Proceedings & Workshop Materials

 

 

If you have been selected to present at an AWWA conference professional session, you must submit your manuscript and/or presentation for the conference proceedings. If you’re the coordinator of a conference workshop, you must submit your workshop materials for the workshop books used by the on-site attendees.

You will be notified by AWWA Education Services of the deadline for conference materials. This deadline is usually about two months prior to the conference, but check with Education Services if you haven’t seen anything by then.

How to submit your presentation and/or manuscript
for all events except ACE

Presentations must be submitted in PowerPoint, Word or PDF format via the AWWA FTP site.

Please note: Having speaker notes in your PowerPoint and leaving your presentation in “speak” mode will cause speaker notes to appear in the conference proceedings. We recommend you provide AWWA with a PDF file of your work specifically for the conference proceedings.

For login credentials, email Education Services.

Under Page – Select, open FTP site in Windows Explorer

  1. Select the correct conference you are participating in.
  2. Select the MON or TUE, etc., folder.
  3. Open the session folder (e.g., MON01, TUE01, TUE02, etc.).
  4. Open your folder (e.g., 1-Star, 3-Lovick, etc.).
  5. Upload your presentation and/or manuscript.
  6. Open and verify that the file is correct before exiting the FTP site.
  7. Email Education Services with the subject line as: Session folder/your folder (TUE01/1-Star) indicating you have uploaded your presentation.

How to submit your presentation and/or manuscript
for ACE only

Presentations must be submitted in PowerPoint, Word or PDF format

Please note: Having speaker notes in your PowerPoint and leaving your presentation in “speak” mode will cause speaker notes to appear in the conference proceedings. We recommend you provide AWWA with a PDF file of your work specifically for the conference proceedings 

You will be sent a link to the ACE Presenter Management website about 60 days before the conference. Once you've been sent the link:

  1. Log-in to the Presentation Management website by entering your email address.
    (The first time you log-in you will prompted to create a password.)
  2. Find your presentation(s) on the Personal Presentations tab. IMPORTANT: Please make sure you are uploading the correct PowerPoint file to the correct presentation.
  3. Click the "add/remove files" link under the presentation you would like to upload a file to.
  4. After you click the “upload presentation files” link, a pop-up window will open.
  5. Click the "Browse" button to find and select your presentation file(s).
  6. Once you open the file(s), it/they will appear in the list box.
  7. Finally, click the "Upload" button.
  8. Once you have successfully uploaded the file(s), select the "Cancel/Close" button to return to the main screen.
  9. You should receive a confirmation email alerting you that your file(s) have uploaded successfully.
  10. Repeat the upload process for each presentation for which you are speaking.

If you have any problems or questions, please email Education Services.

How to submit workshop materials

Workshop materials are submitted to AWWA via the Workshop Coordinator. This is usually done two months in advance. Electronic books are then put together for the workshop attendees to follow along with all the presentations on-site.

Workshop materials must be submitted in PowerPoint, Word, or PDF format via the AWWA FTP site.

For login credentials, contact Education Services.

Under Page – Select, open FTP Site in Windows Explorer

  1. Select the correct conference you are participating in.
  2. Select the SUN (Sunday) folder.
  3. Open the session folder (e.g., SUN01, SUN02, etc.).
  4. Open your folder (e.g., 1-Star, 3-Lovick, etc.).
  5. Upload your workshop material.
  6. Open and verify the file is correct before exiting the FTP site.
  7. Email to Education Services with the subject line as: Session folder/your folder (SUN01/1-Star), indicating you have uploaded your presentation.

Specialty conferences

Presentations at the conference will be made available by AWWA in the conference proceedings. Access to the proceedings will be made through a URL link that will be emailed to all qualifying recipients. Presenters whose manuscript are submitted and appear in the conference proceedings will receive a complimentary copy.

FORMAT

Manuscripts and PowerPoints submitted for the conference proceedings are not edited and will appear exactly as submitted. Therefore, it is important that you adhere to the following guidelines:

Please note: Having speaker notes in your PowerPoint and leaving your presentation in “speak” mode will cause speaker notes to appear in the conference proceedings.
We recommend you provide AWWA with a PDF file of your work specifically for the conference proceedings.

