. This information is provided in both English and French (this is essential). This notice should also prominently display the web site address for the meeting.

Copies should be sent to universities, federal and provincial surveys, and mining and petroleum companies.

The Second Notice

The Second Notice, normally mailed in September, before the meeting, provides information about the technical sessions, workshops, short courses, field trips, and social events. The Second Notice includes the call for Abstracts and directs authors to the conference website to submit their abstract(s). Electronic submission is the norm with authors guided through the submission process via the abstract submission website, hosted at GAC^® HQ, with a direct link from the conference website. The Abstract submission website can be customized by each LOC, (e.g. logos, sponsors, deadline for submission, etc.). An indication of when authors should expect to hear back as to whether their abstract has been accepted or not should be included on this site, as well as contact information for an individual from the LOC (normally the Technical Program Chair) to contact in case of difficulties.

Abstracts may be submitted in either English or French. Authors should be advised that those submitting messy abstracts either will have them returned, rejected, or retyped at a cost of $50.00 or more per abstract. Authors should be clearly advised that late abstracts will not be accepted. Include a prominent notice, on the Abstract submission website, that requests for changes to abstracts, by the submitting author(s) will not be undertaken. Under only very specific instances should the editing of abstracts, after submission, be undertaken by the Technical Program Chair

The Second Notice should be mailed (first-class) by October 1 to all GAC^® and MAC members. Because the deadline for the receipt of abstracts is mid January, it is imperative that the Second Notice be as widely distributed as possible well in advance of the abstract deadline

The Final Notice

The Final Notice, mailed well in advance of the Early Registration Deadline, serves to remind individuals that the meeting is approaching, the registration website is open and that accommodations can be arranged via conference website links. At this point the website will be fully functional with visitors able to access all information pertinent to the meeting.

Program and Abstract Volumes

The Program and Abstract volumes are the detailed guide to the Annual Meeting and the most complete record of all its proceedings, with both being compiled by the LOC for distribution at the meeting.

The largest printing job for the LOC is the Program Volume, which is included in registration packages for the meeting. The Program Volume will generally include:

1. the Program-at-a-Glance;

2. Technical Program summary (including symposia, special and general sessions, short courses(s), workshops(s), field trips;

3. detailed program, listed day by day;

4. special events, social and accompanying members events;

5. Schedule of business meetings, pre-, syn- and post conference;

6. any visitor information pertinent to the host venue;

7. a complete list of exhibitors;

8. maps of the conference venue (city, campus/hotel, etc.);

9. any other information, including promotional material from the sponsoring societies, to be communicated to attendees.

The abstracts and program are available on-line through the Program-at-a-Glance routine, and accessed from the meeting website. . However, this may not be identical to the final published volume and should not be cited as a reference.

An electronic, usually PDF, and a hardcopy version of the Abstract Volume must be identical to one another to follow current ISSN guidelines. The layout is prepared by the LOC using data provided from the Abstract database once the program is completed. (See later section on Abstract Submission and Program Development).

The LOC may opt to provide either an Abstract CD of the PDF file or an exact printed version of the PDF file to meeting registrants. Both the electronic (CD) and the hardcopy must be available for sale and distribution through GAC^® and, at MAC’s option, through MAC. This ensures the widespread distribution of the Abstract volume to libraries and researchers and appropriate citation of the work. The PDF version will be archived and accessible from the GAC^® website.

The layout should be designed with the final printed version in mind, using as little white space as reasonably possible - two-column format with 8 or 9 point typeface preferred. The hardcopy version is currently the official 'referenced' copy. The electronic version should be in PDF format, where the page numbers are identical to those in the hardcopy. Both must contain:

1. the abstracts (alphabetical by first author's last name),

2. an index (author's name, and the page number of each abstract to which they contributed)

3. ISBN (assigned by GAC^® HQ) with the ISSN of the Abstracts series (0701-8738)

4. Usually some 'credit' pages - a thank-you from the organizers or a listing of the people who handled the meeting; any advertising (the LOC would arrange this); errata from the program; etc. These pages should be numbered with Roman symbols (i, ii, x, etc.)

5. An outside back 'ad' for the next Meeting.

6. A cover which somehow pays tribute to the meeting, and includes the names of all contributing associations (GAC^®, MAC, CSPG, etc.), the meeting's title, the year of the meeting, the ISBN and ISSN, and the Number of the Abstracts Volume (2005 was Volume 30; 2006 would be Volume 31; etc.).

The hardcopy Abstract Volume is presold to members when they renew membership, up to 6 months before the meeting, and is available for sale after the meeting (with the cost based on the cost of production). GAC^® also sells the Abstract Volume at the meeting as well as after the meeting from the GAC^® On-line Bookstore. GAC^® HQ handles printing (on demand) from the LOC provided PDF if the LOC opts for an Abstract CD or if the LOC opts for a printed version purchases a number of copies, at cost.

The LOC is responsible for producing CD ROMs of the Abstract volume for inclusion in the registration package.

The Organizing Committee must contact GAC^® Headquarters and MAC to determine the number of additional copies of the CD or hardcopy version, as applicable, each association requires for distribution to corporate sponsors, etc. The LOC charges, at cost, each association for the additional copies.

Finally, it would be helpful if the Program and Abstract volumes contained a brief statement about GAC^® and MAC and the membership benefits of both. Indeed, the parent associations may wish to encourage new members to join at the Annual Meeting by making some kind of special offer, as for example, a rebate on non-member registration fees.

If the LOC has any technical questions, they can probably be answered by the GAC^® Publications Committee Chair, or the Chair of the Printing and Publications Sub-committee of the previous Annual Meeting. Take advantage of their expertise: consultation with them can save hundreds of dollars.

Detailed instructions for the preparation of the Abstract Volume can be found in Appendix 1F.

THE TECHNICAL PROGRAM

General

The technical program generally consists of Symposia, Special Sessions, General Sessions, Poster Sessions, and, on occasion, Short Courses and Workshops. Field Trips are an important part of the Technical Program, but the LOC should have a person dedicated to organizing and coordinating this part of the program. The exact make-up of each Annual Meeting is, of course, the prerogative of the LOC, although the advice of the host organizations and suggestions by the geoscience community should be considered, particularly as the success of the conference is intimately related to the vitality of the Technical Program. The program should appeal to the membership of the host associations, and should be balanced in terms of its local, regional, national, and international appeal.

Symposia and Special Sessions are typically proposed by groups or individuals, some of whom may come from the local geoscience community. The Technical Program Chair should solicit ideas from the membership of the host associations, and the geoscience community at large, in order to develop the Technical Program. GAC^® Sections and Divisions may prove a valuable resource to the LOC in developing the program as they can provide input on new and exciting developments in their fields and serve to identify lead individuals as session convenors. Close liaison with the Field Trip Chair will be important as the registrants are often attracted by linked field trips and technical sessions. In addition, groups that propose Short Courses or Workshops should be encouraged to design a symposia or special session around the same subject.

Number and duration of session

Any particular session may run from as little as a half-day to as much as three full days, but overall, the technical program should be no longer than three days. In recent years, as many as 10-13 sessions have been run simultaneously, but the program should be so designed that it is feasible for an individual delegate to transfer between sessions without too much difficulty. At each Annual Meeting there are a few complaints about low attendance at sessions late on the final afternoon. Certainly, some delegates may have to leave early to catch flights, but the LOC should plan as far as possible so as to avoid conflicts between technical sessions and the departure times of post-meeting field trips, for example. Each oral presentation is designed to fit within a 20-minute time slot (15 minute presentation and 5 minutes for questions). Some invited keynote papers may be longer than the standard 20-minute presentation, but must fit the module schedule (i.e. 40 minutes or 60 minutes).

Program scheduling

As much as possible, symposia and sessions even remotely related in interest should not be scheduled against one another. However, in some cases this is unavoidable, and so the approach would be to make sure that related sessions are located in nearby lecture rooms.

Symposia

These are the featured sessions of the Annual Meeting, with the topics either of current general interest or specially relevant to the region. Most, if not all, of the papers are by invitation, and the content of the symposium is often 'programmed' to ensure coverage of the particular subject matter. Publication of symposia proceedings is encouraged, subject to the usual constraints of peer review and approval by the editor. The association sponsoring the symposia should be allowed to publish the proceedings of the symposium, if they so desire, and should at least be given right of first refusal. For examples, many GAC^® Special Papers, and issues of Canadian Mineralogist have had their origins in GAC^®/MAC symposium.

Each symposium has an organizer who is responsible for planning the session, inviting the speakers, refereeing the abstracts, setting the schedule of speakers and, if applicable, obtaining funding from the sponsoring body. Obviously, the symposium organizer must work hand in hand with the LOC Technical Program Chair and keep the latter informed of progress. Symposia are frequently sponsored by one of the parent societies (GAC^® or MAC), by an affiliated body (e.g. GAC^® division), or possibly even jointly by one of the parent bodies and a third party (e.g. IGCP). Sponsorship normally implies some form of support for the symposium such as a commitment to publish the proceedings or possibly a contribution toward the expenses of invited speakers. Where the sponsor is providing funding for speakers' expenses, this has normally been handled outside the financial structure of the meeting.

Special Sessions

Special Sessions are normally subject or discipline oriented and last up to 2 days. They differ from symposia in having few if any invited papers. However, just like symposia, the special sessions are proposed by individuals or groups, and it is the responsibility of these people to advertise the specific sessions, plan the scheduling of talks, and obtain sponsorship if possible. Publication may or may not follow, and right of first refusal should be given to the sponsoring associations.

General Sessions

General Sessions provide a venue for presenting discipline-oriented material of general interest. Invited papers are rare, as is publication in any sort of collected volume. In Ottawa (1997) and Quebec City (1998), all general sessions were posters.

Poster Sessions

Poster Sessions are essentially displays lasting 1/2 or a full day, during which the author agrees to be on hand to discuss his/her abstract and display. Normally, at GAC^®-MAC Conferences the posters are displayed for a full day. Authors are not allowed to present the same paper in an oral presentation and as a poster presentation. For several years, GAC^®-MAC Annual Meetings have allocated the 16:30 to 18:30 period each day for the presenters to be on hand at their posters. The actual time can be suggested by the LOC, but must not conflict with oral technical sessions. Try to have the Poster Sessions in the same area, or close to, the exhibits -- this will increase traffic to your exhibitors’ booths. A bar in the exhibits/poster area is desirable. The poster sessions are often a superb meeting place for delegates at the conference, and so the location of the poster sessions and exhibits should be carefully chosen.

Starting at the Victoria ’95 annual meeting, the GAC^® has sponsored the Remick Poster Awards. These awards are given annually to the three best poster presentations, based on their scientific content, organization and presentation of data, as well as their aesthetics. Gold, silver and bronze certificates are awarded and accompanied by cash prizes. Appendix 3 (an Excel and a Word document) details past award winners, judges, and award amounts. Responsibility for organizing the panel of judges for the poster awards falls to the Science Program Chair of GAC^® Council or a designated member of the Science Program Committee.

Public Awareness of Earth Sciences

The Local Organizing Committee of the Annual General Meeting is strongly encouraged to designate Public Awareness of Earth Science (PAES) as part of the Technical Program with its own designated coordinator. Local earth scientists involved in PAES activities and/or individuals associated with local museums or science centres are commonly willing and suitable candidates for such a position.

PAES components of the AGM could include symposia on aspects of delivering earth science to the public, associated field trips and/or workshops, and public lectures. The past year’s recipient of the E.R. Ward Neale Medal could be considered as a potential public speaker. It is also suggested to take advantage of local geological issues and / or recent media events that have involved earth science and captured the public’s attention.

It is desirable to invite both scientists and the public to the PAES program. Educators are a prime potential public participant and it is advised to coordinate efforts with local educators in the early stages of PAES program development. This will aid in determining topics of local interest and need and encouraging local educators to plan their participation. It is encouraged to develop workshops and field trips to provide training for educators on how to present earth science to students and utilize local geological features in their programs. It is strongly advised to consult with the EdGeo standing committee on programs for educators.

In order to encourage teacher participation, it is recommended that the one day registration fee be waived for Teachers attending the AGM.

