1 GUIDELINES FOR IMACS SPONSORED CONFERENCES

Transcription

1 1 GUIDELINES FOR IMACS SPONSORED CONFERENCES (Flexibility in the application of these guidelines is allowed to take into account special circumstances that apply to events in different technical areas or different geographic locations. Event organizers may indicate suggested changes when returning the agreement form that appears at the end of this document - which may be done by returning a copy of the present guidelines bearing mention of the suggested changes). 1 Proposals for Symposia/Conferences, Congresses or Workshops to be sponsored or cosponsored by IMACS may be addressed to the IMACS Secretariat: office@imacs-online.eu 2 Before topics and dates for a proposed event are finalized, the Secretariat will, when appropriate, coordinate with IMACS Technical Committees and other scientific societies to verify if there may be any conflict (decisions to go ahead with a proposed conference is generally reached reasonably quickly). 3 CO-SPONSORSHIPS OR COOPERATION When IMACS is the main sponsor: Then appropriate co-sponsorship or cooperation by other scientific societies may if appropriate be requested. In such cases, the responsibility for the organization and for publication remains with IMACS as the main sponsor. Co-sponsors generally give publicity to the event among their membership. Moreover, they may bring contributions to the scientific program (by organizing sessions) and/or to contribute names for the International Program Committee. Requests for co-sponsorships or cooperation are initiated by the IMACS Secretariat, after the final time, place, etc. for a conference have been decided. When IMACS is not the main sponsor: IMACS occasionally serves as co-sponsor of Conferences for which there may be other co-sponsors, or when the main sponsor is some other scientific body. The general conditions described in the present guidelines continue to apply with appropriate adjustments to take care of the special circumstances. In the case of IMACS World Congresses, the Organizing Committee is to be approved by the IMACS Board of Directors. The IMACS Board is also responsible, for World Congresses, for the selection or approval of plenary keynote speakers and other significant speakers of the event. 4 PUBLICATIONS: The following procedures are available:

2 a. If enough lead time is allowed, soft cover copies of PROCEEDINGS may be produced (by IMACS or by the local organizers) in time for distribution to the attendees at the conference. This material bears the mention "Copyright IMACS" (possibly on the first page of each paper). Typing instructions may be obtained from the IMACS Secretariat to insure proceedings which are uniform in appearance. Note should be taken, however, that in view of the current economics of publications, HARD COPY PROCEEDINGS ARE NO MORE RECOMMENDED. b. The recommended alternative to proceedings on paper is the production of PROCEED- INGS ON CD-ROM. These are produced from electronic text of the original manuscripts (as is the case for paper Proceedings). They may be produced locally, or by using the publication services of IMACS. In most cases, it is recommended that a hard copy BOOK OF ABSTRACTS be given locally to the participants at the conference. c. For IMACS Sponsored events, Copyright for proceedings and other conference related publications rests with IMACS. d. It is important, for BOOK of ABSTRACTS as well as for PROCEEDINGS, that the name of the author(s) be followed by a complete address, affiliation, telephone number(s), (These documents are to become address books for future contact between participants) 5 JOURNAL SPECIAL ISSUES: a. In addition to (or instead of) Proceedings, "Special Issues" of one of the IMACS journals APPLIED NUMERICAL MATHEMATICS, MATHEMATICS AND COMPUTERS IN SIMULATION devoted to the symposium/conference may be published. The material is as a rule to be supplied by the authors and organizers in electronic form. b. Special issues are not "Proceedings", they are to contain only selected and expanded papers of the conference. This is to be coordinated by a Managing Guest Editor who is in principle the Chair of the Conference, or someone responsible for the Scientific Program. c. The publication of Special Issues is not an automatic process. Papers to be included are to satisfy the criteria of quality of the journals, and final decision rests with the respective Editor(s) in Chief. When there is no pre-approval for the publication of a Special Issue, event organizers are to send to IMACS a short, descriptive proposal to be reviewed for approval by the Editor in Chief of the corresponding journal.

