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UKUUG


Copyright © 1992 Stewart McRobert Jan-simon Pendry, Dave Edmondson

Instructions for UKUUG Authors and Speakers

Stuart McRobert
Jan-Simon Pendry, Dave Edmondson

Imperial College
London

ABSTRACT

Instructions for authors and speakers of papers being presented at the conference are given. Details of preparing papers for inclusion in the Proceedings and of preparing visual aids for use during the talk are discussed. Careful adherence to the instructions offered in this document will result in an improved interaction between submitters and conference organisers, to everyone's benefit.

Introduction

To help ensure a uniform look to the Conference Proceedings, authors are requested to adhere to the following guidelines in preparing their troff-ready copy.

All speakers must provide a paper for the proceedings by

=> 4 WEEKS BEFORE THE EVENT <=

If we do not receive a copy of your paper in electronic and hardcopy form by the deadline indicated above, your talk will be struck from the conference and you will not be permitted to speak.

Troff-Ready Papers

The following instructions should be followed carefully when preparing your troff-ready copy.

Avoid excessive font changes. If you haven't used troff before, please experiment before making the final run, and consult your local troff and stylistics gurus. As a guide, look at recent UKUUG conference proceedings.

If English is not your native tongue and you would like us to help check and possibly correct any difficulties, please do ask. Please submit as early as possible so that your paper can be read through and any suggestions returned to you. Finally, please use good taste in any event.

Tex and LaTeX

If you are used to producing papers using TeX or LaTeX and don't know Troff, don't despair! Of the two, we would prefer you to use LaTeX rather than TeX. First and foremost contact us as soon as possible by email saying you would like to use LaTeX to produce your paper. Depending on our workload we may well be able to cater for your needs.

Start writing your paper using simple LaTeX commands i.e. use normal straight forward formatting commands, avoiding the use of any specialised or additional macros (however great!). Having finished your paper early, submit it as soon as possible since we will need more time to convert it. But most important, please print and carefully check the hardcopy of your paper as you believe it should appear, before sending it to us. This greatly helps with the proof reading of the conference papers.

However, it would also greatly assist us if you could attempt to convert your paper to Troff format once finished. Even if you only do the simple stuff, every bit helps. But remember to submit the LaTeX version, hardcopy and your attempt at a Troff version as early as possible.

No Troff or LaTeX

If you know neither of these packages, still don't despair! As before, contact us and explain what you can do. Even a paper submitted as the unhyphenated simple ascii output from a word processor will help. Leave a couple of blank lines between paragraphs and headings, and to indicate BOLD or ITALIC text, simply place those words on a single line before the text you wish to be changed, and add the word ROMAN when you wish to change back to normal type. The most important thing is to get your paper submitted to us electronically, again with a hardcopy of what you were happy with. We can then get to work.

Macro Package

The whole Proceedings will be produced using the -ms macro package. This gives the final book a consistent look which we believe is desirable. It will help speedy and accurate production if authors submit using this form. Please contact us as soon as possible if this presents a problem, don't leave it to the last minute otherwise your paper may have to be dropped.

Authors are requested to use the following title layout macros,

.TL
Title of the paper (one or more lines)
.AU
Author(s) (may also be several lines)
.AI
Author's institution(s)
.R Author's email address, e.g. ukuug-conf-96@ukuug.org
.AB
Abstract, which should be no more than half a page long.
.AE
Abstract End indicator.

Several interspersed .AU and .AI lines can be used for multiple authors, and a short abstract is required. Please include your email address (preferably in domain style) after the your institution's address (the use of the Roman macro is correct as we print the address in italic font).

The paper should be set in single column mode without any extra headers or footers, since these will be produced by us throughout the Proceedings. Please note, we do require a paper; a list of points or copies of your slides/overheads is totally inadequate.

Do use (Relevant -ms macros are in brackets.)

Do not

The Proceedings will be typeset in portrait orientation (long axis vertically) on A4 pages (210x297mm).

Figures and Tables

All figures should have a reference number, e.g. Figure 1, and preferably a title, centred under the figure. This should be made to appear as:

Figure N: The title of this figure is ...

and this will happen for you if you use the local macros .fG (for figures), .tG (tables), and .pG (program listings), e.g.

.fG N "The title of this figure is ...

Any special requirements for reproducing imagery should accompany the manuscript on a separate markup sheet.

