The proceedings of IAU Symposium No. 240 will be editted by W. Hartkopf (chief editor),
E. Guinan, and P. Harmanec, and published through the IAU by Cambridge University
Press (CUP) in both paper and electronic form. More information about IAU publications may be
The files to be used by authors in preparing their proceedings may be found at the following
Consent to Publish form: The CUP site suggests that authors airmail their completed
consent-to-publish form to the editors. If you wish, you may mail your form to
William I. Hartkopf
U.S. Naval Observatory
3450 Massachusetts Ave., NW
Washington, DC 20392 USA
However, I should note that mail to me can be very slow. I suggest that a better alternative would be
to fax me the form at +1 202 762 1516. I will email you a note confirming receipt
(including your email address on the fax cover sheet will help here!). The fax is in another building,
so don't expect an immediate confirmation!
The page limit for our symposium is 600 pages - obviously insufficient for all 41 invited papers, ~20
"oral poster" talks, and ~180 posters! (Anything over 600 pages will cost us 15USD per page.) The best
solution appears to be publication of invited papers, poster talks, and poster abstracts in the printed
volume, with posters published on the CUP website (unfortunately, a CD to accompany the printed volume
is not an option). This website may also be used for animations or other audiovisual materials presented
in the invited talks which do not lend themselves to the printed page.
Since we have talks of quite varied length, a single page limit doesn't seem fair. Limits, then, are as follows:
Oral poster talks 3 pages
10-15 minute talks 6
20 minute talks 8
30 minute talks 10
40 minute talks 12
The official deadline for the editors to present all manuscripts to the publisher is
25 November 2006. Accordingly, the IAU set a nominal deadline of
25 August 2006 for authors to submit materials to the editors.
We understand that this deadline may be difficult for some people, especially if you have any
last-minute changes, follow-up questions from the audience, format problems, et cetera. Should
you need extra time, please keep it to a minimum; the very latest we can accept materials is
25 September 2006.
As noted above, poster abstracts will be included in the bound volume of proceedings. I will be
receiving LaTeX versions of the abstracts used to generate the abstract book distributed at the
General Assembly, so you need only send me an abstract if yours did not appear in that book. Of
course, let me know of any errors or missing material in that printed abstract.
Regarding poster formats, we have some flexibility in the formats with which posters may appear
on the website. However, our CUP rep notes that "the more consistent the file type, the easier
it will be for readers to access the material". (In other words, a format like pdf or simple text
is more universally readable than WordPerfect, Powerpoint, etc.).
On the subject of consistency, Petr Harmanec had a great idea: "I am sorry that I am coming with
the following suggestion maybe a bit too late, but still: What if we would follow the example of
the Proceedings of IAU Symp. 224 (The A-Star Puzzle) where all electronically published posters
use the same Cambridge latex style as all papers actually printed in the book and have a direct
continuation of the page numbering. Now, after the expiration period of three years passed, one
can access and/or print all these articles via ADS without even noticing that they are not in the
hard copy of the Proceedings. I am almost sure that the vast majority of the authors of posters
would very appreciate that.
Although you may still use whichever format you prefer (and we will figure out a way to give a page
number to each poster), Petr's suggestion would give our posters considerably more
"permanence", and we recommend you follow the publishing guidelines as described on the CUP website.
If you send your posters as LaTeX files, we will do what we can to make them all look as much
like a continuation of the printed contributions as possible. We will also try to include material
from the posters in the author and subject indexes to the printed volume, and if CUP doesn't object
we'll list the posters in the table of contents as well. Of course, there is not a strict page limit
for the posters, so you can include all the material from your poster in the web proceedings. Since
you can also use color figures, your poster contributions may well look much better than the
If you gave an oral poster talk, your poster itself will still be published on the web just as
with any of the others. In addition, you will have three pages in the printed proceedings for your
poster summary talk.
If you submitted an abstract but in the end decided not to attend the symposium or put up a poster,
please let us know. In general, it would not seem proper to include posters that were not presented
at the symposium; however, we will make exceptions for circumstances beyond your control (canceled
flights or missing bags due to the London incidents preceding the IAU, for example).
Formats and media options:
Manuscripts and other materials may be given to the editors in any of a number of ways: email
(sent to all three of us for safety) is probably the easiest, but CDs, floppy disks, and transfer
from flash drives are all possible. We would of course prefer that the materials be created in
formats we can recognize! (please check with us if you have questions) Materials for the printed
volume should be created using the templates and instructions explained in the link above. Posters
and other materials for the website are probably most universally readable as pdf files or standard
html documents. Email addresses for the editors are as follows (change "[at]" to "@", of course!):
Bill Hartkopf: wih[at]usno.navy.mil
Ed Guinan: edward.guinan[at]villanova.edu
Petr Harmanec: hec[at]sunstel.asu.cas.cz