See Below for Details About
Submission of Final Papers
Detailed Information for Presenters
- Panel - Many use this word interchangeably for paper sessions as well as roundtables and so, for clarity, the word “panel” is not used for the ACSP program.
- Paper - A paper presented at the conference is placed into a session organized by the track chair. A paper may have one or as many as eight co-authors, but only one presenting author. No less than three papers and no more than five papers will be included in one session.
- Pre-Organized Session - A set of 3-5 papers organized before the abstract submission deadline covering a specific topic. Each of the papers within the pre-organized session is considered to be presented at the conference and is individually reviewed.
- Roundtable - This is a planned discussion among a set of organized individuals about a particular topic. There are no papers presented during a roundtable discussion. The audience is welcome to participate.
- Lightening Presentation – Similar to papers, lightening presentations are placed into a session organized by the track chair. A presentation in a lightening session may have only one presenting author. Each presentation is five minutes with no more than three slides. Strong moderation and discussants dedicated to feedback are included in the session, and audience participation is strongly encouraged.
- Poster - a paper presented in a visual, stand-alone format. The author must be present for the scheduled poster presentation session.
- Special Session a.k.a. Non-Reviewed Session - For lack of better wording, these sessions are commissioned by the ACSP leadership on a special topic, or are special topics presented by an ACSP committee or Interest Group. These sessions do not go through the review process.
- Local Host Session - Sessions coordinated and proposed by the Local Host Committee on topics relevant to them or about the site city for the conference. These sessions do not go through the review process.
- Meeting - A scheduled time during which members of an associated group (editorial board, committee, task force, interest group, etc.) gather to discuss the business of the group. Time slots for these meetings must be secured in advance through the conference manager's office as they are scheduled in and throughout the presentation schedule.
- Mobile Workshop - A tour off-site of specific features, attributes, or notable planning issues in the local community. These are organized by the Local Host Committee.
Book of Accepted Abstracts
The ACSP publishes only accepted abstracts to the ACSP web site prior to the conference. The abstract submission site has a process for proof-reading your work and we STRONGLY recommend using this process. All abstracts will be published in the manner in which they were submitted. An abstract accepted based on interesting research may still result in embarrassment to the author if not proof read for spelling errors, name misspellings and lack of references. We do not proofread for you, nor can we edit your submission after the deadline.
Policy for Multiple Placements on the Program
Abstract submissions exceed the amount of time slots and hotel space available to our group. Track chairs are charged with ruthlessly rejecting mediocre submissions and to keeping to a strict number of allotted sessions per track - a very difficult task for most of the chairs. They are also limited to the number of roundtable placements.
The ACSP participation policy is as follows:
- one paper presentation either in a pre-organized session, individual paper session, or lightening session;
- one or two discussant role(s);
- one roundtable appearance; and
- one poster presentation.
This allows individuals four placements on the program. Please understand one placement is not interchangeable with another, for example, two paper presentations and one roundtable but no discussant role will not be allowed. The downside of an extremely successful conference is that the Conference Committee and staff must now enforce this policy.
The notion behind this policy is to allow space in the program for as many people to participate as is humanly possible by restricting the number of "duplicate" forms of participation. We hope you understand our collective problem of trying to provide the greatest number of opportunities for participation at the highest level of quality that is feasible.
About Your Presentation Schedule
The conference committee and association staff will schedule an anticipated 200-215 sessions for approximately 650 faculty and about 200 student presenters in 12-14 time slots over four days with only about 15 meeting rooms to work with. ACSP Committee Meetings, journal meetings, and other special sessions must also be included in the schedule. We appreciate your understanding of just how difficult it is to make any changes to the schedule once all participants have been notified and the schedule is posted to the web.
Presenters will be notified when the conference schedule is posted to the web site. Presenters unable to present at the scheduled time must notify the conference management office in writing (email accepted) and withdraw from the program. Your presentation schedule cannot be rearranged.
Policy for Presenters’ Registration
A historical policy is enforced - if you hope to see your name in print in the final program for the conference, you must register by the presenter's registration deadline. If you don't make this deadline, we will contact you informing you we will have to withdraw your name from the program.
Audio Visual Equipment Available On-Site for Presenters
The conference supplies data projectors, screens and podium (no microphone). Any other audio visual equipment requirements will be at the presenter's expense. Advance notice of special requirements is mandatory.
Laptops are NOT provided, nor does the conference staff have laptops available to "borrow just for an hour." If you don't have one, contact the other presenters in your session to ask if you can borrow theirs for your presentation.
- All Users - Please remember to bring your power cords!
- Mac Users - bring the Dongle adapter to plug into a PC port on the data projector. We will have very few on hand for loan.
- Student Volunteers - Presentation rooms are staffed by student volunteers, but these volunteers are not trained on the use of the equipment.They will notify conference organizers of temperature adjustments, need for a.v. assistance, need for additional chairs, etc.
- A.V. Assistance - There will be staff on site to assist with technical difficulties presenters may have connecting their laptops to the projectors. They are not available to "fix" your laptop. They will be working in 15 or more different presentation rooms assisting as many people as possible. We strongly recommend making yourself comfortable with these plugging your laptop into the projectors before your arrival. Most of them are standard and simple in operating procedures. A projector will be available in the Speaker Ready Area for just this purpose.