Diagrams should be drawn using pic which will allow for direct inclusion into the paper and typesetting. If you use a figure drawing package (e.g. xfig), please include both its input and output, as this will help us greatly if we need to make some minor alterations (usually as a result of having to scale the figure to fit on the final page). On the other hand, by special prior arrangement, complex images may possibly be included. These should preferably be supplied in Postscript format or as monochrome Sun screen dump images. In this case, the images will be printed on a conventional laser printer (300 dpi) and inserted by hand. Finally, we may be able to directly include suitable high quality images. Please contact us immediately if you are interested in any of these options and we can discuss what can reasonably be produced and how to supply the data.

Please note that the PostScript produced by several packages, especially from Apple Macs, is often virtually impossible to include in other PostScript documents. Please make certain that you submit encapsulated postscript with correct boundary boxes.

The production of images will require extra time and your paper will need to be received well before the deadline. Note that the printing process does not include colour plates.

Figures and tables should all be referred to by a specific reference, e.g. see Figure 2, and not by location, e.g. see the figure below. To avoid blank spaces, figures and tables should be allowed to float through the text using floating keeps see the .KF macro.

When using tbl please set the tab character to something other than a TAB, which tends to be expanded when sent through mail systems. For example, the table description below uses a colon instead of a TAB to delimit the columns.

.TS
tab(:);
l n n.
Apples:23:45
Pears:3:442
.TE

Page Count

We ask that authors limit the length of their papers to 15 pages (surfaces) total. Some dispensations may be available, but even at 15 pages per paper the Proceedings may rival many large city telephone books. Again, you need to apply for dispensations, but don't hold your breath.

Submission

We prefer papers to be submitted in troff -ms form by electronic mail using shar. If you do not have access to these macros or cannot send your paper by electronic mail please contact us immediately to make arrangements for submission of your paper.

Do not trust electronic mail to get your paper to the destination. If you have not received an acknowledgement in a reasonable period of time, think the worst and send the paper again. All submissions will be acknowledged on receipt.

The Proceedings will be formatted and then set on a Postscript typesetter. The following fonts are available Roman, Italic, Bold, Courier (constant width), and Special (please confine your use to the special symbols listed in the standard troff and eqn guides). Please use Courier font for program examples and listings. If you don't have a constant width font as font C, please indicate constant width font use with two new macros. .CW to start constant width text and .CE to end, returning to the previous font. For an example of Courier font, see the comments about setting the TAB character in tbl above.

We prefer to accept submissions using troff, ditroff, -ms macros, pic, tbl, refer, eqn, psfig.

To accept electronic submissions, we must have the following three things:

  1. Instructions for typesetting the paper.
  2. The source input for the paper itself, i.e. tbl, eqn, troff... text and commands.
  3. A hard copy of the paper so that we can verify that what we produce is the same as what you intended.

Everything but the hard copy should be sent via electronic mail to

ukuug-conf-96@ukuug.org

The subject line should read:

Subject: title of your paper

Followed by,

  1. Your name.
  2. Your postal address.
  3. Your electronic mailing address, if uucp based relative to mcsun (cwi.nl).
  4. Your telephone numbers, preferably both day and evening numbers (in international format e.g. +44 171 594 8444).
  5. Fax or telex numbers are also useful if you have them.
  6. Commands needed to format your paper, e.g.
    tbl paper.t | eqn | troff -ms
  7. Any other information that might be useful to the people printing the Proceedings. Remember it is vitally important that we have a way of contacting you quickly if there are any problems with your submission.
  8. Last, but not least, the actual paper. If you have access to shar, it is highly desirable that you use it to package your submisson for mailing.

Please send one original, single sided output, and a good photocopy of your paper. Use page numbers! If the imagery requires paste-up, please package the submission so that it will survive the journey. Please do not use staples, paper clips or anything else that may damage the papers in transit.

Submit the original hard copy to (including a copy of the information requested above)

Original To:
Stuart McRobert
UKUUG Conference Proceedings
Department of Computing
Imperial College
180 Queen's Gate
London, SW7 2BZ
GB
Phone: +44 171 594 8444
Fax: +44 171 594 8389
Photocopy To:
Conference Proceedings
UKUUG Ltd
Owles Hall
Owles Lane
Buntingford
Herts, SG9 9PL
GB
Phone: +44 1763 273475

All papers will be acknowledged.

