AFITA/WCCA2018 Extended Abstract Submission Details

Table of Contents

Part I: General Information

Part II: Preparation of the Extended Abstract

Part III: Submission of the Extended Abstract

Part IV: Preparation of the Presentation

Part I: General Information

Procedure

The review process is being conducted entirely online. To expedite the review process, and to assure that the extended abstract submissions will be readable through the online review system, we request that authors submit Extended Abstracts that are formatted according to the instructions included here.

Format Requirements for all Submissions

Deadlines and Important Dates

Abstract submission system open 01st April 2018
Registration open To be Announced
Abstract submission deadline 30th June 2018
Abstract acceptance notification 31st July 2018
Early Registration deadline 31st August 2018
Normal Registration deadline 30th September 2018
AFITA/WCCA2018 24th – 26th October 2018

Correspondence

Please make sure to put the conference name (AFITA/WCCA2018) and the submission number number that is assigned to you on all correspondence.

Additional questions regarding submission of Extended Abstract should be directed to the following address:

AFITA/WCCA2018
Agro-Informatics lab,
Centre of Studies in Resources Engineering (CSRE),
Indian Institute of Technology Bombay (IITB),
Powai, Mumbai - 400 076, India.

Tel : (+91)-22-2576-7661/4655 (Off)
Fax : (+91)-22-25723190 | 25723480
email: afitawcca2018@csre.iitb.ac.in

Part II: Preparation of the Extended Abstract

Document Formatting

Use the following guidelines when preparing your Extended Abstract:

LENGTH: You are allowed a minimum of 1 page and maximum of 3 pages for your Extended Abstract. These limits include all figures, tables, and references. Any documents that exceed the 3 page limit or fail to meet the 1 page minimum will be rejected.

LANGUAGE: All proposals must be in English.

MARGINS: Documents should be formatted for standard letter-size (8.5 in. by 11.0 in.) or A4 (210mm by 297mm) paper

Extended Abstracts should be in 2-column format. The title and author block on the first page should span across the two columns. Wide figures may span across two columns. However, the use of wide figures should be limited if possible.

A format sheet with the margins and placement guides is available in PDF format:

These files contain lines and boxes showing the margins and print areas. If you print one of these files, then stack it atop your printed page and hold it up to the light, you can easily check your margins to see if your print area fits within the space allowed.

TYPE:

Face: To achieve the best viewing experience for the review process and conference proceedings, we strongly encourage authors to use Times new Roman fonts. If a font face is used that is not recognized by the submission system, your proposal will not be reproduced correctly.

Size: Use a font size that is no smaller than 10 points and no larger than 12 points throughout the Extended Abstract, including figure captions.

TITLE: The Extended Abstract title should appear in boldface letters and should be in ALL CAPITALS. Try to avoid uncommon acronyms in the title.

AUTHOR LIST: The authors' name(s) and affiliation(s) appear below the title in capital and lower case letters. Proposals with multiple authors and affiliations may require two or more lines for this information. The order of the authors on the document should exactly match in number and order the authors typed into the online submission form.

BODY: Major headings appear in boldface CAPITAL letters, centered on the page. Subheadings appear in capital and lower case, either underlined or in boldface. They start at the left margin of the page on a separate line. Sub-subheadings are discouraged, but if they must be used, they should appear in capital and lower case, and start at the left margin on a separate line. They may be underlined or in italics.

REFERENCES: List and number all references at the end of the document. The references can be numbered in alphabetical order or in order of appearance in the document. When referring to them in the text, type the corresponding reference number in square brackets as shown at the end of this sentence [1]. The end of the document should include a list of references containing information similar to the following example (APA: "American Psychological Association" citation format):

Journal Papers

[1] Yost, M. A., Kitchen, N. R., Sudduth, K. A., Sadler, E. J., Drummond, S. T., & Volkmann, M. R. (2017). Long-term impact of a precision agriculture system on grain crop production. Precision Agriculture , 18(5), 823-842.

[2] Khanal, S., Fulton, J., & Shearer, S. (2017). An overview of current and potential applications of thermal remote sensing in precision agriculture. Computers and Electronics in Agriculture, 139, 22-32.

