Calling all students, graduate students and young professionals: Submit your abstract to be a presenter at ACE20!

Abstract submissions are due 4:00 p.m. (MDT) on Thursday, October 10, 2019.



If you have any questions or concerns, please contact Education Services.


  • Advanced Water Treatment & Technologies
  • Asset Management, Renewal and Replacement
  • Conservation, Water Use Efficiency, and Water Loss
  • Design, Construction, and Delivery
  • Distribution, Plant Operations, and Maintenance
  • Finances, Affordability, and Rate Setting
  • Emerging Topics, New Technologies
  • Research
  • Regulatory & Legislative
  • Source Water Protection
  • Small Systems Issues
  • Smart Water, IT, Data Science, I & C, Automation
  • Stakeholder Engagement and Consumer Outreach
  • Stormwater Management
  • Water Quality and Treatment
  • Water Resources and Planning, Climate Impacts
  • Water Reuse Issues
  • Wastewater Collection, Treatment, Resource Recovery
  • University Forum
  • Utility Planning and Management
  • Utility Risk and Resilience, and Cybersecurity
  • Young Professionals

All submissions must comply with the following guidelines. Failure to observe these requirements may result in submission errors or rejection of the abstract during the review process.

  1. Complete your submission by the deadline
    Abstracts received after the deadline will not be considered. Submit early to avoid heavy traffic at the deadline.
  2. Do not submit an abstract on behalf of anyone other than yourself.
  3. No duplicate abstracts
    Abstracts with the same title and/or content submitted under different categories will not be permitted.
  4. Provide all required information
    The online submission form will be processed successfully only when data is provided in all fields marked “Required!”
  5. Comply with the abstract size limitation
    Abstract text may be no longer than 3,000 characters (including spaces and punctuation).
  6. Omit graphics, attachments, or other additional information
    Abstract submissions are limited to text only. The online submission form will accept only text in the Abstract field, and other submissions must comply with this requirement as well. No graphics, attachments or addenda will be considered.
  7. Student Qualification
    An individual enrolled in at least nine (9) credit hours or the number of hours required by the institution for full-time status at an accredited educational institution. Proof of enrollment may be required upon application and each renewal.
  8. Review submission confirmation messages
    A confirmation email will be sent out after the abstract is successfully submitted. If you have questions or problems with your submission, note the information in these messages and contact Education Servicesor call 303.347.6181 for assistance.
  9. The conference planning committee will select submitted abstracts for oral presentations, poster sessions, workshops and special topic sessions

Special Topic Sessions:

Special Topics Sessions are submitted by a facilitator. The facilitator organizes and plans the topic(s) and agenda for the session. These sessions can range from 1.5 hours up to 3 hours long.

As the facilitator, you are required to obtain and submit presentation length, presentation titles and presenter names during the submission process. If your Special Topic Session is accepted, each presenter will received an accepted notification. Please make sure to notify them prior to submitting them to present.

Pre-Conference Workshops (PCW):

Pre-Conference Workshops (PCW) are an additional cost to the attendee and submitted by a facilitator. The facilitator organizes the presenters, plants the topic(s) and outlines the agenda during the submission process. PCWs can be a half-day or a full-day. As the facilitator, please select which option you feel will works best for the pre-conference workshop. It is up to the planning committee to accept, decline or modify the submission.

As the facilitator you are required to outline presentation lengths, presentation title, presenter names during the submission process. If you PCW is accepted each presenter will receive an accepted notification. Please make sure you notify them prior to submitting them to present.

PCW Facilitators are required to provide materials for the electronic attendee notebook. These materials are due 3-4 weeks prior to the PCW date. These can consist of all the presenter biographies, presentations, articles, worksheets, etc. Note: PCW attendee notebook materials are not include in the conference proceedings.

For uniformity, the scale will be from 1 to 5 with the best abstracts rated 5. A rough guideline as to what constitutes a particular score is:

– A must-see for everyone and is a valuable abstract/presentation even for those that do not work in the particular area of study.
4 – A must-see for those that work in the same area.
3 – An average abstract/presentation that would hold the interest of those who work in the same area.
2 – A marginal abstract/presentation that would maintain the attention of only those that have vested interest in the particular work.
1 – A poorly constructed abstract/presentation that no one will want to see.