Quality Control

The LOC is responsible for ensuring that technical sessions are up to professional standards. This is done initially by refereeing of abstracts, to be arranged by the LOC. Complaints about the quality of technical presentations are very common, and there is continual discussion in GAC^® and MAC Councils about ways to improve this. Problems arise from poor delivery, indigestible power point slides and overheads, carelessness and sloppiness on the part of the speaker or even the session chair, and a general air of non-professionalism. These are by no means restricted to the younger or more inexperienced speakers - old hands are often the worst offenders.

The LOC should carefully consider ways to improve quality control. Chairs of individual sessions should be able to contribute, if their responsibilities are clearly outlined to them. The LOC may itself take a hand by referring speakers, as soon as their abstracts have been accepted, to the following websites which reference:

1) the well-known AAPG Slide Manual or to other useful guidelines (http://carbon.hampshire.edu/~mbruno/ns129/truly_terrible_talk.html), or,

2) AGU, circulates the very pointed 'Guidelines for Giving a Truly Terrible Talk'.

http://andrew.ucsd.edu/cosmos/Projects/AGU%20Guidelines.pdf

The GAC^® and MAC Program Committees should be consulted on these matters.

Session Chairs

The Technical Program Committee should identify chairs well before the meeting and ensure that they know what is expected of them. It is wise to have two persons for each session; in the event of lighting failure or other disasters, one can ad lib while the other seeks help. One way to involve out-of-town people in the meeting is as session chairs.

By accepting the job, chairs agree to help make the meeting worthwhile to attendees, for effective technical sessions are essential to a successful meeting. Chairs should, wherever possible, contact speakers in their session well before the meeting to offer assistance, to inform speakers of any rating scheme to be used, and especially to ensure that speakers are aware of the mode of presentation supported for the meeting. They should familiarize themselves with the speakers' names and topics and, if possible, meet with speakers prior to the start of sessions. A speaker breakfast is a good way to arrange this.

Chairs should determine in advance that projection, public-address, and lighting equipment are arranged and working smoothly, and that drinking water, and pointers are easily available. Keep talks on schedule! It may be easier to be firm if you put yourself in the place of the speaker scheduled for the last presentation of the session you are chairing, or of an audience member who wishes to arrive during the session to hear a specified talk slated for a definite time. Announce in advance that you will firmly abide by the schedule, then do so!

The normal time allotment for presentation is only 15 minutes for presentation, with 5 minutes reserved for discussion. Failure to keep this commitment is a disservice to potential discussant and speaker alike. Each speaker should be given a 3-minute warning before time expires and should be cut-off if he/she does not stop speaking. Should a speaker fail to appear for his/her scheduled talk, do not move the succeeding papers up. Instead, substitute a coffee break and then resume with the rest of the schedule. Be sure that all questions, answers, and commentary are heard by all in the room. If floor microphones are available, insist that participants in the audience use them; if not, repeat questions so that all may know what has been said.

The chairs should use judgement to guide the discussion along lines of interest to the participants in general. Defer the pursuit of small matters of investigative techniques and procedures and trivial geologic details for private discussion outside the session room. Beware of the pitfall of 'private' dialogue between speaker and 'friend' in the audience. Feel free to make any summation or other remarks at the close of each discussion or presentation, thus aiding in providing a thread of continuity for the session.

Session Organizers – Responsibilities

The following is a listing of some roles and responsibilities that session organizers may be expected to fulfill in the run up to and at the meeting:

· may suggest elements to be included in the program, e.g. symposia, special sessions, short courses, etc.

· identify session sponsors

· identify keynote speakers

· arrange and contact potential contributors to the session

· contact speakers prior to the meeting and assist with problems and or questions

· review submitted abstracts for the session

· accept or reject submitted abstracts

· determine the duration of keynote or other presentations, as necessary

· arrange the order of presentations

· designate oral and poster presentations

· identifies suitable co-chair, if necessary

· chairs the session, welcoming participants, introducing speakers, keep to the schedule, thank speakers, guides discussion.

Technical Services

The most important considerations include size of room for a particular session, access for audience, controls to lighting, microphones and ventilation, and possibility of noise from local sources (other meeting rooms, kitchen, etc.). Trailing cords and wires, and elevated speaker's platforms provide ideal conditions for spectacular events preceding, during or following talks. Try to minimize possible problems by pre-meeting inspection of facilities, and by keeping facilities as simple as possible.

Beginning in 2004, with the approval of GAC^® and MAC Councils, a move was made to electronic presentations only being supported, i.e. no 35 mm slide projection facilities. Most presenters now routinely travel with their presentation on a memory stick or burnt onto a CD.

This requires that the LOC, in their planning include this in information made available to potential authors. Most presenters are familiar with electronic presentation, i.e. PowerPoint. The LOC should clearly provide the specifications of the operating system and program version/edition that will be supported at the meeting. Keep this to a single system/version to reduce the number of possible foul-ups. As part of the technical program organization, computer facilities for previewing, editing and saving presentations should be made available to speakers.

In addition overhead projector facilities should be provided.

Session chairs should be computer savvy and the LOC, through the Program Chair, can provide a single training session at the beginning of each day to chairs to familiarize themselves with the equipment/facilities.

For each room make it the responsibility of the Session chair to ensure that all technical services are maintained throughout the session. However, Session Chairs must also be informed of the procedures to be followed in case of significant computer malfunctions.

ABSTRACT SUBMISSION AND PROGRAM DEVELOPMENT

Responsibilities:

GAC^® HQ Registration office will host and maintain the abstract database. The database serves as the site for collection of abstracts, for their display for review purposes, through a controlled access web site, development of the on-line Program-at-a-Glance and for export of raw abstract text. The abstract submission process is managed by the HQ Registration Supervisor – a permanent position at HQ - with assistance from the LOC Technical Program Chair.

The LOC Program Committee will be responsible for providing meeting specific details (names, dates, etc.) program information (sessions, chairs, method of presentations, etc.), review and acceptance of abstracts, program development and for publication of the program and abstract volume(s).

Critical Time-Lines:

The precise deadlines will be set by the LOC, however, these will approximate the following timetable:

Mid-late October (prior to the meeting). The Abstract Submission portion of the database and web-linking software system is re-configured on the basis of information provided by the LOC. The LOC will need to supply French translations for all program information that is submitted.

Late October - The Second Notice. Prior to November of the year preceding the meeting, the LOC prepares its Second Notice (see below), the main purpose of which is to advertise the meeting and serves as the call for abstracts. The notice is generally mailed in late October.

November 1. Abstract submission opens on-line.

Ca. January 15. Abstract submission closes but at the LOC’s request may be extended. In practice the system is usually left running for at least a few days past the deadline, and in rare circumstances left open longer.

January 25 - February 15. Abstracts are reviewed by the LOC Program Committee, with assistance from session chairs, and a preliminary program is prepared.

Ca March 8. E-mail acceptance letters are sent out to all accepted presenters.

Late March – early April. An on-line Program-at-a-Glance is developed (see below for details). This is continually updated as the program matures.

Late April – Early May. E-mail reminders are sent to presenters who have not registered.

Ca May 15. E-mail reminders are sent to all presenters to check the web-site for the latest version of the program.

The Second Notice – Call for Abstracts

Wide distribution of the Second Notice will ensure that potential authors are made aware of the Call for Abstracts and the deadline for submission. The Second Notice also serves to direct authors and potential attendees to the conference website for further information regarding the conference and submitting an abstract.

The abstract submission instructions are posted on the GAC^® HQ site via a link from the LOC web site. These instructions should be checked by the LOC and revised as needed prior to the system going on-line.

Abstract Submission

The preferred route for abstract submission is via the LOC’s conference web site (linked to the Registration Office web site). Provision is made for submission as an e-mail attachment but only as a back-up measure. The web site contains parallel French and English versions.

Abstracts should be prepared using plain, unformatted (ASCII) 10 point-text, and not exceed 400 words excluding title, authors and addresses. If the submission requires the use of formatted text, there is provision for the author to upload a formatted MS Word or WordPerfect file. This can be done from either PC or Mac operating systems. An abstract fee is not currently charged.

When the author clicks on the abstract submission link on the LOC web site, he/she is seamlessly transferred to the GAC^® HQ site in St. John’s. The opening page is used for both abstract submission and registration, but registration will be disabled at this point. The page asks whether the presenter wishes to submit a new abstract, in which case he/she is taken to the abstract instructions and thence to the submission pages. Those who have already submitted an abstract can use a password to renter the site and submit more abstracts.

Submission is a three-step process. The web site transmits data after each step is completed.

Step 1 asks for:
-Title and authorship of the abstract
-Name and contact address of presenting author
-Telephone and fax numbers; e-mail address
-Session of choice, 1^st and 2^nd choices
-Invited paper?
-Oral, Poster or either presentation mode?
-Withdraw abstract if preferred mode of presentation cannot be offered?
-Student paper?
-GAC^®, MAC or other member? (Yes or No)
-List of co-authors for indexing purposes
-Up to six key words

Step 2 asks the author to paste in the body of the abstract using plain ASCII text (note that provision exists to add some special characters here).

Step 3 allows submission of a formatted Word or WordPerfect file as an upload. Only to be used if special formatting is required.

Following step 3, the submitter will see a final page confirming receipt of the abstract and giving an abstract number and a password. The password is needed for submission of further abstracts and for registration. As abstracts are received they will be automatically entered into the abstract database, which can be viewed through a password-controlled website – see below. When formatted files are submitted, the Registration Supervisor will paste a copy of the abstract into the database, however, any non-ASCII text, special characters, underlining, bolding or italics will be lost in this process.

Potential Abstract Submission Problems

Although the site opens ca. November 1, very few abstracts are received until early in January. Over 80% of abstracts come in during the last few days of submission with the bulk being submitted in the last 24 hours. Heavy submission traffic on the last day can result in submissions being timed-out part way through the process, thus resulting in incomplete entries. The Registration Supervisor (and usually the submitter) will be aware of this. The Supervisor will then contact the presenter to obtain the missing information.

Acknowledging the Abstract

After each receipt or entry of an abstract, the Registration Supervisor will acknowledge receipt to the submitter – generally by an auto-generated e-mail - and at the same time indicate any missing essential information. A typical form letter is shown in Appendix 1A. This will also contain the password for re-entry to the site.

Review and Acceptance Procedures – The Abstract Review and Program Development Web Site

At an early point (generally in November) the Registration office will provide the LOC program chair with the URL and passwords to a controlled-access web site that allows viewing and editing of abstracts and the program. The Program Chair can either maintain sole control of this, or delegate responsibility to individual session organizers. Access to each session can be individually password controlled. The instructions for using the search facility to review abstracts and to develop the program are given in Appendix 1B.

Program Development

Once abstract submission is complete, the program committee will begin developing the technical program. To a large extent this can be done using the same abstract review website described above. This site has two views: a default view that displays abstracts in the sessions to which they were submitted by the author, and an “assigned session” view that allows re-assignment and reordering of presentations. This can be done solely by the Program Chair, or it can be delegated to session organizers with each being given password access to their session only. The details of the procedure are given in Appendix 1C. Even though sessions may be largely finalized by late February, cancellations and changing logistical requirements often mean continual reorganization up to the time of printing.

As the program is developed it is vital to inform authors as to whether their presentation has been accepted. Once acceptance has been finalized, an auto-generated e-mail letter, the text of which is supplied by the Program Chair, is usually sent out by the Registration Supervisor in early March. An example is shown in Appendix 1D. Because the program is continually evolving it has been found best at this stage simply to inform authors that their paper has been accepted and to provide essential information as to date, mode and session of presentation. For other information such as time and location, presenters are referred to the web site. Rejections must be handled directly by the Program Chair. In the case of rejections, it is vital that the Program Chair change the abstract status via the web site (see Appendix 1B) – or request the Registration supervisor to do the same – otherwise an acceptance letter will automatically be issued.

The Online Program and Searchable Abstract Database

Once the program is reasonably complete, it should be displayed on the LOC web site using links to the St. John’s HQ database through the routine referred to as Program-at-a-Glance (P-a-a-G). This is described in Appendix 1E and allows prospective attendees to proceed from a view of the entire technical program to individual sessions and thence to individual abstracts. These HTML views can be printed using normal browser functions. The P-a-a-G is drawn from the Access database using ASP routines and reflects any changes made to the database by session organizers. The P-a-a-G is a powerful and useful tool and should be given prominence on the LOC website.

