Please observe the following requirements in order to facilitate the editing while providing a high-quality, uniform appearance throughout the proceedings. Materials submitted for publication will not be returned. Follow the "Preparation of Paper" instructions!

a.  Submit original copy and electronic version of the final paper (edited, ready for publication) on or before January 4, 2010 to:
Edward Boesiger, Operations Chairman
963 Pinewood Drive  
San Jose, CA  95129-2324
Telephone:       (408) 743-2377 (or Stu Loewenthal, (408) 742-1305, alternate)
e-mail:             ed.boesiger@lmco.com

The author shall supply the paper in electronic form (authors will not be notified of grammatical editing or that needed to bring the paper down to the maximum number of pages). Format shall be a PC Microsoft Word file by email or CD/DVD.
Before you submit the Word version, be sure to convert to PDF and check to see that it converts properly!

b.   Submit the transmittal letter and clearance form. No paper will be published until this permission has been received.

c.   Each paper shall contain a

• Title  (does NOT have to be exactly the same as the one on the summary that was submitted)
• Author's names (authors are listed in order of contribution to the work described in the paper),
• Abstract - The purpose of the abstract is to enable potential readers to determine whether or not the paper contains material of interest to them. It should be about 100 words and include what new data, conclusions, or perspective the reader will find, followed by a brief statement of the significance of this new material. A good abstract identifies the main ideas detailed in the paper.
• Introduction - The first paragraph or so should provide a reason for writing the paper and the overall scope. It should describe the problem and why and how it was solved. These paragraphs set the stage for your detailed presentation. The abstract should have already provided your key findings.
• Main body - The body of the text should be organized to reflect natural groupings of information into categories that flow from one to the other.
• Conclusions - A summary of what was accomplished by the study. Conclusions and summaries are counterparts to the introductory statements:  there was a specific problem, an investigation was planned, this is what was found, and this is what it means. Every paper should have a summary, but the nature of the paper may make conclusions either unnecessary or impossible. Of course, the reader should be able to find supporting evidence for each point presented in the text or references.

• Complete and return the biographical sketch form for the likely presenter of the paper at the symposium (used to introduce the speaker).

Transmittal and Clearance Form

 

Paper Title
Author’s Name
Address
Phone number
Fax number
Email
Co-Authors (if applicable) (add additional sheets if necessary)
Name
Address
Phone number
Fax number
email
Person to contact if Author is not available
Name
Phone number
Email

 

This paper is unclassified and has been reviewed and cleared for public release including export control regulations.  Permission is granted to publish this paper in its entirety or portions therein in the symposium proceedings and other AMS-related publications.  The publication of this paper can take form in printed copy and/or electronic copy.

 

Export Control Administrator      Signature _______________________________  Date ___________
(or other authorized person)       Printed name ____________________________

 

Author                                     Signature _______________________________  Date ___________
                                       Printed name ____________________________

 

 

NOTE:  NASA authors must submit NASA Form 1676.
BIOGRAPHICAL SKETCH

 

Title of Paper:

 

Author(s):

 

Presented by

      Name:

      Affiliation:
     
      Title:

      Business Address (city, state/country only):

 

 

Presenter's Background:  (for session chair usage)

(For instance: university/degree, interesting projects you have worked on that would be recognized by others, how long in present position/company)

PREPARATION OF PAPER

An example text is provided. 

The following requirements must be adhered to:

•     Type manuscript single spaced, then set the Line Spacing to Exactly 11 point (makes it more readable), in black type for all but photos and charts, Arial font, size 10 with no condensing spaces. If you cannot use Arial, use Helvetica. Greek letters shall be input with Symbol font. Run spell check.

•     The manuscript shall be typed on 81/2 x 11 inch paper with 1 inch left side margin, a 1 inch right side margin, a 1 inch top margin, and a 1 inch bottom margin. The pages with figures on them must also maintain these margins.