Books

[3] Rady, A., Guyer, D., & Lu, R. (2015). Evaluation of sugar content of potatoes using hyperspectral imaging. Food and Bioprocess Technology, 8(5), 995-1010.

Proceedings

[4] Colvin, T. S., & Arslan, S. (2000). A review of yield reconstruction and sources of errors in yield maps. In Proceedings of the 5th International Conference on Precision Agriculture, Bloomington, Minnesota, USA, 16-19 July, 2000 (pp. 1-13). American Society of Agronomy.

ILLUSTRATIONS & COLOUR: Illustrations must appear within the designated margins. If possible, position illustrations at the top of pages, rather than in the middle or at the bottom. Caption and number every illustration. All illustrations should be clear when printed on a black-only printer. Be sure that your images are acceptable when printed in black and white.

PAGE NUMBERS: Do not put page numbers on your document. Appropriate page numbers will be added to accepted Extended Abstracts when the conference proceedings are assembled.

Templates

We recommend that you use the Word file to produce your document, since they have been set up to meet the formatting guidelines listed above. When using these files, double-check the paper size in your page setup to make sure you are using the letter-size (8.5 in. by 11 in.) or A4 (210mm by 297mm) paper layout.

Part III: Submission of the Extended Abstract

The review process will be performed from the electronic submission of your Extended Abstract. To ensure that your document is compatible with the review system, please adhere to the following compatibility requirements:

File Format

Extended abstracts must be submitted in Adobe's Portable Document Format (PDF) format.

Please make sure that you submit a valid PDF to the submission system. Adobe Acrobat is the prefered way of generating a PDF file, but there are many other options which produce quality PDFs as well.

File Size Limit

Authors will be permitted to submit a document file up to 15 MB (megabytes) in size. For any query contact at: afitawcca2018@csre.iitb.ac.in.

File Name

The filename of the document file should be the first author's last name, followed by the appropriate extension (.pdf). For example, if the first author's name is Joseph Smith, you would submit your file as "smith.pdf".

The Extended abstract submission process will append the filename with a unique identifier when it is stored on our system, so multiple submissions with the same name will not overwrite each other and will be distinguishable.

Electronic Extended Abstract Submission

When you have your document file ready, gather the following information before entering the submission system:

To submit your document and author information, go to the

EasyChair link for Extended Abstract submission for AFITA/WCCA2018

For submission instructions click on the help and then submission button in EasyChair page

Online Review Process

Your submitted Extended Abstract will be visually inspected by our conference committee to assure that the document is readable and meets all formatting requirements to be included in a visually pleasing and consistant proceedings publication for AFITA/WCCA2018. If your extended abstract passes inspection, it will be entered into the review process. A committee of reviewers selected by the conference committee will review the Extended Abstracts and rate them according to quality, relevence, and correctness. The conference committee will use these reviews to determine which extended absract will be accepted for oral or poster presentation in the conference. The result of the conference committee's decision will be communicated to the submitting authors by email, along with any conference committee comments, if any.

Notification of Acceptance

Authors will be notified of extended abstract acceptance or non-acceptance by email as close as possible to the published author notification date. The email notification will include the presentation format chosen for your submission (lecture or poster) and may also include the presentation date and time, if available.

The notification email may include comments from the reviewers and/or program committee members. The conference cannot guarantee that all of the reviewers will provide the level of detail desired by you. However, reviewers are encouraged to submit as detailed comments as possible.

Publication in the Proceedings: All accepted submissions, with an author registered, and which are presented on-site, will be published in the proceedings.

Required Author Registration

Be sure that at least one author registers to attend the conference using the online registration system available through the conference website. Each accepted extended abstract being presented must have at least one author registered, with the payment received by the registration deadline to avoid being withdrawn from the conference.

www.afita2018.org/afita_wcca2018/index.html

Part IV: Preparation of the Presentation

When we send the review results for your extended abstract by email, that email message will specify whether accepted extenteded abstracts have been assigned for presentation in a poster session or oral (lecture) session. To help authors prepare for oral and poster presentations, the following suggestions have been created:

Oral Presentations

Presentation time is critical: each presentation is allocated 20 minutes for oral sessions. We recommend that presentation of your slides should take about 17-18 minutes, leaving 2-3 minutes for introduction, summary, and questions from the audience. To achieve appropriate timing, organize your slides or viewgraphs around the points you intend to make, using no more than one slide per minute. A reasonable strategy is to allocate about 2 minutes per slide when there are equations or important key points to make, and one minute per slide when the content is less complex. Slides attract and hold attention, and reinforce what you say - provided you keep them simple and easy to read. Plan on covering at most 6 points per slide, covered by 6 to 12 spoken sentences and no more than about two spoken minutes.