The P-a-a-G is also searchable by author name, keyword, title or session (see Appendix 1E). Following the meeting, the P-a-a-G and searchable abstract database are archived on the GAC^® web site at http://www.gac.ca/ . Follow the links to Meetings/Activities, then to Program & Abstracts.

Editing Abstracts

There are two components to editing the abstracts. The first, as noted above, deals with problems associated with pasting abstracts into the database and the loss of formatting such as special characters, bolding and italics. It is necessary to restore some of this formatting either for on-line display in the P-a-a-G, or for export to the Abstract volume. The GAC^® HQ staff technical consultants (or the LOC in some circumstances) can restore this through the use of HTML coding. If done by HQ staff, this formatting will add to the cost of the registration service. As an alternative, the LOC can use online abstract editing capabilities. These are described further in Appendix 1E.

The second aspect of editing deals with changes to abstracts requested by authors after submission. It is the perception of some authors that as the abstract has been submitted in an electronic format it can be changed by the LOC right up to the date of the meeting. This view places an unnecessary work load on the program committee. In the instructions to authors it should be made clear that editorial changes after submission will not, under normal circumstances, be carried out.

Development of the Program and Abstract Volumes

Recent practice has been to produce separate Program and Abstract volumes. The Program is always printed and included in registration kits at the meeting. In the past, the Abstract volume has generally also been printed and made available for distribution at the meeting. However, recent practice has been to distribute the Abstract Volume as a CD, in the registration package for delegates, with a paper copy available at an additional charge. Paper versions are still important since they are sometimes preferred by libraries and institutions. Both paper and CD versions use the same export and formatting procedures. Abstracts are also made available on line through the Program-at-a-Glance routine on the conference web site and may be individually downloaded prior to the meeting.

The Program Volume is developed by the LOC using program listings exported from the database but generally requires a lot of reorganization and insertion of extra material such as names of session chairs, room locations, sponsors, etc. It is generally printed on low-cost coloured paper.

The Abstract Volume is presently developed from export of abstracts from the Access database as formatted HTML files, which can then be imported into word processor or desk-top publishing systems for final development (there are alternate means such as export as rtf files). The details of the process are described further in Appendix 1F.

GAC^® Registration Office is responsible for exporting the material, however, from there on it is the responsibility of the LOC to produce the Program and Abstract volumes. The HTML routine will impart a certain amount of formatting, however, final formatting, page layout and development of author indexes will have to be carried out by the LOC. Plenty of time – at least three weeks - should be allowed for this work in addition to the time required for layout, printing and/or CD writing.

As stated earlier, the electronic and hardcopy versions of the Abstract Volume must be identical to follow current ISSN guidelines.

The hardcopy Abstract Volume is pre-sold to members when they renew membership, up to 6 months before the meeting, and is available for sale after the meeting (with the cost based on the cost of production). GAC^® also sells the Abstract Volume at the meeting as well as after the meeting from the GAC^® Bookstore. GAC^® HQ handles printing (on demand), from the PDF file provided by the LOC.

The LOC is responsible for producing CD ROMs or a hardcopy version of the PDF file of the Abstract Volume for inclusion in the registration package.

The LOC should consult with GAC^® Publications Office in St. John's prior to finalizing their print run.

Late Withdrawals

A persistent problem that should be anticipated is that of last-minute withdrawals from the program. Withdrawals made prior to export from the database should be marked as cancelled and thus be prevented from export. Withdrawals made after export from the database will have to be handled by the LOC, within the word processor file. If possible the entire title and abstract should be stricken from both the program and from the abstract volume, however, at a certain point this becomes impractical due the continuous re-formatting that this generates. At this point withdrawn abstracts can either be overwritten by “WITHDRAWN”, or deleted so that only the authorship and title remains followed by a blank space containing the word “WITHDRAWN”. The latter is the preferable option since it penalizes the author for the late withdrawal.

Recommended practice ca. late April-early May is to request GAC^® HQ to send out an auto-generated E–mail to all presenters who have not registered, reminding them to register. This will often reveal those who have no intention of attending.

REGISTRATION

Registration generally begins around March 1^st of the year of the meeting and follows distribution of the Final Notice. The trend is to encourage maximum use of the web-site for on-line registration (for the 2004 and 2005 meetings ~ 90% of registrations were completed using the Registration website); however, faxed- or mailed-in registrations will continue to be an important part of the process for the foreseeable future. It is normal practice to offer a discount to those registering prior to a certain date. Registration fees must be approved by GAC^® and MAC councils in the fall of the year preceding the meeting.

Critical Time-Lines:

Fall, year before meeting LOC applies for a business number from Canada Customs and Revenue Agency.

February - year of meeting. The look-up tables in the Registration database must be updated for the upcoming meeting. The LOC must submit final fees and short descriptions for Registration Categories, Field Trips, Short Courses, Workshops, Social Events and Guest Events. All items must also be translated into French.

The system is then tested through a test site and connected to the LOC web site. It is critical to test that all aspects of registration still work after connection. Some university networks may interfere with or prevent transfer of data between the HQ and LOC sites.

Late February – early March. The Final Notice is distributed by mail.

Early March.  Registration system goes on-line and prepares to accept web, fax and mail submissions.

Mid – April.  Early registration ends, as does field trip and short course registration. Decision made as to whether Short Courses and/or Field Trips will proceed

Mid – Late April. E-mail notices of cancelled events are sent out to affected registrants.

The following events take place in close succession generally in late April to mid-May, depending upon the date of the meeting:

Four to three weeks prior to meeting.  Cancellation deadline for registration – no refunds issued after this time. Reminders are sent to unregistered presenters.

Two weeks prior to meeting. Pre-registration by web site, mail and fax ends. Name badges, and social/guest event tickets together with spare name badge and ticket forms for on-site use are printed by GAC^® HQ and shipped to the meeting site.

Two to three days prior to meeting. Registration committee packs registration kits; HQ registration supervisor arrives and sets up.

Mid – late May. Start of meeting and on-site registration. When meeting registration opens, the LOC Registration Chair and committee distribute registration kits to pre-registered delegates.

Registration forms are available for on-site delegates. Facilities, a table, chair, pens etc., are provided in the registration area for on site registrants to complete the registration form before proceeding to the HQ Registration Supervisor to complete, i.e. pay, the registration process.

E-commerce Banking Links

The ability to provide secure handling of credit card transactions is an essential component of the on-line registration system. Registrants have three main choices for payment: mail-in payment by cheque or money order; credit card payment either by fax, mail or e-commerce; and billing as an account receivable.

Credit card transactions may be handled in two ways. 1) The registrant may use the on-line system to make payment. In this system the credit card transaction is automatically handed-off to a secure site maintained by the bank or its e-commerce agent. The bank then e-mails confirmation of the transaction to the registrant and the registration office. In this case, the registration staff does not handle credit card data. 2) The registrant registers on-line, or by another method, and makes payment by faxing- or mailing-in a credit card number. The Registration Supervisor then enters the number into a point-of-sale (POS) terminal for deposit to the conference bank account.

GAC^® presently banks with CIBC in St. John’s, Newfoundland and credit card services are provided through CIBC’s “Merchant’s Edge” card services, a separate account being maintained for annual conferences. Links to this service are generally made through a third-party e-commerce provider, the current one being MiraPay (http://www.mirapay.com/) operated by Eigen Development Ltd. The Merchant’s Edge service makes Visa and MasterCard available through one agency. All sales from any of these accounts are deposited in the conference bank account in St. John’s. Allowance for credit card transaction fees has to be built into the GAC^® HQ registration budget. Fees charged by Visa are 2%, and by MasterCard, 3.25%.

When a registrant pays on line through use of a credit card, the registrant receives an E-mail confirmation of acceptance from MiraPay. GAC^® HQ also receives automatic confirmation of the transaction, which is recorded in the Access database.

Taxes and the Canada Customs and Revenue Business Number

GAC^®/MAC annual meetings have to pay and charge federal Goods and Services Tax (GST) and Provincial Sales Tax (PST), or Harmonized Sales Tax (HST) in the Atlantic Provinces, on most of their activities. For this reason, the database is configured to record the tax components of all transactions. In order to provide a ready breakout of taxes for accounting and payment purposes, the cost for any taxable item is entered as the base (pre-tax) cost and the tax component. The tax component comprises either the HST, or combined GST and PST. Normally the PST component must be calculated after the addition of GST but local rules should be followed. The tax calculation has to be done manually prior to entry in a look-up table. Assign fees so that the base cost plus tax is a round number.

It is essential that each LOC obtain a business number from Canada Customs and Revenue Agency (and if necessary with provincial finance departments) as early as possible. The number is displayed on receipts and may, in some cases, allow delegates or their employers to claim the GST component back. It is not transferable to future meetings. GAC^® is able to claim back the GST on some items so careful record keeping of tax components is essential.

The Final Notice

The main purpose of this is to draw attention to the conference and to announce that registration is open. In the past it has been a substantial booklet, however, current practice is to reduce the size to a flyer or pamphlet and to place as much information as possible on the LOC web site.

Accommodation

The registration database is not designed to handle accommodation requests. The Final Notice contains references to the conference website where links to accommodation listings (University residence, local hotels, etc.) can be found.

Exhibitor Registration

The registration database has a category for exhibitors but is not currently set up to handle on-line exhibitor registrations, though this may change at a future date. The LOC generally sends potential exhibitors a faxable form, which they can use to book their booth and purchase social and guest event tickets. Exhibitors do not pay registration fees and are normally allowed to attend social and guest events, but not the technical sessions, field trips or short courses. Exhibitors are entered in the database under the category “exhibitors”. The normal practice at meetings is to offer exhibitors one free, full registration per booth. In this case, the information for that person needs to be entered into the registration database, also using the registration category “exhibitor”, but in this case giving the person access to all meeting events. There is usually a limit (2 to 4, including any free registrations) to the number of persons that can be registered in association with a booth.

It is essential that all exhibitor registration information be copied to the Registration Supervisor.

A sample of an exhibitor information and registration form that can be used by the LOC is given in Appendix 2B.

Setting Fees

Conference fees can be entered in the database following confirmation of the meeting budget and fee structure at the fall meeting of GAC^® and MAC councils (where the LOC typically presents its budget for approval). The fees are normally divided into Early and Late, with the changeover date being around mid-April. The early fees are set at a lower level in order to encourage an earlier registration. The database will automatically switch to the late fee after the end of early registration. Halifax 05 has experimented, reasonably successfully, with a third and higher fee category for on-site registration; the intent being to encourage on-line registration and reduce on-site work. Generally, some or all of the following registration categories are used:

GAC^®/MAC members (discounted rate)
GAC^®/MAC student members

Non-member student
Non-member
Retired/Unemployed member

Retired/Unemployed non-member
One-day member
One-day non-member
Accompanying Guest
Complimentary student
Complimentary General
Complimentary Press
Exhibitor

Fees are also needed for field trips, short courses, workshops, social and luncheon events and guest events. Fees must include applicable GST/PST or HST and follow local rules for calculation. The tax calculation for the component of the fees must also be given to the Registration Supervisor for entry into the database. Registration cannot open until all fees are finalized. Field Trips generally prove the most difficult to finalize because of the more complex logistics.

Complimentary registrations or event-bookings cannot be made on-line. They have to be faxed to the Registration Office.

With regard to student fees, discounts are normally provided to students who are members of GAC^®, MAC or other sponsoring societies. Non-member students receive a significantly lesser discount. Students can join GAC^® or MAC very cheaply by either acquiring an on-line application form from the society websites ( http://www.gac.ca/ http://www.mineralogicalassociation.ca/ ), or at the on-site booths of these associations in the exhibition hall.

On-Line Registration Procedures

The Registration site is part of the same database housing the Abstract submission system and is linked to the Internet using similar ASP protocols. Reconfiguration is done through lookup tables in both English and French. The registration site is linked seamlessly to the LOC web site in the same manner as for abstract submission. When a registrant clicks on “registration” on the LOC site he/she is linked to the GAC^® HQ registration web site in St. John’s. The opening page provides options for both abstract submission and registration. Those who have already been given a password from their abstract submission may use this to avoid having to enter their personal details again, however, use of the password is not essential. From the registration button, the delegate is taken to the registration site. Registration from here on is a three-step process:

Step 1 asks for personal data (by-passed if password is used)

Step 2 allows the delegate to purchase registration, field trips, social events etc., and arrive at a final purchase list

Step 3 provides options for payment; either by using a credit card, or by using a downloaded form that can be faxed or mailed in with either a credit card number, or (by mail) a cheque. For on-line payments, the delegate is transferred to the CIBC secure banking site.