Rating considerations

Below are the detailed guidelines provided to those volunteers reviewing abstracts. Consideration is given to originality, work status, technical content, benefits and significance, and abstract quality.

QUALITY OF ABSTRACT
  • What was the quality of work (good project design, appropriate applications, etc.)?
  • Does it fit with the conference theme (refer to the last page for the call-for-abstracts)?
  • The adequacy of an abstract is considered indicative of the quality of the final paper or poster and of the presentation at the conference.
ORIGINALITY OF WORK
  • Is it a hot topic? Does it present new information? If not, was it presented in at a previous conference (okay but not great) or at a forum that would attract a different audience (minor)? The worst case is a literature review (no data).
  • Consider that the paper should deal with new concepts or novel applications of established concepts. It may describe substantial improvements of existing theories or present new data in support of extension of these theories. Comparative/supportive data should be included.
USEFULNESS OF WORK
  • Actual benefits and widespread applications should be reported. Is this an unusual case or typical of general applications?
  • Is the work useful to the water industry? Does it conclude anything new that otherwise would be ignored?
  • Consider if the abstract demonstrates concrete results with practical applications.
PRESENTATION
  • Is it a sales pitch with no co-author who could speak to real-life pros/cons on the practical application of the technology/process/method (large negative impact)?
  • Is there a local connection to the conference site (positive impact)?
  • Is the presenter a dynamic speaker? Or a poor speaker?

Thank you for participating in an AWWA conference! You join thousands of other AWWA members and water professionals by donating your time and energy to the cause of protecting public health through education and knowledge creation.

BEFORE THE CONFERENCE

Access the conference Speaker Portal

  • Confirm your participation
  • Upload professional headshot
  • Add professional biography
  • Upload presentation materials
  • Sign electronic Creative Commons For or Complete the AWWA Creative Commons Form (PDF) by the deadline indicated on your acceptance notification.
  • Register for the conference
  • Please bring a copy of your presentation along with you to the conference as a backup on a USB drive.

Notify staff if you have any special presentation requirements. Such as: internet for streaming videos, laptop sound, microphone other than the podium microphone, etc.

AWWA utilizes a system called Presentation Management. You will receive an email with access information to upload your presentation

CHECKING-IN AT THE CONFERENCE

When you arrive at the conference site, please go directly to the Registration Desk. The knowledgeable staff can provide you with the following services:

  • Logbook Check-In (Mandatory for all presenters)
  • On-Site registration
  • Speaker ribbons
  • Directions to Presenter Ready Room (if applicable)
  • ALL Presenters Must Check-In at the Presenter Ready Room.
  • Arrive at the session room 30 minutes before the start of the session to check in with the session moderator.
  • Introduce yourself to the moderator

 

DURING THE SESSION

  • After the moderator introduces you, position yourself at the podium and begin your presentation. A laser pointer/slide advancer will be at the podium for you to use during your presentation.
  • In accordance with AWWA policy, we require that you refrain from overt to extensive commercialism during your presentation. Your company logo may only be on the first and last slide of your audio/visual presentation.
  • It is also requested that presenters conduct themselves in a professional manner when referring to other persons, companies or organizations in any part of their presentations.
  • Please define meanings of acronyms such as AWWA, EPA, SDWA, , in your oral presentation as well as your visuals for the benefit of all attendees.

Each presentation is 22-25 minutes in length (unless otherwise noted) with an additional 5-8 minutes for questions from the audience. The moderator will indicate to you how much time you have left with 5-minute and 2-minute warning cards. They will then indicate your time is up with a red card. Proceed with questions from the audience. When you have concluded, remove the microphone and return to your seat.

A poster presentation is a bulletin board organized so research data, plans or case studies stand for themselves. It is a technical paper displayed graphically, giving the reader research objectives, experimental methods, materials, results and conclusions. The author(s) provides the discussion. Posters optimize one-to-one communication and provide the opportunity for discussing topics of mutual interest.