•     The beginning of new paragraphs are not to be indented. Leave one blank line between paragraphs.

•     Text in figures and tables must be at least 8 point font.

•     Photographs and continuous tone illustrations must be incorporated electronically into the manuscript. Be sure to print out and make a copy of your paper to check if a copy has enough detail to understand the figure. The proceedings are printed in black & white (may print in color – TBD), but a CD version would include color.

•     The paper is limited to 14 pages, including figures (poster papers are limited to 6 pages). The papers are expected to contain enough detail to be this length and not significantly shorter. The tables and figures may be either interspersed or grouped together at the end of the text. If grouped together, all tables shall be placed before figures.

•     Type across total sheet; do not use two-column format. Use full justification. 

•     When numbering equations, enclose numbers in parentheses flush with the right typing margin.

•     Use only standard symbols and abbreviations. When using an acronym, write out the full term without abbreviating at the first occurrence followed by the acronym in parentheses. The acronym may be used alone thereafter. Do not include or define an acronym in your title (Acronyms for spacecraft are allowed in the title to keep the titles to a reasonable length.). Be sure you need to define an acronym, i.e., make sure it is used more than once in your paper.

•     Company logos and identification marks or symbols shall not be used.

•     The sequential page number shall be placed in a footer, centered on the bottom of the each page, Arial 10 font, with the footer 0.5 inch from the edge of the page. The paper must end on an even number page – insert a blank page if you must (not a problem if you adhere to the page limit!).

•     Footnotes - On the first page of the paper, a footnote shall be included for each author giving the name and brief address of his affiliation (company, city, state or country). The order of symbols for these footnotes shall be *, **, +, ++. Footnotes shall be in 10-point type.

      Centered at the bottom of the first page with one line separating it from the last company name in the footnote, the following shall be included in Arial 9 point italic font:
Proceedings of the 40th Aerospace Mechanisms Symposium, NASA Kennedy Space Center, May 7-9, 2010

      Text footnotes shall be numbered consecutively throughout each paper with an Arabic numeral reference mark. When footnotes are needed for tabular data, the data are marked with an alpha letter footnote reference.

•     Figure number (in sequential order) and caption - (e.g., Figure 1.  Ionic Pipe Cleaner) shall be placed under the figure. Table heading shall be placed above the table. When referring to a figure in the text, capitalize the "f" in figure (e.g., as shown in Figure 1, the....). Figure captions and table headings shall be in bold text, title case, 10-point font.

•     Spaces - Following a period or colon, one space is required. 

•     Use the English convention of using a period as a decimal point rather than the European usage of a comma (use 1.4 rather than 1,4 for one and four tenths).

•     Title of paper in bold, title case, 12-point font. Put the main section breaks centered (Abstract, Introduction, Main body headings, Conclusion, References) in the same bold, title case, 10-point font with a space between it and the next paragraph. Sub-headings should be in underlined, left-justified, 10-point font with no space to the next paragraph.

•     The conference proceedings are published as a NASA document. It is NASA policy to use the International System of Units (SI) in technical publications; therefore, SI units shall be used as shown in the table below. However, if desired, the SI units may be followed by the appropriate English units in parentheses (e.g. 50 mm (2 in)). Note that these abbreviations are used for both singular and plural and that no periods are used (no such thing as lbs or lb.). Multiplication of units is indicated by a dot, not a hyphen. Subscripts and superscripts shall be in 10-point type.

 

ORAL PRESENTATION TIPS

The quality of the oral presentations is a prime factor in the success of the Symposium. It is essential that you prepare early and well for the presentation of your paper. The requirements for this presentation are high-quality, well-organized slides; organization of the material to be presented (not the entire content of the written paper); and sufficient practice to ensure a smooth, polished presentation.