Following acceptance of payment (if the on-line payment option is used), delegates will see a final “Your Transaction was Successful” screen also giving a registration ID number and a password (if not already issued).

Acknowledgement of Registration

Once payment has been received, the Registration Supervisor sends an auto-generated E-mail acknowledgement, a sample of which is shown in Appendix 2C. This also reminds delegates of the cancellation deadline.

Registration Problems

Some delegates may abort their submission before the payment stage, in which case a partial registration will be posted. In some cases (e.g. where a person has obviously been testing the site) these can be deleted, but in others they may have to be followed up by e-mail. A registration is only considered final when payment has been received by the Registration Supervisor. Because many payments are made by fax or mail, there can be a delay before registrations are confirmed.

Fax- or Mail-in Registrations

A downloadable registration form will be accessible from the registration site. This is downloaded, completed and mailed or faxed in for registration, in which case the Registration Supervisor manually enters the information into the database. Since supervisor time = money, it is advisable to encourage maximum use of on-line registration.

Separate Registration for Short Courses, Workshops and Field Trips

Those attending short courses, workshops and field trips are encouraged to also register for the meeting. However, recent practice has been to permit delegates to not register for the meeting particularly in cases where this may allow an otherwise undersubscribed event to proceed. Those who wish to avail of this benefit must register for their course, trip etc. by fax using the downloadable registration form. They cannot register on-line. For non-meeting registrants wishing to participate in Short Courses, Field Trips and Workshops a non-refundable handling fee will be charged in addition to the course fee to cover administrative costs.

It is expected that organizers of short courses, workshops, or field trips will tie these functions directly to symposia or special sessions in the technical program of the conference.

Complimentary Registrations and Events

There will be individuals to whom the LOC wishes to award complimentary registration or free access to functions. This cannot be done on-line; therefore, all complimentary registrations, or requests for free access to functions, should be faxed from the LOC to the Registration Supervisor. It is important to register all complimentary delegates because the numbers will be used in estimating the numbers of meals, seats etc. required at functions.

Additional Purchases, Cancellations and Refunds

A delegate who has already registered may re-enter the site using his/her password and make additional purchases. Any cancellations, however, have to be made in writing (E-mail is permitted) to the Registration Supervisor prior to the cancellation deadline. The supervisor will then issue refunds. In the case of partial cancellations, the cost is fully refunded, but in the case of full cancellations a fee of $50 is withheld.

Cancellations by the LOC

Following the early registration deadline, it is common for the LOC to have to cancel short courses, field trips, workshops, etc. that are under-subscribed. Notifications of such cancellations should be sent out by the LOC and copied to the Registration Supervisor and any sponsors as soon as possible. The Registration Supervisor, once notified, will issue full refunds for these events.

Reviewing the Registration Database via the Web

As for the abstract database, a password controlled web site is available for viewing the registration information. The LOC Registration Chair is provided with password access to registration database to monitor registrations as the meeting dates approaches. This is extremely useful for meeting and event organizers who need continuous updates regarding registration in their particular area of interest. Categories covered include Registration, Field Trips, Short Courses, Workshops, Social Events and Guest Events. The details of the procedure are given in Appendix 2D.

ON-SITE REGISTRATION

The Registration Area

The registration area contains both pre-registration and on-site registration desks and should be planned with an eye to eliminating bottlenecks and speeding up the process. Are signs easily read and understood? Directions cannot be too simple. The delegate, no matter how intelligent, is busy, tired, and preoccupied with getting settled. Any information he/she has to digest must be readily understood at one quick glance. If signs are clear, there will be many less questions for registration staff to cope with.

The registration area should be set up so that the whole process is one continuing line. Provide space for selling tickets for field trips, social functions, etc. Arrange with the hotel or university for all counters, tables, etc. necessary for use in the registration area.

The Pre-Registration Desk
This will normally contain:

1. Personal envelopes, containing the registrant’s name badge-receipt and tickets, arranged in alphabetical order. The Registration Supervisor prints name badge-receipts and social event tickets directly from the database, packs them into personalized envelopes, then ships them to the meeting site. Distribution at the meeting is an LOC responsibility. Additional badges and tickets will also be shipped for use on-site.

2. Generic registration bags containing Program and Abstract volumes plus promotional materials etc. These are entirely an LOC responsibility. The bags will need to be packed a day or two before the meeting and then be boxed and shipped to the meeting site (Warning – this amounts to a sizable amount of material requiring professional moving!)

The On-Site Registration Desk
On-site can be handled in two ways depending upon the size of anticipated on-site registration:

1. In excess of 100. In this case it is best if a local organization, such as a university conference service, is contracted by the LOC to handle the matter. The Registration Supervisor will be available at the desk to assist with the inevitable queries concerning pre-registrations. The accounts for on-site registration should be maintained separately until the meeting is over. At that point they can either be handled by the LOC or transferred to the HQ Registration Office for merger with the rest of the registration account. The organization conducting the on-site registration should liaise with the Registration Supervisor well before the meeting in order to coordinate logistics.

2. Less than 100. In this case the duties can be handled by the HQ Registration Supervisor with the assistance of two to three local volunteers. The Supervisor will provide a laptop computer equipped with Access database software, and a Point-of-Sale credit card terminal. It is essential that the Registration Supervisor not be burdened with other duties such as sales of other items, eg. parking permits, lunch vouchers, t-shirts, etc. It is vital to have at least one additional computer with two volunteer operators. The Supervisor will train the volunteer staff on the database software in the days before the meeting.

The software used for on-line registration is not well suited to the demands of on-site registration where speed of data entry is vital. Accordingly, a simplified registration form that uses MS Word is available (see appendix X). This captures data essential for the registrant’s name badge and enables it to be printed rapidly. The information can be transferred to the registration database at a later date if required.

In both cases, the Registration Supervisor will need electrical power (computer + printer) and telephone service (POS terminal).

Additional points on registration area:

· Various desks (Registration, Accommodation, etc.) must be clearly marked.

· It is preferable to have one person in charge of the registration area at all times, with this individual knowledgeable about all facets of the meeting.

· Committee chairs must check with the registration area on a regular basis during the course of the meeting.

· Many delegates will arrive late expecting accommodation. Be certain this can be handled.

· A bulletin board is essential for late announcements of meetings, change of meeting locations, and personal messages for delegates. This should be centrally located in registration area.

· A major concern for on-site registration is processing delegates quickly and efficiently. Be sure to have:

o A central area large enough to accommodate all desks and line-ups with ease, and also to act as a meeting place for delegates. Ideally, it should be adjacent to the icebreaker area and the exhibition hall.

o Good sign-posting and labelling

o Back-up printers and computers in case of technical failure

o Computer expertise on hand in case of crashes or software problems

· Desk telephones and/or cell phones for critical personnel- everyone should have a call list. Committee chairs should be on constant call.

· A staffing roster

Enough staff to allow rest breaks and emergency replacements in case of illness, etc.
Separate desk for campus/meeting and local tourist and dining information. Also serves for lost and found.

· Separate desk for social and guest event ticket sales.

· Provision for issuing parking directions and permits.

· An area for accompanying guests to meet prior to their trips – preferably with coffee and tea.

· A SECURE place for delegates to leave their luggage on the last day of the meeting.

· Consider distinguishing special clothing or uniform for registration staff.

· Credit card and SECURE cash handling facilities.

A potential bottleneck is the on-site desk. Registration can be speeded up by having delegates fill out paper copies (or a simplified equivalent) of the registration form before they get to the desk. The desk attendant then only has to fill in enough data to generate a name badge and receipt. The remaining information can be entered later. The desk must also be equipped to handle credit card payments – preferably by POS terminal. Arrangements to secure a terminal and to set up an account must be made several weeks ahead of the meeting. Provision for tallying cash and receipts at each day’s end must also be made. Cash should be deposited a soon as possible.

With respect to social and guest event ticket sales, it is important to keep close control over spare tickets and also to monitor sales numbers so that events are not unintentionally oversold. Continuous liaison with the social chair and catering staff is required.

Policy Decisions

A decision-making staff member should be on duty at all times during registration. There is nothing more aggravating to a delegate than to ask a simple question nobody can answer satisfactorily. It's too time consuming to expect others in line to wait until someone is found to resolve a problem. There should be a clear understanding with registration personnel on meals and parking fees. If complimentary tickets are involved, everyone should know how they will be handled.

Refunds for 'no-shows' are at the discretion of the LOC, but proportionate shares of fixed costs for bus rentals, guaranteed food functions, etc. should be retained.

The Registration Committee should set up ground rules for handling problems, deciding policies in advance, and ensuring that everyone knows the correct procedure for such problems as the following:

· Delegate wants you to bill his company directly.

· Delegate wants to cash a check for more than the amount he owes.

· Someone says he is entitled to a press pass.

· Delegates carrying only US or other currencies. Usually we take US dollars at an established conversion rate (check rate each day) but for other currencies the delegate is usually referred to the nearest bank that will provide exchange.

· Delegates who have not arranged accommodation and think it is your responsibility

· Delegates wanting refunds (we do not refund registration fees but some function costs may be refunded at LOC discretion)

· Delegates who think they should get a member discount (but are not GAC^® or MAC members), or who expect complimentary registration (e.g. an invited speaker)

· Delegates who say they have registered but for whom there is no record

· Delegates who want their employers to be billed for their registration

· Delegates wishing to pay by personal cheque

· Delegates who have lost their badges or programs

· Student delegates who want to acquire membership in GAC^® or MAC to get the discount rate (refer to the GAC^® & MAC desks if open)

It is essential therefore that an individual, the LOC Chair or Registration Chair, be present in the Registration area who is empowered to make rapid decisions on these and similar matters

Hold a training session ahead of the start of registration and practice by registering the meeting volunteers.

The registration desks must typically be manned from 12:00 noon to 9:00 pm on the opening day (particularly during the evening icebreaker reception) and then from 7:00 am to 6:00 pm on the following days for the duration of the meeting. The peak period, when all staff will need to be on duty, will be the afternoon and evening of the opening day, and the following morning.

Exhibitor Registration

It is the LOC’s responsibility to ensure that all exhibitor names are given to the Registration Supervisor in advance of the meeting for inclusion in the database. This is essential if they are to be issued name badges, social event tickets etc. Exhibitors can then pick up their materials from the pre-registration desk.

Name Badges, Receipts and Tickets

The database is configured to produce a combined name badge/receipt (Appendix 2E) printed on custom perforated stock. The name badge carries the conference logo in colour plus the delegate’s name and affiliation, and is designed to fit a 4 x 5 inch, clear plastic badge holder. Accompanying guest badges are printed next to those of the delegates whom they are accompanying. The social and guest event tickets are printed in monochrome on commercial perforated stock, eight to a page.

If the LOC wishes to print its own tickets it must notify the HQ Registration Supervisor, at least three weeks in advance of the meeting, otherwise registrants may be issued two sets of tickets.

Accounting and Audit Procedures

The registration database can export a financial report for use by the LOC finance committee in their accounting procedures. This report can be imported into most accounting software packages (e.g. Simply Accounting). The overall objective should be to produce a traceable and auditable financial trail. The Access database has been designed to do this in conformity with generally accepted accounting standards. The database records each financial action as a separate transaction, thus it is possible to list all of the transactions made by an individual. It is difficult (and expensive!) to change the database, therefore, the LOC accountants should be made familiar with the financial transaction methods built into the database well in advance of the registration period. In the fall following the conference, the GAC^® HQ auditor will perform an audit of the registration accounts. This will then be passed to the LOC for use in the overall audit of the meeting. On-site registration funds that remain with the LOC will not be included in the HQ registration audit.
ACCOMMODATION

The University-Centred Meeting

Many GAC^®/MAC meetings are held on a university campus (generally this venue keeps costs down). This greatly simplifies accommodation of delegates through the use of university residences. Most universities do not require a specific number of rooms to be reserved, and there is thus considerable leeway for last-minute arrivals. All agreements with the university-housing people regarding penalties for no shows, release of rooms, etc. should be in writing.

Many universities have their own conference service units. These can usually provide a variety of services ranging from complete conference management to assistance with specific services such as registration or social events.