BEFORE THE CONFERENCE

Access the conference Speaker Portal

  • Confirm your participation
  • Upload professional headshot
  • Add professional biography
  • Upload PDF version of Poster for the conference proceedings
  • Sign electronic Creative Commons form or Complete the AWWA Creative Commons Form (PDF) by the deadline indicated on your acceptance notification.
  • Register for the conference

TECHNICAL DETAILS

Title banner – A title banner should be 4 foot long and high enough to contain the title of the poster, author(s) and employer(s).

  • All Poster Boards are approximately 4 ft high by 8 ft (96 inches) wide, covered in cloth which can be either blue/gray or brown in color, depending on what is available at the convention center or hotel.
  • Poster Units- Each piece of paper, graph, photograph, etc., on the poster board is defined as a poster unit. Your audience must be able to see your material from a distance of 6 ft.
  • The following rules govern design of Poster Units:
    • The minimum size unit should be 8 1/2 x 11 in. Larger sizes may be used, but consistency is encouraged.
    • Lettering should be a minimum of 0.4 in. Please print; do not use cursive.
    • Graphs and figures should be drawn with a minimum width of 1 mm.
    • Use photos that are 4 x 6 in. or larger.

To aid the reader, a clearly and concisely stated objective section is necessary. This can be followed by an experimental section. The results should be the major portion of the poster with the conclusions, stated briefly following the results.

ORGANIZATION

A poster should be able to extract the essence of your work by viewing the poster during the period when it is unattended. This goal may be achieved by the use of one or more of the following:

  • Organize the poster units in an orderly fashion for a logical flow top to bottom or left to right.
  • Number the units in the order you want them viewed or use connecting lines to guide the reader.
  • Block and subtitle the parts of your poster as you would a paper.
  • Lay out your poster before coming to the conference and have it critiqued by a colleague.
  • Have handouts, supplementary texts or abstracts available.

PRESENTER CONTACT INFORMATION

  • As a moderator, we recommend that you reach out to each presenter prior to the conference to see if they have any questions and/or needs prior to arriving on-site.
  • Moderators can download agendas and presenter information (contact information and bios) through the Speaker Portal by selecting the Moderator Report.

BEFORE SESSION STARTS

  • Arrive at your session room at least 30 minutes before the start of the session.
  • A room monitor (look for green ribbon on badge) will be assigned to the session to assist you (see Monitor Responsibilities) and will bring you the session materials.
  • Presenters will check in with you 30 minutes before their presentation.
  • Instruct the presenters where to sit at the head table, if one is available or in the front row.
  • Encourage attendees to sit in the front of the room or fill in the seating.
  • Read the session announcements.

DURING THE SESSION

  • Start the session on time. Do not change the order of the presentation or the times. If a cancellation or no show occurs, promote discussion, or as a last resort, declare a break.
  • Introduce yourself and committee affiliation.
  • Introduce each presenter before their presentation using the presenter biographies provided.
  • Presentations are 22-25 minutes long with 5-8 minutes for Q&A.
  • Repeat any questions asked by attendees, so all attendees can hear the question.

AFTER THE SESSION

  • At the end of the session, the room monitor will collect the materials from you and will return them to AWWA Staff.

IMPORTANT INFORMATION

  • AWWA will provide laptops for all sessions
  • AWWA recommends that you load all of the presentations onto one USB drive to avoid the steps of switching presenters.

When you arrive at the ACE conference site, please go directly to the Presenter Ready/Local Host Room. The Presenter Ready/Local Host Room provides conference participants with the following services:

  • Electronic Check-In (Mandatory for all presenters)
  • On-Site registration
  • A place for you to prepare for your presentation
  • Projector for use with laptops
  • Access to Presenter Management to upload or update your presentation
  • Speaker Ribbons
  • Room Monitor session bags
  • Knowledgeable staff who will answer questions and assist you in any way they can
  • Refreshments

Download checklist (PDF) for Annual Conference

How to submit your presentation and/or manuscript

Presentations must be submitted in PowerPoint, Word or PDF format

Please note: Having speaker notes in your PowerPoint and leaving your presentation in “speak” mode will cause speaker notes to appear in the conference proceedings. We recommend you provide AWWA with a PDF file of your work specifically for the conference proceedings