3 d. When a Special Issue has been approved, the organizers are to indicate their choice for the Managing Guest Editor and Guest Editors - mostly for follow up and as soon as possible to the IMACS Secretariat. e. It is the responsibility of the Managing Guest Editor to coordinate the selection of papers for journal "Special Issues" - to inform the selected authors, asking them to expand or rewrite their paper as regular journal articles (they are not, in to be simply reprints of parts of the Conference Proceedings). The Managing Guest Editor is responsible for the review of the manuscripts and is to forward all the manuscripts of the Special Issue - together with an Editorial Introduction to the Editor in Chief responsible for that Special Issue. It is requested that the text of the Editorial Introduction makes appropriate reference to the IMACS support/sponsorship of the Event of which the Special Issue is a result. In all cases, final approval will be made by the Editor-In-Chief of the corresponding Journal. f. Authors are rquested to conform to journals (APNUM or MATCOM) usages for the presentation of their work and in particular use latex with an appropriate bibliographic style file, namely elsart-num-sort.bst to get the requested presentation of their references with elsart.cls as class file. 6 IMACS Series in Computational and Applied Mathematics: This series of books is published by IMACS to allow Conference Proceedings to appear in a regular, archival series of publications that can be announced to and ordered by Libraries. 7 POST-CONFERENCE JOURNAL ARTICLES: As a rule, any paper presented at an IMACS Conference/Symposium is considered as a possible article for one of the IMACS journals (either as described above under sections 5 and 6, or as individual articles). If selected by the appropriate committee or Editors, authors will receive a letter of invitation asking if they are willing to submit an updated extended version of their paper for inclusion in one of the IMACS journals. Those updated articles will be peer reviewed in the same way as regular papers. 8 "MOST SUCCESSFUL PAPERS" AWARD: It is recommended that the 10 "best papers" award are given out every year. Description of the award shall be inserted in the IMACS News and in the journal "Mathematics and Computers in Simulation". 9 PUBLICITY: IMACS publicizes the conferences that it sponsors in its journal (Mathematics and Computers in Simulation IMACS/Elsevier) and on its website.

4 10 FINANCES: The financial terms outlined in this section apply to events for which IMACS is the main sponsor. There is a fee reduction of 30 euros on the registration fees for IMACS members while attendants that are not yet IMACS members (and thus subjected to full payment of the registration fees) may become IMACS members after the conference. 11 IMACS DISPLAY: IMACS, together with its publishers (Elsevier and World Scientific Publishing Co.) will supply to the organizers materials that may be displayed at the Conference (a special table is in general appropriate). This may include literature that describes IMACS, and registration forms for the new members. The contact for this is the IMACS Membership Secretariat: IMACS 72, Chaussée de Waterloo-1640 Rhode Saint Genèse- BELGIUM. 12 POST CONFERENCE: a. Organizers of IMACS-sponsored events are encouraged to write, after the event has taken place, a narrative suitable for publication in the "News of IMACS" section of the journal MATHEMATICS AND COMPUTERS IN SIMULATION. b. The complete list of participants (with IMACS affiliation, mailing address, , etc.) is to be communicated to IMACS after the event. c. The organizers of IMACS Sponsored Conferences are often part of an existing IMACS Technical Committee, or they have formed, for the purpose of the Conference, or after the conference an "ad hoc" IMACS Technical Committee. In either case, the updated list of the existing or new Technical Committee is to be communicated to the IMACS Secretariat for inclusion in or revision of the IMACS TC' s list that appears in the imacs web site imacs-online.eu@vki.ac.be d. It is often the case (and suggested) that a specialized Conference ends with a recommendation for a follow-up conference on the same topic. This should be communicated to the IMACS for follow-up and publication in the "IMACS Calendar of Events". Please complete this form and return it to the IMACS Secretariat to acknowledge receipt of and agreement with the "GUIDELINES" Conference: (Short Title and Date) (for the organizers) Name: Signature: Date :

5 Send or Mail to : IMACS Secretariat France Pinon Chaussée de Waterloo, Rhode Saint Genèse BELGIUM frpinon@ulb.ac.be