Some hotel/motel accommodation is also bound to be required. If this is not formally arranged, a list of hotels/motels can be sent to the delegates requesting them to make their own arrangements directly.

Remember that pre- and post-meeting field trip delegates usually require an extra night's accommodation. Clear and simple maps are required for delegates to find their way from meeting rooms to residences, social functions, etc. Use plenty of signs.

The Hotel or Convention Centre Meeting

After a definite booking has been made for dates and space for your meeting, the LOC must provide both hotel executive and the convention bureau with complete details regarding expected attendance, rooms required in the past, and the usual arrival and departure pattern of members who will attend. The hotel/convention centre management then familiarize themselves with the past-meeting history of your group and will confirm (or not) that they can provide adequate rooms, meeting and exhibit space, and the facilities, equipment, and services needed. It is important to obtain specific commitments from hotels covering both type and number of accommodations, and duration of time for which they will be available. Specify each type of accommodation: single, double, twin, suite (sleeping or hospitality). The hotel should provide rates for the types of accommodations requested, and for specific dates through which these rates will apply. If the booking is made several years in advance, find out when the hotel will guarantee the rates and times.

Obviously, there are reasons why some of the accommodations reserved may not be needed or used. Reach a clear understanding with the hotel (in writing) on a cut-off date for holding rooms. All the planning by the LOC, the hotel executive, and the convention bureau, will fall flat unless all three understand the arrangements in detail. Stick to the agreement with the hotel, and insist that they stick to theirs. Complete, honest, and continuing communications by all concerned are vital.

Many hotels will provide complimentary rooms or suites for staff and officers during the meeting. This is usually a negotiable item based on factors such as total number of rooms used, time of year, days of the week, etc. If there are priorities on which to base room assignments, provide the hotel with the names of these people. For example, the LOC might want officers, speakers, guests, exhibitors, etc. to receive special attention.

Convention hotels will also generally waive or discount the cost of meeting rooms, provided that sleeping room sales reach a target level. This has to be negotiated in advance. Penalty costs will be imposed if bedroom sales do not meet their target, therefore, great care must be taken to ensure that possible additional costs are covered in the budget and that overly optimistic estimates of room sales are avoided.

It is a good idea to have a small block of rooms at the headquarters hotel 'in your pocket' to handle last minute VIP emergencies. If this is necessary, ask the hotel to cut off room assignments to the group, leaving 3 to 5 rooms, for this purpose.

Check with the housing bureau to see if it provides the service of handling hotel reservations. If it does, the LOC should take advantage of this service. Convention centres may also provide a similar service. Arrange for the daily processing of reservation requests for hotel and motel rooms. If a room deposit is required, clearly state this information on the housing form. Arrange to provide a block of low-cost rooms for students, if possible. Ask the housing bureau for periodic status reports of reservations and assignments. This can be handled either as an interim report system, or you can ask that carbon copies of each reservation and assignment be mailed directly to your housing chair. If a housing bureau is used, establish whether a charge is involved, the names of persons in charge, and confirm a flow system of information to the LOC, the hotel executive, and the convention bureau representative.

FIELD TRIPS

Policy Guidelines

SAFE and efficiently run field trips are amongst the most important aspects of an AGM. Toward this end, an extensive Safety Policy is provided (Appendix 5). It is the responsibility of the Chair of the Field Trips committee to ensure that the Safety Policy is implemented and carried out. Safety is of utmost importance.

Field trips provide an opportunity, especially for registrants coming from a distance, to learn by first-hand inspection under authoritative guidance something of the salient features of the geology of the area. They have been among the most successful functions of GAC^®/MAC Annual Meetings. These trips may be held pre-meeting, post-meeting, or, less commonly, during the meeting. An early and important duty of the Field Trip Committee is to determine, ideally about 3 years before the meeting, but not less than 1 year before, the field trips that are to be offered, their costs, duration, dates and leaders.

For most trips, the objectives of the trip will be directly related to one of the themes of the meeting. There may also be trips not directly related to major conference themes, but dealing with areas of unique geological interest. Each trip will have a ‘working group’ consisting of the trip leader(s), whose prime responsibility will be the technical planning, and assistant(s) or co-leader(s) who is responsible for logistics. In consultation with the Field Trip Chair, each working group will develop its own trip plan, with regard to objectives, itinerary (including starting and finishing point and total kilometres), and scheduling. The maximum and minimum number of participants should be calculated for an economic break-even at a realistic cost per person. Normally each trip is costed to break even at 75 percent capacity, with the plan to cancel all trips that fail to reach 60 percent.

The working group must also review available field guides, any new requirements provided by the Field Trip Committee , and make a cost estimate based on a planned budget. For cost estimates, the working group for each trip should obtain quotations on bus and transportation charters, and establish meal and accommodation rates at selected overnight stops. The Field Trip Chair will provide lists of trip registrants, fees paid and cancellations. As regards the publication of field guides and their subsequent sales, the LOC should be consulted.

Some thought should be given as to who should be accepted on field trips. On some past occasions, field trips were heavily booked, well in advance of deadlines, by company geologists. Academics (both students and professors) who were unable to book so far in advance, owing to uncertainty of funds, etc. lost out on many trips. Consideration may thus be given to setting limits on trip participants, based on their interests, qualifications, or employment. CSPG has on occasion given preference to 'out-of-town' people on some of its popular trips, with the intention of running the trip again at a later date for the local people. However, no specific guidelines are offered here, as this is an LOC responsibility, but organizers should be aware of this potential problem and the hard feelings that may result.

The GAC^® now has a comprehensive liability insurance policy that covers GAC^® members on Annual Meeting field trips. Details can be obtained from the GAC^® Secretary-Treasurer. The MAC also carries corporate liability coverage. However, GAC^® does not have insurance to cover the use of helicopters or fixed wing aircraft. Therefore, organizers of field trips involving the use of helicopters and planes are required to procure their own insurance, and include the cost in the budget for the field trip. Note that the cost of such insurance may be prohibitive. Contact GAC^® Headquarters with your trip information well in advance of the field trip in order to insure that all the required travel arrangements are covered by the GAC^®’s insurance policy.

Field Trip Budgets

A typical field trip budget may follow this format:

1. Trip Title

2. Transportation

Buses (Km & Days)

Cars (Km & Days)

Trucks (Km & Days)

3. Trip Preparation (including guidebook)

4. Expenses for Leaders

5. Food (generally lunch and snacks) (Participants x Days x Per Diem)

6. Accommodation (Participants x Days x Per Diem)

7. Contingency (10%)

8. Cost per Participant

All field trips should be planned on a self-supporting basis. The registration cost for each trip should be set to include all applicable expenses in the approved budget of the Field Trip Committee. Where chartered buses are used, projected transportation expenses normally are based on two-thirds occupancy, and should include any tolls, parking fees, taxes, source fees such as a fee for pickup at hotels or airports, and a gratuity for the driver. Any special publicity, e.g. printing and mailing of special flyers or field trip write-ups, should be budgeted for. Public address equipment (e.g. bull horns) may have to be rented. Expenses incurred in planning (e.g. in constructing road logs, making motel arrangements) might have to be built into the cost of a trip, if the employers of the trip leaders do not normally fund this type of activity. Guidebook costs should be included in the field trip budget.

The question of whether field trip registrants effectively pay the cost of guidebook preparation, including extra copies for subsequent sale by the LOC is one for local decision. Adopting this method means that the field trips can create a ‘deferred legacy’ to help fund local activities for several years afterwards. In any event, the cost for printing field trip guides must be included in the budget.

Final Arrangements

Where prepayment of registration fees is adequate to guarantee a trip’s financial solvency, all necessary arrangements for the trip should be finalized. If transportation and other arrangements are such that additional registrants can be accommodated without upsetting the trip’s financial stability, additional registrations may be accepted at the Field Trips Information Desk in the Annual Meeting registration area. If overnight accommodations at locations along the route have been made in advance, be sure to double check these arrangements and give final guarantees at least 24 hours in advance of your arrival at the site.

Unexpectedly bad weather may force cancellation of one or more field trips at the last minute. The committee should formulate appropriate policies to be followed in this eventuality (notification, substitute programs, refunds, etc.)

As buses are preparing to load for departure on each field trip, the field trip leaders should be on hand to see that everything runs smoothly and to assist in checking tickets, no-shows, stand-by registrations, last-minute sales of guidebooks, public-address equipment or bull horns, and location of any refreshments or box lunches.

Cancellation of Field Trips and Refunds

Where the payment of pre-registration fees is not sufficient to cover the expenses of a scheduled trip, the trip should be cancelled. Generally this is done in mid to late April following the close of early registration. Registrants should be given the opportunity to register for one of the other field trips if space allows, but if they decide not to then all fees should be promptly refunded. The LOC should NOT agree to cover the expenses already incurred by a potential participant, e.g. if they have booked their air transportation far in advance. The problem of refunds of field trip fees to delegates who cancel after the deadline can be a very sensitive one, and a definite statement of policy is necessary to provide some ‘muscle’ for the LOC when needed. One way to handle refunds is as follows: Up to the cut-off date for field trip registration (which should be about 4 weeks before the meeting), promptly refund full field trip registration fees upon written request accompanied by the return of any field trip tickets issued. After the cut-off date for field trip registration, promptly refund only a predetermined portion of the field trip registration fees, upon written request. Refunds to field trip ‘no-shows’ are not recommended, except under unusual circumstances. This fact should be clearly stated in the Second Notice and on the conference website.

To a large extent, the specifics as to how refunds are to be handled will rest with the LOC. However, the policies adopted must appear on all field trip announcements and field trip registration forms. A measure of flexibility and discretion on the part of the LOC should be retained.

Field Trip Guidebooks

Publication and distribution of guidebooks for field trips held in conjunction with Annual Meetings are the responsibility of the LOC. In general, the best plan is to keep them simple and inexpensive (photo-offset, simple covers, plastic cerlox binding). Plasticized or plastic covers are great for adverse weather conditions.

Deadline for receipt of guidebook copy from trip leaders is at the discretion of the Field Trip Committee, however this should be well in advance of the meeting to allow sufficient time for reproduction. Do not send guidebooks out to trip participants through the mail; let the leaders distribute these during the trip or during the meeting in the case of post-meeting trips.

Copyright to field trip guidebooks arising from the Annual Meeting shall rest with the sponsoring organizations, unless a proposal from the LOC to do otherwise for that meeting is accepted by the sponsoring organizations. Such acceptance shall not be unreasonably withheld. Identity of the copyright holder(s) shall appear appropriately in each publication, so as to facilitate approaches by other publishers seeking permission to reprint material.

It is important that guidebooks contain the same kind of front matter as other books. Because these are often the only source of detailed information on an area, the LOC has a special responsibility to make sure that they are clearly identifiable and available. Guidebook information should include:

1. Name, date, and place of the national meeting.

2. The identification of the Sponsoring association (GAC^® or MAC). Where a Division or Section is responsible for sponsoring a field trip, they too should be identified.

2. Guidebook title and field trip number. If the title is not descriptive, a short statement about the scope of the trip should be added.

3. Publisher, author(s), editor(s), copyright.

4. Post-meeting availability, including full name and address of publisher, terms of purchase, and name of organization or person to whom cheques are to be made payable.

If there will be no copies for sale to other than field trip participants, LOCs should list where copies may be borrowed on inter-library loans. If a copying service is available, list full particulars. Despite the numerous enquiries and orders for guidebooks received by GAC^® head office after every Annual Meeting, it is clear GAC^® and MAC policy not to stock guidebooks for sale, and all enquiries are referred to the appropriate LOC.

The LOC can anticipate modest sales to libraries, geology departments, and individuals, especially if the guide is more than just a simple road log and has been fully described in the Program volume. This may be so even for field trips which are cancelled. The tendency in recent years has been to underestimate the demand for guides. On the other hand, overestimating post-meeting sales can increase printing costs considerably.

Perhaps the best approach is to prepare the guidebooks in such a way that they can be quickly and cheaply reprinted. Several organizing committees published for sale a separate book that included all of the field trip guides for their meeting.

ADDITIONAL NOTES

The association (GAC^® or MAC) responsible for sponsoring a field trip should be clearly identified in all propaganda (all circulars and the AGM final program) advertising the field trip.