A maximum of 25 minutes will be allowed for presentation of each paper followed by 5 minutes of questions (some papers may be total of 20 minutes, check program), so plan your slide count to accommodate this time restraint. (Poster paper presentations are 10 minutes with no question/answer period). Limit your presentation to highlight the major themes and significant points of your paper. Lesser details usually distract the listener and are covered in your paper. Few people will use your mechanism directly in their application — this is not a design review, not a test data review. Find something new, innovative or different about your mechanism that other people can learn from and tell us about that. Think of it as telling a story – it will probably require charts that you have not done before.

Presentations are NOT to include company propaganda, history or product line information — keep these for ‘hallway’ discussions. If the president of your company came into your presentation and had 15 seconds of time, what would you tell him about this work — those are the points on which you want to focus.

Please begin your preparations early to ensure that you are comfortable with your talk. Practicing your presentation to colleagues is often a big help. Not only does this help you practice your timing and delivery, but you can also use it to solicit constructive criticism regarding the presentation's technical content and flow.

Multiple speakers for a paper, while allowed, is discouraged because of the time required to switch lapel microphones and move people about the room. In addition, it breaks up the continuity of the presentation.

Presentation Content

Remember that the audience will be people with similar backgrounds and interests to your own. Do not read your paper, as the audience has a copy of the proceedings and can read it as well as you. Use your slides as cue cards. 

Hardware, models, and video are very effective and appealing. Try to work them into your presentation, but keep them short (under 5 minutes).  Hardware will need to be large scale in order to be seen as the presentation room is large.

Give the audience information that will cause them to swamp you with questions after the presentation and during the breaks. The audience wants to hear information and experiences that will help them to develop mechanisms, not vague generalities and tributes to company competence. The content of your presentation should emphasize the “why” rather than the “what” that was done. 

Presentation slides

Nothing spoils a potentially good presentation as surely as poor slides. Please, please use large lettering on slides. Keep them simple. (See examples.) Better to use two simple slides rather than one that is ‘busy’. Color helps bring out key features on parts drawings and cross-sections. Do not simply use your figures from the paper. Be sure the slides can be read in a room that is 30 meters long.

The presentation shall be put onto a CD or Memory stick or emailed and sent to the Host Chairman/Registration Contact one week before the symposium.

Presentation slides should be prepared in accordance with the following requirements to be compatible with the projection facilities:

• Slides must have a high visual contrast between the information and the background. Some color combinations have very poor light transmission and contrast. Red or green lettering often fades. White letters against a dark blue background or vice versa are usually effective. Make sure your slides can be read; try them out on a large-room projector.

• All logos or dates (both not really necessary) shall be at the bottom of the charts – place information as high on chart as possible as that is seen the best from the audience

• The presentation material should be typed or computer generated.

• The following letter sizes and line weights are recommended:
- Use >24-point type for all lettering
- All Greek letters and other symbol sizes equivalent to the 24-point type.
- Line weights for primary lines, such as curves, should be wider than line weights for grid scales. We recommend that grid scales be omitted.

• Do not overload the slides with words, lines or shapes. Consider the rule of maximum of 6 lines per slide, each line with a maximum of 6 words. Use phrases, not sentences.

• If using slides on two screens, please bring two copies of a script that says which slide (or none at all) is to be on which screen at the same time. This will be a cue card for the persons displaying the slides for you.

• Line/bar charts – use contrasting colors for different lines rather than symbols.

• Video must be imbedded into the presentation or be of digital format to be displayed onto the screens.

• Compress photos
in Powerpoint:
select picture
on the Picture toolbar, click the Compress Picture icon
change resolution (96 or 200 dpi) and delete cropped areas

• End your presentation with the same title slide as your first slide – nice to have that title slide on the screen as you are answering questions.

Posters

For those that have Poster Papers, the plan is to have you give your short presentation, and then set up your poster. The poster board should be a foam core board and be able to be set on a table (you provide the poster and the board). The posters are set out during the reception for attendees to see and ask questions. Do not simply glue your paper onto a poster board! The poster is intended to present additional information, photos, etc. The material is then put away to your rooms after the reception.