Speaker Ready Area
The Speaker Ready Area will have the same exact equipment available as in the presentation rooms. The area is available on a first-come, first-serve basis in the exhibit hall, so please be patient with your fellow presenters, but we also ask that in fairness to everyone, please limit your time when using the equipment.
Internet access will be provided for attendees of the conference. Instructions for access will be provided on-site.
- Arrive at the session room five minutes prior to the scheduled starting time.Introduce yourself to the other presenters and to the moderator and discussant. If no moderator is present for whatever reason, please nominate someone among the presenters to act as the time manager for the session.
- You will be instructed by the moderator before the session on the length of your presentation. This will inevitably vary between sessions depending on the number of papers to be presented and whether there is a discussant. You therefore need to structure your presentation around key points and arguments. You will not be permitted to speak longer than the allocated time, as this would be unfair to other presenters. The moderator is instructed to intervene by means of a system of colored cards.
- In a paper session, you will have only 10-15 minutes to present your work. Sessions with five papers will only have 10-12 minutes for each presentation.
- Do not attempt to read your paper. Don't turn your back to the audience to read a projected text and don't read out loud what your audience can read for itself. Use PowerPoint wisely
- Indicate at the beginning of your talk if you are willing to send electronic versions of your paper when you return to your office.
- Indicate at the beginning of your talk if you do not welcome attendees of the session taking photographs of your PowerPoint slides.
- Concentrate on what is new, interesting and different rather than providing full theory and methodology.
- If you have any concerns about setting up your presentation, please take advantage of the Speaker Ready Area and conference/audio visual staff to assist you before your scheduled presentation. A.V. technicians will be available for projector equipment failures in session rooms if they occur, but absolutely should not be tied down to assisting you with your laptop the minute before your presentation. That being said, if you do experience trouble at the very minute you're to present (it happens!) - please step aside immediately and offer the time to another presenter while you work out your trouble - AND don’t hesitate to ask us for help. We will always do what it takes to get you up and going.
- Within each session some time will be devoted to questions and discussion. There will be informal opportunities to discuss your ideas with participants at the various social events. Please do not feel that you must cram everything into 15 minutes.
1) Submit Your Final Paper to Your Session Discussant
- The name and the email address of your discussant can be found by reviewing the session schedule posted to www.acsp.org in early August and continually updated throughout September.
- If your discussant is not yet confirmed at the time of the deadline, the conference management office will advise you as soon as the discussant is confirmed and we will ask that you email your paper immediately to the discussant.
- Some paper sessions are planned to be without a discussant.
- If you do not send your final paper by the deadline, the discussant has the option of making no comments about your work.
2) Submit Your Final Paper to Other Presenters in Your Session
- We strongly encourage you to send your final paper to the other presenters in your session, especially if there is not a discussant confirmed.
- Presenter email addresses can be found in the posted conference schedule. This will enhance and hopefully stimulate discussion after all presentations are made.
3) Also Submit Your Final Paper to Conference Organizers - This request of annual conference organizers is in response to considerable concern expressed in recent years about papers being finished extremely late or not at all and presentations lacking because of it. Paper sessions are much stronger when they are supported by full papers.
- Submitting your final paper in advance to the conference organizers will help ensure sessions are successful.
- The 2017 print program and conference app will indicate that your final paper is available to conference attendees upon request.
- Please submit your final conference paper using the form below NO LATER THAN 5 P.M. EST ON October 5.
- Title the paper: Abstract Index#: _ _ _ /Presenting Author's Last Name. The Abstract Index # for every paper can be found in the final conference program just above the paper title.
- PowerPoint presentation files are not considered final papers. If you are unable to make the October 5 deadline, please do finish your paper in advance of the conference. You can of course still present that paper if a final edited version isn’t finished. It just won't be noted in the conference program as having been finished prior to October 5. We suggest letting the audience in your session know the paper is available and they can use the conference app messaging system (or a direct email message to you) to ask for the paper.
Final Paper Format
Although there are no official guidelines on the format of your full paper, please submit your paper as an attachment to an email. Microsoft Word is probably the most widely used and readily accessible software format - we suggest you use this software and a very common font, or save your file as a PDF. We do recommend a 20-page limit as discussants only have as much time in their day as you do, and we ask them to pre-read 3-5 papers prior to the conference. Do not submit PowerPoint presentations. PowerPoint is only to be used for the actual presentation.
Many in the planning community utilize the American Psychological Association (APA) style for writing in the social and behavioral sciences. For more information or to obtain the APA Manual visit http://www.apastyle.org/.
ACSP does not publish a conference proceeding book and, therefore, ACSP does not publish style, spelling and usage guidelines. The ACSP Journal of Planning Education and Research (JPER) states in its "Guide for Authors" (on the inside of back cover) that is uses the Chicago Manual of Style. Please also refer to the JPER Guide for any citation questions.
Program questions should be addressed to: Rayman Mohamed, ACSP National Conference Committee Chair, firstname.lastname@example.org.
Abstract submission procedure and payment questions should be addressed to: Donna Dodd, Abstract Submission Manager and Conference Director, email@example.com.