The LOC is responsible for providing GAC^® with hard copies of all the field guide books resulting from an AGM. These should be forwarded to GAC^® Headquarters (St. John’s) or provided to GAC^® staff during the AGM.

In addition GAC^® HQ should be advised where copies of each field trip guidebook may be purchased following the meeting.

The importance of running SAFE field trips cannot be overemphasized. Everyone involved in the organization and running of a field trip is required to review the Safety Policy (Appendix 9) and implement the necessary precautions necessary to insure that field trip participants are not unnecessarily exposed to hazardous situations.

Appendix 1A. Abstract Receipt Notification Letter

Example from St. Catharines 2004-01-09

SEQ CHAPTER \h \r 1 Dear ………….

Your Abstract submission (abstract No. X; entitled ……………) has been received as ………(file type) by St. Catharines 2004.

When registering for the conference you must provide your assigned password to gain re-entry to your file. Your password also allows submission of additional abstracts if you wish up to January 19, 2004. Your password is ……

Authors/Speakers will be notified of the acceptance status of their abstract by early March 2004 to the e-mail address provided. Preliminary information will be sent at this time as to session, and method of presentation for accepted abstracts.

Please note that all lecture rooms will be equipped with one computer projector (suitable for Microsoft PowerPoint presentations) and an overhead projector. Oral presentations will be allotted 20 minutes including three minutes for discussion, unless otherwise agreed. Please consult the website http://www.stcatharines2004.ca/ for further information and instructions.

If you have further inquiries concerning the program, please contact Greg Finn (Program Chair) at 905 688-5550 x3528 or gacmac04@brocku.ca

If you have a concern regarding your submitted abstract, please contact the abstract office via the e-mail address or telephone number below. The office is located in St. John’s Newfoundland and Labrador, Canada and is open between 9:00 am and 4:30 pm.

E-mail StCath2004@esd.mun.ca Tel 709-737-7660

Appendix 1B. Abstract Review

The web search facility is located at the URL:
http://gac.esd.mun.ca/GAC^®_200X/seven/default.asp where X is the year of the meeting

This will bring up the log-in screen

Figure 1. The log-in screen

The guest will need a username and password (provided by Registration office) to gain read-only access to the database.

After logging on with the above password, (no prompt is given) the guest will need to click on "searching", then "search", to bring up the following search screen.

Search for Records in GAC^® Abstract Database
Author Last Name	*
Program Session	**
Records to Fetch:	String Searching Method: *	Show Abstracts with Alternate Session Choice: **
Display Mode:	If you don't know what to search for, Just Press 'Submit Request'.	Display Assigned Session? **

Figure 2. The abstract search screen

The database can be searched from this screen by author name or program session. The above is the default view.

Enter the author last name or choose a program session from the pick list.
If you wish to see sessions as they were requested by the author, leave the “Display Assigned Session” box at bottom right as “No”. If you wish to see sessions as assigned in the program or following review, change this to “Yes”.
The “Display Mode” box allows you see: “abbreviated” (titles and author info); “long” (titles, authors and abstract), “titles only” or “program” (titles etc. as arranged in the program).
“Show Abstracts With Alternate” means show the selected abstracts with the requested alternate session.
The “String Searching Method” box can be used to select the type of search – “exactly as typed”, “anywhere in the column or string”, or “begins with…”
The “Records to Fetch” button can be used to limit the number of records retrieved.

When finished, click ‘Submit Request’ to start the search. This will bring up a list of the title and author names for the requested session (see Figure 3 below).

Display Selected Records

No. of Records: 19
(Oral: 14; Poster: 4; Not Assigned: 0)

Search Criteria:

Assigned
Program Session =

SS04 - High Pressure Granulites

Presenter

Abstract Body

Session
Choice

George E. Suwalski

View 908
Review

Rocks Rock! (ORAL) (, 0, SS04)

SUWALSKI, G.E., University of Cascadia, University Avenue, Cascadia, SK, F6M 3G7, swalski@gda.esd.ca, JAMES, M.D., Minex Corporation, P.O. Box 4351, Toronto, ON, G3A 5E9 and PETRA, I.S., Geological Survey or Ottawa, P.O. Box 4760, Ottawa, ON, K1A 3S2

First
SS04

Second
SY03

Patrick J. O'Brien

View 834
Review

High pressure granulites: Formation, survival of HP-(U)HT relics and implications for tectonics (ORAL) (ORAL, 1, SS04)

O'BRIEN, P.J., Institut fuer Geowissenschaften, Universitaet Potsdam, Postfach 601553, D-14415 Potsdam, Germany, obrien@geo.uni-potsdam.de

First
SS04

Second
None

Jane A. Gilotti

View 292
Review

Structural and metamorphic evolution of high pressure granulites in Payer Land, Greenland Caledonides (ORAL) (ORAL, 2, SS04)

GILOTTI, J.A., Department of Geoscience, University of Iowa, Iowa City, IA 52240, USA, jane-gilotti@uiowa.edu, and ELVEVOLD, S., Norwegian Polar Institute, N-9296 Tromsø, Norway

First
SS04

Second
GS06

Aphrodite D. Indares

View 290
Review

High-P granulites from the Manicouagan Imbricate Zone (NE Grenville Province): An overview (ORAL) (ORAL, 3, SS04)

INDARES, A., Earth Sciences, Memorial University, St. John's, NFA1B 3X5, afin@sparky2.esd.mun.ca

First
SS04

Second
None

Jean E. Martelat

View 600
Review

UHT-HP granulites and migmatites from the Arequipa Massif (Peru): A case of dry melting? (ORAL) (ORAL, 4, SS04)

MARTELAT, J.E. and MARTIGNOLE, J., Universite de Montreal, CP 6128, Montreal, QC, H3C 3J7

First
SS04

Second
GS09

Julia A. Baldwin

View 590
Review

Petrology and metamorphic evolution of high-pressure granulites and eclogites from the Snowbird Tectonic Zone, northern Saskatchewan (ORAL) (ORAL, 5, SS04)

BALDWIN¹, J.A., jbaldwin@mit.edu, WILLIAMS², M.L. and BOWRING¹, S.A., ¹Dept. of EAPS, MIT, 54-1118, Cambridge, MA 02139, ²Department of Geosciences, University of Massachusetts, Amherst, MA 01003

First
SS04

Second
GS09

Kevin H. Mahan

View 583
Review

The Legs Lake shear zone, northern Saskatchewan, exhumation of lower crustal rocks of the western Churchill Province, Canadian Shield (ORAL) (ORAL, 6, SS04)

MAHAN, K.H., WILLIAMS, M.L., Department of Geosciences, University of Massachusetts, 611 North Pleasant Street, Amherst, MA 01003-9297, kmahan@geo.umass.edu, and BALDWIN, J.A., Dept. of Earth, Atmospheric, and Planetary Sciences, MIT, 54-1118, Cambridge, MA 02139

First
SS04

Second
GS06

Antonio Castro

View 835
Review

Granulites by experiments (ORAL) (ORAL, 7, SS04)

CASTRO, A. and LOPEZ, S., Department of Geology, University of Huelva, Campus de La Rabida, 21819 Huelva, Spain

First
SS04

Second
GS09

David R.M. Pattison

View 374
Review

The problem of garnet+clinopyroxene-bearing metabasites: High pressure granulites, upper amphibolites, or does it matter? (ORAL) (ORAL, 8, SS04)

PATTISON, D.R.M., Department of Geology & Geophysics, University of Calgary, Calgary, AB, T2N 1N4, pattison@geo.ucalgary.ca

First
SS04

Second
GS09

Alison M. Leitch

View 270
Review

Pervasive flow model for granite magma migration (ORAL) (ORAL, 9, SS04)

LEITCH, A.M., Memorial University, St John's, NF, A1B 3X5, aleitch@waves.esd.mun.ca, and WEINBERG, R.F., University of Western Australia, Nedlands, WA, 6907, Australia

First
SS04

Second
GS09

Edward D. Ghent

View 53
Review

Mesozoic granulite facies metamorphism of the Pitka mafic/ultramafic complex, Northern Alaska (ORAL) (ORAL, 10, SS04)

GHENT¹, E.D., ghent@geo.ucalgary.ca, ROESKE², S., STOUT¹, M.Z., BRADSHAW³, J.Y. (deceased), ¹Dept. of Geology and Geophysics, U. of Calgary, Calgary, AB, T2N 1N4, ²Department of Geology and Geophysics, University of California, Davis, Davis, California 95616, ³U.S. Geological Survey, Anchorage, Alaska

First
SS04

Second
GS09

Toby Rivers

View 98
Review

The high pressure belt in the Grenville Province (ORAL) (ORAL, 11, SS04)

RIVERS¹, T., trivers@sparky2.esd.mun.ca., KETCHUM², J., INDARES¹, A. and HYNES³, A., ¹Department of Earth Sciences, Memorial University, St. John's, NF, A1B 3X5, ²Royal Ontario Museum, 100 Queen's Park, Toronto, ON, M5S 2C6, ³Department of Earth and Planetary Sciences, McGill University, 3450 University Street, Montréal, QC, H3A 2A7

First
SS04

Second
GS06

Jacques Martignole

View 538
Review

Mafic dykes as monitors of HP-granulite facies metamorphism in the Grenville Front Zone of western Quebec (ORAL) (ORAL, 12, SS04)

MARTIGNOLE, J., martigno@ere.umontreal.ca, and MARTELAT, J.E., Departement de geologie, Universite de Montreal, CP 6128, Montreal, H3C 3J7, QC

First
SS04

Second
GS06

Rebecca A. Jamieson

View 86
Review

Chemical and age zoning in monazite from polycyclic paragneiss, Central Gneiss Belt, Grenville Orogen, Ontario (ORAL) (ORAL, 13, SS04)

JAMIESON, R.A., Department of Earth Sciences, Dalhousie University, Halifax, NS, B3H 3J5, beckyj@is.dal.ca; WILLIAMS, M.L., JERCINOVIC, M.J., Department of Geological Sciences, University of Massachusetts, Amherst, MA, USA, 01003, and TIMMERMANN, H., NERC Isotope Geosciences Laboratory, Keyworth, Nottingham, UK, NG12 5GG

First
SS04

Second
GS06

Craig D. Storey

View 121
Review

The thin end of the (Grenville) wedge? Tectonothermal history of the Glenelg-Attadale Inlier, NW Scotland (ORAL) (ORAL, 14, SS04)

STOREY¹, C.D., cds7@le.ac.uk, BREWER¹, T.S., PARRISH^1,2, R.R. and TEMPERLEY¹, S., ¹Orogenic Processes Group, Dept. of Geology, University of Leicester, University Road, Leicester, LE1 7RH, UK, ²NERC Isotope Geoscience Laboratory, British Geological Survey, Kingsley Dunham Centre, Keyworth, Nottingham, NG12 5GG, UK

First
SS04

Second
GS02

Jason B. Krauss

View 123
Review

High-pressure (HP), granulite-facies thrusting in a thick-skinned thrust system in the eastern Grenville Province, central Labrador (ORAL) (POSTER, 99, SS04)

KRAUSS, J.B. and RIVERS, T., Department of Earth Sciences, Memorial University of Newfoundland, St. John's, NF, A1B 3X5, v86jbk@morgan.ucs.mun.ca

First
SS04

Second
SY03

Sherri L. Jordan

View 152
Review

Textures and garnet zoning in magmatitic kyanite-metapelites in the southern Gagnon Terrane (Grenville Province) (ORAL) (POSTER, 99, SS04)

JORDAN, S.L., sherrijordan@hotmail.com, INDARES, A. and RIVERS, T., Memorial University of Newfoundland, St. John's, NF, A1B 3X5

First
SS04

Second
None

Sandrine Cadéron

View 463
Review

Sapphirine in the Superior Province: Tectonic implications (POSTER) (POSTER, 99, SS04)

CADÉRON¹, S., d216751@er.uqam.ca, BÉDARD², J., GOULET¹, N. and MADORE³, L., ¹Université du Québec à Montréal, 201 Président Kennedy, Montréal, QC, H2X 3Y7, ²Geological Survey of Canada, CP7500 Ste-Foy, QC, G1V 4C7, ³Géologie Québec, 400 boulevard Lamaque, Val-d'Or, QC, J9P 3L4

First
SS04

Second
GS09

Allen J. Dennis

View 898
Review

Recognizing a terrane boundary internal to the Carolina composite terrane, Southern Appalachian Piedmont: Eclogite-granulite facies metamorphism north of the Carolina slate belt-Charlotte belt boundary (POSTER) (POSTER, 99, SS04)

DENNIS, A.J., Department of Bioloy & Geology, University of South Carolina Aiken, Aiken, SC 29801-6309, dennis@sc.edu, and SHERVAIS, J.W., Department of Geology, Utah State University, Logan, UT 84322-4505

First
SS04

Second

Figure 3. The search results screen

Review Procedures

Clicking on the green “View ### “ at left on the above screen in Figure 3 will bring up the details associated with that abstract submission. Clicking on the green “Review” brings up a review screen (see Figure 4 below), which can be used by session organizers to review the session. The Program Chair can provide a unique password to each session organizer so that they can review the papers in their session only. The organizers can then can fill in comments and decide what order the talks are to be presented in, as well as their mode (oral/poster) of presentation, etc. There is also a "Superpassword" for the Program Chair that allows access to all reviewing parameters for all sessions.