  • Do not make a title page.
  • Begin the manuscript by centering the title of the paper, author’s name, title, company name and city.
  • The company should be that of the author's affiliation at the time the manuscript is submitted.
  • Work performed under previous auspices should be stated in the acknowledgement.
  • If the manuscript is co-authored, double space between each name.
  • Manuscripts must be single-spaced with double spaces between paragraphs.
  • There are no specific margins required.
  • All files should be submitted in Microsoft Office format (Word, PowerPoint, Excel, etc.) or in an unlocked PDF file.
  • The font used is the choice of the submitter and must be 11 or 12 point.
  • The preferable choice of fonts are Arial, Times Roman or Helvetica.
  • Number each page of the manuscript. Numbering pages will help in citing the paper and page number in future references.
  • If you are submitting more than one manuscript, be sure to submit two separate files.
  • Attachments can only be named with one file extension.
 TEXT

  • If writing an actual manuscript, begin with a brief abstract.
  • Text should be written in the third person (e.g., "The author believes...").
  • Because conference proceedings are read internationally, do not refer to "our country" or "our solutions" and specify U.S., Canada, etc.
  • Length of a manuscript is limited to 20 pages of text, including the abstract, tables, figures, etc.; this file can be zipped.

 

ILLUSTRATIONS

All figures, tables, graphics, etc., should be embedded within the text in which they are referred to (not linked). Anything that is submitted in color will remain in color on the finished product.

ACE only

Presentations at the conference will be made available by AWWA in the conference proceedings. Access to the proceedings will be made through a URL link that will be emailed out to all qualifying recipients. Presenters whose manuscript and/or PowerPoint are submitted and appear on the conference proceedings will receive a complimentary copy.

To be included, you must submit what you would like published through the AWWA Presentation Management System by the submission deadline date.

FORMAT

Manuscripts and PowerPoints submitted for the proceedings are not edited and will appear exactly as submitted. Therefore, it is important that you adhere to the following guidelines:

  • Do not make a title page.
  • Begin the manuscript by centering the tile of the paper, author’s name, title, company name and city.
  • The company should be that of the author’s affiliation at the time the manuscript is submitted.
  • Work performed under previous auspices should be stated in the acknowledgement. If the manuscript is co-authored, double space between each name.
  • Manuscripts must be single-spaced with double spaces between paragraphs.
  • There are no specific margins required.
  • Please number each page of the manuscript. Numbering pages will help in citing the paper and page number in future references.

Please note: Having speaker notes in your PowerPoint and leaving your presentation in “speak” mode will cause speaker notes to appear in the conference proceedings.
We recommend you provide AWWA with a PDF file of your work specifically for the conference proceedings.

COPYRIGHTED MATERIAL

If you include photos, art or video clips in your presentation and you are not the owner of these pieces, you MUST acquire proper Copyright Release Permission from the owner and clearly indicate that copyright credit line just below the photo, art or video clip.

ANIMATION If your presentation contains animation(s), your on-site presentation will work fine; however, when the presentation is converted to PDF format for the proceedings, it will lose the animation. You are encouraged to submit two versions through the presentation management system – one version with animation for your on-site presentation, and another version without animation for inclusion on the conference proceedings. Please indicate the difference within your file name.

FONT AND TYPE SIZE – MANUSCRIPT ONLY Preferable fonts to be used are Arial, Times New Roman or Helvetica. Please keep the type size to either 11 or 12 point.

SUBMISSION FILE If at all possible, please submit your file as one unlocked PDF. If your submission contains a Word document AND a PowerPoint presentation, combine the two files into one PDF and have the Word document appear first in the PDF, followed by the PowerPoint.

VIDEOS If you include a video clip in your presentation, clearly indicate where in your document you would like the link to be accessed. Placing the link reference in RED would be helpful. The video clip should not exceed 10 MB.

    TEXT

    • If writing an actual manuscript, begin your manuscript with a brief statement.
    • Text should be written in the third person: "The author believes..."
    • Because the proceedings are read internationally, do not refer to “our country” or “our solutions”; specify U.S., Canada, etc.
    • After completing the text, other sections, if applicable, should appear in the following order: a. Appendix (avoid, if possible), B. Acknowledgement, C. References (appearing in the order they are written in the text; if a reference is used more than once, it should carry the same number throughout).
    • Additional options for submission for the conference proceedings are PowerPoint slides, an outline, or an extended abstract.
    • All figures, tables, and graphics, etc., should be embedded within the text in which they are referred to (not linked).

    SUBMISSION

    Please check the final submission to be sure all pages, figures and tables that should be included in the submission are in fact there. No changes will be accepted after the submission deadline.