Make sure each of your key points is easy to explain with aid of the material on your slides. Do not read directly from the slide during your presentation. You shouldn't need to prepare a written speech, although it is often a good idea to prepare the opening and closing sentences in advance. It is very important that you rehearse your presentation in front of an audience before you give your presentation at AFITA/WCCA2018. Surrogate presenters must be sufficiently familiar with the material being presented to answer detailed questions from the audience. In addition, the surrogate presenter must contact the Session Chair in advance of the presenter's session.

Pre-recorded presentations are NOT ALLOWED, and the person giving the presentation MUST be able to take and answer questions regarding the content of the extended abstract and associated research. The presenter must be present in the room, remote virtual presenters are NOT allowed.

A computer-driven slideshow for use with a data projector is recommended for your talk at AFITA/WCCA2018. All presentation rooms will be equipped with a computer, a data projector, a microphone (for large rooms), and a pointing device.

Some of the lecture presentations will be given in quite large lecture halls. We recommend that you prepare your slides according to the following guidelines to ensure that the entire audience will be able to see your presentation.

It is important that the sessions remain on time. The session chair(s) are responsible for keeping presentations on schedule. Any setup time you use is part of your overall 20 minute presentation time, so it is a good idea to check your visual aids before the session begins.

Please do not attempt to use your own computer to connect to the projector. For speed and efficiency, use only the conference-provided computer for displaying your presentation visual aids.

Poster Presentations

Poster sessions are a good medium for authors to present research work and meet with interested attendees for in-depth technical discussions. In addition, attendees find the poster sessions a good way to sample many research work in parallel sessions. Thus it is important that you display your message clearly and noticeably to attract people who might have an interest in your extended abstract.

Your poster should cover the key points of your work. It need not, and should not, attempt to include all the details; you can describe them in person to people who are interested. The ideal poster is designed to attract attention, provide a brief overview of your work, and initiate discussion. Carefully and completely prepare your poster well in advance of the conference. Try tacking up the poster before you leave for the conference to see what it will look like and to make sure that you have all of the necessary pieces.

For each poster, some amount of space will be reserved on a board. The exact maximum dimensions will be posted here at a later date.

The boards will be arranged in rows. Each reserved paper space will be assigned a number. Every extended abstract being presented at the same time will also be assigned a number. The number, called the Board Number, will identify the place to post your poster.

IMPORTANT: There MUST be a presenter standing at the poster during the entire scheduled poster time. A poster that is mounted to the board, but without any person presenting it will be considered a no-show!

Posters shall be on display during the day dedicated to the specific poster session. Authors are invited to be on stand-by near their posters during the session breaks and must be near their poster during the dedicated poster session time.

The title of your poster should appear at the top in CAPITAL letters about 25mm high. Below the title put the author(s)' name(s) and affiliation(s). The flow of your poster should be from the top left to the bottom right. Use arrows to lead your viewer through the poster. Use color for highlighting and to make your poster more attractive. Use pictures, diagrams, cartoons, figures, etc., rather than text wherever possible. Try to state your main result in 6 lines or less, in lettering about 15mm high so that people can read the poster from a distance. The smallest text on your poster should be at least 9mm high, and the important points should be in a larger size. Use a sans-serif font (such as "cmss" in the Computer Modern family to make the print easier to read from a distance.

Make your poster as self-explanatory as possible. This will save your efforts for technical discussions. There will not be any summaries given at the beginning of the poster sessions at AFITA/WCCA2018, so authors need not prepare any overhead slides for their poster presentations.

Prepare a short presentation of about 5 or 10 minutes that you can periodically give to those assembled around your poster throughout the poster session. If possible, more than one author should attend the session to aid in presentations and discussions, and to provide the presenters with the chance to rest or briefly view other posters.