Reviewer's Form for Abstract 600

Requested Session:

SS04 -

High Pressure Granulites

Session Organizer:

Aphrodite Indares

Abstract Number: 600

Title:

UHT-HP granulites and migmatites from the Arequipa Massif (Peru): A case of dry melting?

Presenter:	Jean E. Martelat
Office:	514 343 7734
Fax:	514 340 3970
email:	martelaj@magellan.umontreal.ca

Authors:

MARTELAT, J.E. and MARTIGNOLE, J., Universite de Montreal, CP 6128, Montreal, QC, H3C 3J7

Invited Paper: (Y/N) N

Student Paper: (Y/N) N

Requested Mode: Oral

Autocancel: (Y/N) N

FOLLOWING TO BE FILLED IN BY REVIEWER / ORGANIZER

Several of the fields below can be populated from example values in "Select:" boxes located to the right of these fields. These fields can still be edited after selection.

Accepted or Rejected:

Select:

Remarks:

Confirm the Session Assignment:

Select:

Confirm presentation mode - choose ONE of the following. Before doing this, take note of the Autocancel box - if Yes, it means that the paper may have to be cancelled.

Select:

Duration of talk (indicate whether 20 or 40 minutes; 40 is normally reserved for keynotes)

minutes

Order of oral presentation in your session (1 being the first talk)

Reviewed by:

Select:

Review Date:

Select:

Figure 4. Abstract Reviewer’s screen

Changing a Session Assignment or Presentation Mode

When performing these sorts of reassignments, it is vital to remember that the database always preserves the original author selection as its default view. Changes to this view are preserved in a separate version of the database. On the web site, they correspond to the views seen with the “Display Session Assignment” box in Figure 2 set to “No” (original submitted requests) as opposed to “Yes” (the LOC’s revised version).

To make a change:

In the search screen shown in Figure 2, first search for the appropriate author name or session in the default author-requested view (i.e. with the “Display Assigned Session” box in Figure 2 set to “No”) and submit the selection.

Now click the green “review” button under the author’s name to go to the review form shown in Figure 4.

Session assignment changes are made in the “Confirm the Session Assignment” box at the bottom of Figure 4. The text string box containing the session name has to be changed as well as the session code box to its left. Type the code in if it does not change automatically.

Changes to mode of presentation (oral vs. poster), duration and order are made on the bottom half of the review form (Figure 4). For a mode change, make sure that the left hand box actually reads the correct choice and type it in if necessary. If changing mode, organizers should take note of whether the presenter has set the autocancel choice as Y or N. If set to Y, it means that if the mode is changed then the presenter wishes to have the abstract withdrawn.

Confirm changes by clicking on the “Submit Changes” button at the bottom of the form in Figure 4. Note that the changes will appear not to have registered on the page that you are looking at. This is because you are in the default view that does not change.

Now go back to the search screen (Figure 2) and select the session that you have assigned the author to. This time, however, also change the “Display Assigned Session box to “Yes”. Now submit the search and the reassigned presentation should appear in its correct place. Note that if oral presentations are re-assigned to poster they will go to the bottom of the session list.

Appendix 1C. Preparing the Program

The superpassword (see above) gives access to all review forms where the Program Chair (or delegates) can assign times and rooms to each paper in an entire session. To do this, when a reviewer's form page is brought up, type the superpassword at the bottom of page and submit. The form displays the fields that the reviewer can change. By default the paper is assigned to the first choice that the presenter chose when submitting the abstract. However, the reviewer may decide to assign that paper to a different session. Posters would be given a 99 in the talk-order field.

The reviewers form as accessed by the superpassword also allows access to a number of other editing fields shown at the bottom of the form in Figure 4. These are used primarily for organizing the program. The "Edit Session Schedule” button brings up the SuperReviewer’s Edit form with all the papers listed for that session (see Figure 5 below). Remember that in order to make the changes take effect, you have to click the submit button at the bottom of this page. This will write the changes to the database and refresh the entire table. Also, to look at a different session, choose a different session at the bottom and click the "Submit Changes" button. After making changes, remember to always refresh the current session by clicking the "Submit Changes" before moving on to the next session. Otherwise, the changes will not take effect. For posters, by putting "99" in the "talk order" field, the papers will be sorted by number and thus all posters will be listed at the bottom. The Program Chair can then assign a poster order, once it is decided where the posters are to be placed and on what days. Normally, the posters that are assigned for a particular session stay up for one day, and each is assigned a number for that day that matches the number on the poster board. The “Edit Session Table” button on Figure 4 allows another session to be selected for editing. The “Edit This Abstract” button allows changes to be made to a specific abstract.

SuperReviewer's Edit Form
Session SS04

Abstract	Poster Order	Talk Order	Duration	Time	Date	Room	Mode	Session	Accept
Suwa. - 908
O'Br. - 834
Gilo. - 292
Inda. - 290
Mart. - 600
Bald. - 590
Maha. - 583
Cast. - 835
Patt. - 374
Leit. - 270
Ghen. - 53
Rive. - 98
Mart. - 538
Jami. - 86
Stor. - 121
Krau. - 123
Jord. - 152
Cadé. - 463
Denn. - 898

Choose a different Session?

Select:

Figure 5. The SuperReviewer’s Edit screen for program development and editing

The SuperReviewer's edit form is meant for use after the reviewers have completed their forms for the session, and for finalization of the program. It is useful for oversight of program organization and for the continuous program changes that will be needed as papers are withdrawn, even during the last day or two before the program goes to press. To change many of the fields in a column of this form to the same value (such as assigning all the talks to the same room or date), just fill in one value and then use the browsers Cut (Cntrl C) and Paste (Cntrl V) capabilities (under the Edit menu) and the mouse to quickly fill in the remaining column values.

Although the software offers the capability to diversify program organization amongst several organizers, it is probably preferable to retain the superpassword for the sole use of the Program Chair; otherwise unintended changes can creep into the program.

Appendix 1D. Acknowledging Abstract Acceptance and Place in Program

Whilst program development will go on almost to the time of the meeting, there is a point at which presenters must be informed of their abstract acceptance, generally in early March. Below is a suggested form letter that can be used for this purpose. The letter should be revised for local context by the Program Chair and then be set up by the Registration Supervisor. It draws the information on the presenter and presentation directly from fields in the database. It can be mass e-mailed once the Program Chair has authorized notification and will automatically be sent to any author whose abstract is not flagged in the database as rejected (this includes withdrawn abstracts). Care must, therefore, be taken that rejected and withdrawn abstracts are identified as such. The letter can also contain further instructions for presentations at the meeting.

Rejected presentations are generally handled individually by the Program Chair.

Example acceptance letter:

I am pleased to inform you that the following abstract has been accepted for presentation at the………………..200X GAC^®-MAC meeting On May XX-XX, 200X at ………………..

THIS IS A PRELIMINARY ASSIGNMENT. Note that the room and posterboard locations for presentations will be posted on the meeting website: ………………………….. IT IS VITAL THAT YOU periodically check back to the website for further details and for any for program changes.

Presenter: …………………………………

Title: ………………………………………………………………………….

Abstract No…………………………………..

Session: ……………………

Mode of presentation: …………….

Date: 5/27/2003

Time: 11:30:00 AM

Please view the attached file for complete instructions.

It is not absolutely necessary to indicate time and room assignments – this could be done through referral to the web site. Organizers may wish to attach specific additional instructions to this notice. Consult the HQ Registration Supervisor if this is the case.

Appendix 1E. Development of the Online Program-at-a-Glance and Searchable Abstract Database

As noted above, the program may continue to change in minor ways until almost the time of the meeting, however, for practical purposes it is generally necessary to consider it complete by the printing deadline, which is generally no less than three weeks before the meeting. Although in the past it was the practice to publish the program as part of the Final Circular, the more recent tendency has been to publish preliminary versions on-line and to make the final printed version available at the meeting. A preferred option is to make the program available on line as soon as possible and also to provide a web-searchable abstract database. Both are drawn from the Access database at GAC^® HQ and are set up to be accessible from the LOC web site. The routine is called the Program-at–a-Glance, and allows prospective attendees to review the overall technical program (Figure 6 below) and then to click on sessions of interest to see the list of presentations in that session (Figure 7). From here the viewer can click on individual presentations to view and print the abstract, and also search for particular presentations.

Figure 6. The Program-at-a-Glance online program for St. John’s 2001

Figure 7. On-line session display, St. John’s 2001

Clicking on one of the "View" links in Figure 7 will bring up a view of only that abstract. These abstract viewing pages combine HTML with search results using the ASP routine, Sub_Program.asp. This allows various parts of abstracts to be displayed as web pages in a variety of formats. The Program at-a-Glance is developed by the St. John's HQ technical consultants and the cost is built into the Registration budget.

Editing Abstracts

As noted previously, a problem associated with pasting abstracts into the database is loss of formatting such as special characters, bolding and italics. The GAC^® HQ staff technical consultants (or the LOC in some circumstances) can restore this through the use of HTML encoding.

If done by HQ staff, this formatting will add to the cost of the registration service. As an alternative, the LOC can use online abstract editing capabilities (available only under the SuperReviewer password), which can be accessed via a link at the bottom of the Abstract Review page, entitled “Edit this Abstract”. Clicking this link will result in the display of the SuperReviewer’s Abstract Edit Form; an example, using an abstract from the Vancouver 2003 meeting database, is shown in Figure 8.

This form allows changes to be made to the Title, Author Address, and Body fields of an Abstract. The small boxes along the left-hand side and top will adjust the sizes of this form’s text display boxes in rows and columns, respectively. These text boxes will scroll if their contents are larger than the adjusted sizes. Other information, such as the Presenter’s full name, the list of authors and the name and format of a digital file (if it exists), are displayed for reference during editing.

In addition to changing the text of an abstract, this online editing capability enables HTML code to be inserted into the Title and Body of an abstract so that it displays properly in web-pages and when exported for the Program and Abstracts volumes (see Appendix 1F). The most commonly used HTML tags are as follows: text is bolded when between the “” and “” tags; italicized text is placed between the “” and “” tags. Similarly text is subscripted or superscripted when placed between the pairs of tags, “” & “” and “” & “”, respectively. Other special characters commonly used are: the Greek symbols, such as delta (use “δ”) and sigma (use “σ”); degrees symbol (use “°”); mathematical operators, such as less/greater than or equal to (use “≤” or “≥”), multiply, divide or plus minus (use “×”, “÷” or “±”); copyright, registered or trade mark (use “©”, “®” or “™”); currency, such as euro (use “€”). More exhaustive lists of HTML tags are available on the Web or by contacting GAC^® HQ.

To write the changes directly to the database, the SuperReviewer must click “Submit Changes” with the Abstract Number unchanged (in Figure 8, the number “283"). If a different Abstract Number is selected before clicking “Submit Changes”, any changes to the current abstract will be lost and the form will be refreshed, displaying the contents of the new Abstract Number. Thus, if there are many changes to be made to an abstract, the editing can be done in stages, with successive submissions of the form while keeping the Abstract Number unchanged. If changes to several abstracts are required, they can be successively carried out without leaving this form.

Two buttons at the bottom of this form give the SuperReviewer the ability to generate either an author/presenter list or registrant list, sorted alphabetically. These can be useful for answering such queries as “Which presenters are presenting more than one paper?”, etc. These two lists can also be cross-referenced with each other to identify presenters who have not yet registered.