You will be sent a link to the ACE Presenter Management website about 60 days before the conference. Once you’ve been sent the link:

  1. Log-in to the Presentation Management website by entering your email address.
    (The first time you log-in you will prompted to create a password.)
  2. Find your presentation(s) on the Personal Presentations tab. IMPORTANT: Please make sure you are uploading the correct PowerPoint file to the correct presentation.
  3. Click the “add/remove files” link under the presentation you would like to upload a file to.
  4. After you click the “upload presentation files” link, a pop-up window will open.
  5. Click the “Browse” button to find and select your presentation file(s).
  6. Once you open the file(s), it/they will appear in the list box.
  7. Finally, click the “Upload” button.
  8. Once you have successfully uploaded the file(s), select the “Cancel/Close” button to return to the main screen.
  9. You should receive a confirmation email alerting you that your file(s) have uploaded successfully.
  10. Repeat the upload process for each presentation for which you are speaking.

If you have any problems or questions, please email Education Services.

Presentations at the conference will be made available by AWWA in the conference proceedings. Access to the proceedings will be made through a URL link that will be emailed out to all qualifying recipients. Presenters whose manuscript and/or PowerPoint are submitted and appear on the conference proceedings will receive a complimentary copy.

To be included, you must submit what you would like published through the AWWA Presentation Management System by the submission deadline date.

FORMAT

Manuscripts and PowerPoints submitted for the proceedings are not edited and will appear exactly as submitted. Therefore, it is important that you adhere to the following guidelines:

  • Do not make a title page.
  • Begin the manuscript by centering the tile of the paper, author’s name, title, company name and city.
  • The company should be that of the author’s affiliation at the time the manuscript is submitted.
  • Work performed under previous auspices should be stated in the acknowledgement. If the manuscript is co-authored, double space between each name.
  • Manuscripts must be single-spaced with double spaces between paragraphs.
  • There are no specific margins required.
  • Please number each page of the manuscript. Numbering pages will help in citing the paper and page number in future references.

Please note: Having speaker notes in your PowerPoint and leaving your presentation in “speak” mode will cause speaker notes to appear in the conference proceedings.

We recommend you provide AWWA with a PDF file of your work specifically for the conference proceedings.

COPYRIGHTED MATERIAL

If you include photos, art or video clips in your presentation and you are not the owner of these pieces, you MUST acquire proper Copyright Release Permission from the owner and clearly indicate that copyright credit line just below the photo, art or video clip.

ANIMATION

If your presentation contains animation(s), your on-site presentation will work fine; however, when the presentation is converted to PDF format for the proceedings, it will lose the animation. You are encouraged to submit two versions through the presentation management system – one version with animation for your on-site presentation, and another version without animation for inclusion on the conference proceedings. Please indicate the difference within your file name.

FONT AND TYPE SIZE – MANUSCRIPT ONLY

Preferable fonts to be used are Arial, Times New Roman or Helvetica. Please keep the type size to either 11 or 12 point.

SUBMISSION FILE

If at all possible, please submit your file as one unlocked PDF. If your submission contains a Word document AND a PowerPoint presentation, combine the two files into one PDF and have the Word document appear first in the PDF, followed by the PowerPoint.

VIDEOS

If you include a video clip in your presentation, clearly indicate where in your document you would like the link to be accessed. Placing the link reference in RED would be helpful. The video clip should not exceed 10 MB.

TEXT

  • If writing an actual manuscript, begin your manuscript with a brief statement.
  • Text should be written in the third person: “The author believes…”
  • Because the proceedings are read internationally, do not refer to “our country” or “our solutions”; specify U.S., Canada, etc.
  • After completing the text, other sections, if applicable, should appear in the following order: a. Appendix (avoid, if possible), B. Acknowledgement, C. References (appearing in the order they are written in the text; if a reference is used more than once, it should carry the same number throughout).
  • Additional options for submission for the conference proceedings are PowerPoint slides or an extended abstract.
  • All figures, tables, and graphics, etc., should be embedded within the text in which they are referred to (not linked).

SUBMISSION

Please check the final submission to be sure all pages, figures and tables that should be included in the submission are in fact there. No changes will be accepted after the submission deadline.