Content

The matter of publishing licensed material is of grave concern to the user group(s). The final copy will be reviewed for such content, and if, in the opinion of those responsible for worrying about such things, the submission contains licensed material, it cannot be printed in the Proceedings. The deadlines are such that it is extremely unlikely one could amend a submission and get it back in time, so look before you send it. If there is any question on this matter, please contact Owles Hall immediately.

Your Presentation at the Conference

In general, you should limit yourself to a few important points in your presentation. You don't need to summarise the entire paper.

Visual Aids

By default, one overhead and a 35mm slide projector will be available. If your presentation requires any other equipment, please contact Owles Hall immediately. In particular, if you are bringing hardware which must be staged in the hall before your session, we must have the logistics worked out well before the beginning of the conference. Remember that you may also have difficulty with Customs Officials if you are moving equipment across International borders.

If you wish to show any videos, you must provide us with full details well in advance regarding the format and standard used (don't assume anything, there are many standards and problems).

If you are using overheads, please try to typeset them. Use at least 24-point type, which limits you to about 15 lines per (portrait format) overhead, although fewer lines would be better. If you must use handwritten overheads, write carefully using a good, dark pen and stick to a 10 line limit filling the page. Typewritten overheads are not acceptable.

On 35mm slides, use very high contrast. Use similar guidelines for point size as indicated for overhead transparencies. Remember, what previews well in your conference room will not be legible in a 600-seat auditorium.

Have printed copies of your materials when you give your talk so that you don't have to keep looking back at the screen. This is disorienting for both you and the audience.

If you are using overheads, we will arrange for someone else to turn the slides for you. You cannot turn slides and be visible at the same time, without distracting half the audience.

Include a title slide with the title of your talk, your name(s), and your electronic mail address(es). Duplicate this slide at the end of your talk so that you can display it during the Question and Answer portion of your presentation.

Avoid putting important information at the bottom of the page. It can be difficult for some people to see the entire screen.

Also please avoid using multilayer overheads, since the use of the reveal technique is discouraged unless you are confident that the slide turner can do it smoothly and well. Remember that you will not be turning the slides. Use another overhead if you really want to hide something.

Authors are reminded to keep their slides and overhead transparencies in their hand luggage when traveling. Also, a spare copy is always useful.

If you are using Powerpoint save your presentation in PowerPoint 3 format on a floppy, as the lowest common denominator interchange format. (This also removes any "macro viruses")

Timing

Each session is carefully planned to fill all the available time. Your presentation must be kept to the agreed-upon timetable otherwise you will be stealing time from other speakers. The session chairs will be ruthless with the clock.

Run through your talk at least once with your slides to get an idea of the timing. Remember, it will run somewhat longer in front of an audience than it does in front of the mirror. It is better to give a talk that is too short than too long.

Administrivia

Bring a short (one paragraph), legible biography of yourself written in English to the conference for the session chair to read during your introduction. Be sure your session chair knows how to pronounce your name.

Contact your session chair as early as possible before your session to ensure that you know where to go, where to turn in your slides, how to use the audio aids, etc. Make sure well in advance before your talk that everything you need is actually available, if not, see your session chair immediately so things can be calmly resolved.

Do use the microphone(s) provided so everybody can easily hear you. You should be able to talk clearly at a reasonable normal level (there is no need to shout into or to hold the microphone to your lips), but not too quickly since at an international conference many people will probably not have English as their native language and may need longer to understand what you are saying. For the same reason, avoid jokes that won't translate to other languages since they are often hard to explain and understand.

You will have received notification of the length of time you have for your talk with the letter of acceptance.

Deadlines

The publication schedule is very tight, and to have the Proceedings available at registration we require your cooperation. To meet the necessary internal deadlines, we must have electronic submission in hand 4 WEEKS BEFORE THE CONFERENCE. Manuscripts arriving after this date will be at risk.

Accommodation and Expenses

Papers often have multiple authors, it is expected that there will be a single principal speaker for the paper. The principal speaker is entitled to free registration to the conference; this includes conference coffee, lunches, attendance at social events, and a room at the Conference venue overnight.

UKUUG is unable to pay for any hotel or travel expenses except in special circumstances. You should contact the Programme Chair as soon as possible (unless arrangements have already been made) if help is required. The attention of students is drawn to the section on Student Grants in the Pre-Conference registration pack.