The bottom link will take the user back to the Reviewers’ Form with the same abstract displayed as when the Abstract Edit form was initiated.

Figure 8. The Abstract editing screen

Searching the Abstract Database

The P-a-a-G is searchable using a built in routine that can search for author name, title (or parts thereof), keyword or session. The search screen is shown below in Figure 9.

Figure 9. The Abstract database search screen, Vancouver 2003

Appendix 1F. Preparation of the Abstract Volume

The final step in the program development process is to export the abstract material for preparation of the Program and Abstract Volume(s) - either in printed or CD form - which will be made available at the meeting site. Recent practice has been to produce separate Program and Abstract volumes. The Program Volume contains just the program including a summary version of the Program-at-a-Glance, plus the more detailed daily programs. The Abstract Volume consists of all abstracts, oral and poster, listed in alphabetical order, plus indexes.

The LOC Publications chair, in cooperation with the Technical Program Chair, normally assumes the responsibility of compiling and editing the Program and Abstract volumes. The Registration office will be responsible for exporting the required input material. Extensive reformatting will be required to match the desired publication style. At least three weeks time by a dedicated word processor operator should be assigned to this process. Further time will also be needed for professional lay-out and printing or duplicating.

There are two methods of exporting files from the database:

1. Direct export of a text file from the database.

This is based upon export of an MS Word .rtf file from the database. The database is first sorted into alphabetical order then exported using a customized process that inserts blanks for files which have been submitted as separate formatted files (these are subsequently imported into the word processor version). The Program Chair should coordinate with the Registration Supervisor at GAC^® HQ concerning the export format that is required. Problems may be encountered with a quirk of the export process that interprets some fonts as line spacings. This can be corrected in Word by making a global change to a line spacing of 1. Formatted Word or WordPerfect files that were submitted by e-mail or upload will be transmitted to the LOC and can then be imported into the blank spaces.

2. Preferred Method - Export of abstract information from the database as web pages (HTML).

The database abstract records can be converted to HTML pages (see the editing abstracts procedure described above) then imported into a word processor program for final organization and formatting. The export file can be formatted to get the information as close as possible to the desired final format. All that then remains is to rearrange blocks of text and change the overall font, etc. The export HTML file should display all the abstracts for oral presentations in each session, together with their times, and with the posters listed at the end of each session.

An example of how an export file looks is given below. The export is usually done at GAC^® HQ but could be transferred to the LOC if requested:

GS1:  Economic Geology
Organizers / Organisateurs:  Programme Committee
Room / Salle:  Music 3
Chairs / Présidents:

9:20  zzz Gale, G.H.* and Fedikow, M.A.F. zqz Vectoring volcanogenic massive sulphide type deposits using rare earth element signatures of sulphidic rocks

9:40 zzz Beaudoin, G.* and Gagnon, Y. zqz Oxygen isotope cross-section of the synvolcanic VMS hydrothermal system of the Val-d'Or Camp

10:00  zzz Straub, K.H. zqz Hydrothermal alteration and base-metal mineralization in the Marshall Lake area, northern margin of the Onaman-Tashota Greenstone Belt (2736 Ma), East Wabigoon Subprovince

10:20  zzz Rasilainen, K. zqz Host rock geochemistry at the Paleoproterozoic Pyhäsalmi VHMS deposit, Central Finland

10:40  zzz MacDonald, C.A.*, Gibson, H.L., Whitehead, R.E., Lane, T.E., Galley, A.G. and McCutcheon, S.R. zqz Architecture, volcanology and environments of the Nepisiguit Falls Formation

SEQ CHAPTER \h \r 1 The text for each abstract in the listing above was generated by the following code in the abstract format field of the format table:

<=time> zzz <=authors*,type=4> zqz <=abs_title>

The format of how the title and authors of each paper would look should be decided before export, since this saves considerable manual reformatting later. Note that there needs to be an asterisk (*) beside the presenter, (who is not necessarily the first author), but only in instances where there is more than one author. This is all built into the logic of the ASP page, where the presence of the asterisk is controlled in the format of the table. Similarly, whether an author will appear as “R.A. Cox” or “Cox, R.A.” can be controlled by specifying the “type=” part of the above format.

To export from the HTML page, the browser's Edit function (see the Edit button of your browser) is used to "Select All", and then "Copy". The entire document contents are then pasted into a blank WordPerfect or Word document to form the basis of the Program and Abstract Volume.

There are some format changes that cannot be made directly in HTML. For example the editor may want to insert an indent after the time for each talk in the Program Volume. This can, however, be done by inserting a " zzz " string between the Time and Authors fields. After import into WordPerfect/Word, a global search and replace can be made to replace the " zzz " string with the "Indent" code. "zzz" is used because it is highly unlikely to occur anywhere else in the text. Likewise, there is no easy way to put two spaces after the Authors field and have them remain when exported to WordPerfect/Word. So, the user can insert the string " zqz " and globally replaced it with "space-space". The rest of the formatting, such as putting in the names of session chairpersons, reorganizing sessions, or portions thereof, and organizing the posters, etc., has to be done by the LOC publications staff. To a large extent this should require only global changes in the word processor format. A final task is to develop the index of authors and presenters that goes in the back of the abstract volume. This is done using the word processor’s standard internal features for this procedure.

The above is just an overview of the process. It is recommended that further advice be sought from GAC^® HQ if this procedure is to be used.

Formatted Files

Recollect that presenters have the option of submitting formatted Word or WordPerfect files which are then stored at GAC^® HQ. These will be transferred to the LOC and can then be either pasted in to replace ASCII versions in the export file, or used as editing guides for the exported text.

Appendix 2A. Required entry fields for registration forms (printed and downloadable)

Fields that must generally be included in this form are (asterisk indicates required):

*Information for delegate badge

*First Name; *Last name;
*Organization/University (name as it should appear on badge)

GAC^®/MAC Membership Number; other membership nos.
*Street address; P.O. Box; *City; *Province/State; *Postal/Zip code; *Country
*Business phone; home phone number; *fax number; *e-mail address
Anticipated place of accommodation at conference site

Guest Information
*Last name; *First name
*Street address; P.O. Box; *City; *Province/State; *Postal/Zip code; *Country
*Contact phone; *e-mail address
Anticipated place of accommodation at conference site

*Registration fees – the following are the normal categories, though not all need be used. (Note that all taxes should be included in the fees.)
For each category there has to be an early and a late fee.
GAC^®/MAC member
GAC^®/MAC student member

Student non-member
Non-member
Retired/Unemployed member

Retired/Unemployed non-member
One-day member – specify which day
One-day non-member – specify which day
Accompanying Guest
Exhibitor

Short Courses – list all courses together with professional and student fees

Workshops - list all workshops together with professional and student fees

Field Trips – list all pre-meeting and all post-meeting trips, together with provision for assigning a first or second choice to the selection, the costs and the number of seats required (if for example the registrant wishes to take a guest on the trip). Also indicate the cut-off date for registration.
Gender; smoking/nonsmoking are possible queries for field trip accommodation purposes

Social Events – list these divided in to Luncheon, Evening and Other events, together with provision for stating the number of tickets required and the cost.

Guest Events – list these together with provision for stating the number of tickets required and the cost.

Special Requirements – provide space for description of any dietary or mobility restrictions/requirements for registrant and guest.

*Payment – note all taxes should be included in the fees – do not leave it to registrants to calculate and add taxes
Total Registration fees
Total Social Event fees
Total Short Course fees
Total Workshop fees
Total Field Trip fees
Total Guest Event fees

*Total fees remitted (all taxes included)

*Payment method (Visa, MasterCard, cheque, money order etc.)
*Name on credit card; Credit card expiry date; Signature

Critical dates
Dates of meeting
Deadline for receipt of registration
End of early (discounted) registration
End of field trip and short course registration (usually = end of early registration)
Cancellation deadline beyond which refunds will not be made

Return Address – mail and fax

Appendix 2B. Sample Exhibitor Information and Registration Form (from St. John’s 2001)

Note: this is an example only – it is up to the LOC to determine policy with respect to access to the AGM events, fees etc. in accordance with the Exhibits section of the AGM guide.

Dear Exhibitor

In order to process your booth registration we will need you to complete and return the attached forms. All booth personnel must be identified and registered on the attached exhibitor registration form. For security reasons, only personnel wearing conference name tags will be allowed access to the exhibits area.

Each booth will receive tickets for admission of four individuals to the opening ice-breaker event, which will be held in the exhibits area. All booth personnel are also entitled to attend social and guest events provided that they purchase tickets for these events. These can be purchased on the attached exhibitor registration form.

The exhibits booth rental fee also includes one full individual registration which allows one named person admission to all aspects of the conference, including technical sessions, a copy of the abstracts volume, field trips, short courses, etc. If you wish to avail of this opportunity, please complete and return the attached individual registration form. In this case, make sure that the organization name is the same as that identified on the exhibitor registration form and that the registration fees area is left blank. Pay only for other items that you might purchase. Other personnel wishing to attend the full conference must also register individually and pay the appropriate fees. This can be done on-line at http://www.geosurv.gov.nf.ca/stjohns2001/

Fax or mail both forms to:
St. John's 2001, c/o Dept. Mines and Energy
P.O. Box 8700, St. John's NF, A1B 4J6
(Courier address, 1^st floor, Natural Resources Building
50 Elizabeth Avenue, A1A 1W5)
Fax number - 709-729-3493

Send this information by May 18, 2001. Material sent after that date may not arrive in time for processing

General registration information
Information on the conference is available at http://www.geosurv.gov.nf.ca/stjohns2001/ . Watch this site for updates.

All name badges and tickets will be packaged within a single registration kit, labeled with the name of the organization, and available for pick-up at the on-site exhibitor registration desk. This will be located on the ground floor level of the Thompson Centre at Memorial University and will be open from 12:00 p.m. to 9:00 p.m. on Sunday, May 27, 7:00 am to 6:00 p.m. Monday and Tuesday, May 28 and 29; and from 7:00 am to 12:00 p.m. on Wednesday, May 30, 2001.

SEQ CHAPTER \h \r 1

GENERAL EXHIBITOR REGISTRATION FORM
To be completed by all Exhibitors

Name of exhibitor organization (as it should appear on badge) ....................................................................

Booth Number (if known)....................................................

Name of contact person responsible for booth   ................................................................

Contact address
Street............................................................................................................................................
P.O. Box ..............................              City ................................... Province/State ...........................
Postal/Zip code .......................          Country .............................................................
Bus. Phone ..................................... Home phone ...........................              Fax ..................................
Cell phone or pager (at conference) ........................................   E-mail ..................................
Staying at (in St. John’s) ....................................................................................................

*Booth personnel - Fill in names, as they should appear on badges; please print clearly

Name, #1

Name, #2

Name, #3

Name, #4

Additional Names:

* Four personnel will receive free admission to the opening ice-breaker event

If one of the above individuals wishes to avail of full registration, he/she should also complete the attached individual registration form.

Social Events

Evening                              Cost ($Can.)                       No. of tickets                      $Can.
2001 Banquet (May 28)    $................                           ..........                                   $............
Lobster Do (May29)          $................                           .........                                    $............
Pub Crawl (May 30)           $................                           .........                                    $............

Luncheons
GAC^® Luncheon (May 28) $................                           ...........                                  $............

Appendix 2C. Acknowledging Receipt of Registrations

Each registration must be acknowledged as soon as possible. This is generally done by E-mail. The following form provides an example of a reply letter that can be auto-generated from the database.

To: ..........................................
Subject: GAC^®/MAC 2001 - Registration Confirmation

GAC^®/MAC St. John’s 2001
c/o Geological Association of Canada
Dept. Earth Sciences
Memorial University of Newfoundland
St. John’s Canada, A1B 3X5

To ...............
Address .....................

Date .................................

T

ANNUAL MEETING GUIDE FOR ORGANIZERS

LIST OF APPENDICES (available from GAC® Website)

Designating the General Chair and Vice-Chair

Technical Support

Session Chairs

The Final Notice

Separate Registration for Short Courses, Workshops and Field Trips

Cancellations by the LOC

Exhibitor Information and kit

SHORT COURSES and WORKSHOPS

1. Direct export of a text file from the database.

2. Preferred Method - Export of abstract information from the database as web pages (HTML).

LIST OF APPENDICES (available from GAC^® Website)