The speaker is responsible for booking accommodation, please look in the Pre-Conference registration pack for a booking form. In cases of difficulty please contact Jane at Owles Hall (Phone: +44 1763 273475 Fax: +44 1763 273255) who will be pleased to help.

Sample Reference

References

Fai89a.
Robin Faichney, "Dp: a System for Inter-Program Communication," in Proceedings of the EUUG Spring 1989 Conference , pp. 207-215, Brussels, April 1989.

Acknowledgements

Thanks to USENIX for allowing us to base this guide on their own Instructions for USENIX Authors and Speakers, by Eric Allman (Britton Lee), Judy DesHarnais (USENIX Association), and Evi Nemeth (University of Colorado). Thanks also to the EurOpen since this guide is based almost entirely on their Instructions for EurOpen Authors and Speakers produced by the same authors.

Tiny Sample Paper

The next few pages contain a tiny sample paper with example user input and the formatted output.

.TL
The Title
.AU
Author's Name
.AI
Author's Institution,
Town, Country
.R email@address
.AB
Here is the abstract which shouldn't take more than about half a page.
It ends with an Abstract End macro.
.AE
.NH
Numbered Heading, level 1 (default)
.NH 2
Numbered Heading, level 2
.NH 3
Numbered Heading, level 3
.LP
Most papers should use automatically numbered sections
for which there are 3 levels available.
.SH
Heading at level 1 (default)
.SH 2
Heading at level 2
.SH 3
Heading at level 3
.LP
There are also 3 levels of unnumbered headings,
with possibly level 3 being the most useful for use within a section.
.IP +
A bullet list,
with
.IP +
A couple of entries.
.LP
A new paragraph automatically ends the bullet list.
.B Bold
text followed by
.I Italic
text.
Longer sections can appear as e.g.
.B
a lot of bold text
.R
and back to roman (similarly for italic text).
.CW Courier
font is also available and program listings can be
entered within the body of the document as
.P1 0u
{
	printf ("Hello World0);
}
.P2
.LP
Tables 1 and 2 illustrate simple tables using
.I tbl
which are held together and floated through the document with the
.CW .KF
macros (an indication of placement towards the top and bottom
of a page can also be given).
Note that the
.CW .hL
macro simply draws a horizontal line to separate the table from the
main text of the document.
Use of the
.CW .tG
macro is also illustrated for the correct labelling of the tables
.CW .fG
(and
.CW .pG
also exist for figures and program listings).
.KF top
.TS
center,tab (@);
| l | l || n |.
_
Apples@Late Summer, early Autumn@123.0
Oranges@All year round@1.2
Peaches@Rarely@0.3
_
.TE
.tG 1 "A simple 3 column table
.hL
.KE
.KF bottom
.TS
center,tab (@);
| l | l || n |.
_
Ripe Apples@Late Summer, early Autumn@123.0
Ruby Oranges@All year round@1.2
Pink Peaches@Rarely@0.3
_
.TE
.tG 2 "A simple 3 column table
.KE
.LP
Alternatively one might wish to place a
.B small
table within the body of the paper,
e.g.
.KS
.TS 0u
tab (@);
l l n .
Apples@Late Summer@123.0
Oranges@All year round@1.2
Peaches@Rarely@0.3
.TE
.KE
which is simply held together using normal keep start/end macros
.CW .KS/.KE ). (
[Note how the
.CW .CW
macro worked.]
.LP
Finally we should include a simple set of equations using
.I eqn
such as,
.EQ I (1)
int from 0 to infinity x sup 2 + x sup 3 dx
.EN
.EQ I (2)
A ~=~ left [ pile { a above b above gamma } ~~
pile { x above y above alpha } ~ right ]
.EN
.EQ I (3)
sum from i=0 to { i = inf } x sup i
.EN
.EQ I (4)
matrix {
	ccol { x sub i above y sub i }
	ccol { x sup 2 above y sup 2 }
}
.EN
and a simple
.I pic
figure.
A sample reference has already been included earlier in the main guide.
.KF
.hL
.PS
circle radius 1i
box
.PE
.fG 1 "A simple picture
.KE
.LP
All you need to do now is to write the real paper and submit it in time!
.LP
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Fax: 01763 273 255
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Last modified 07 Jul 1999