These samples cover the major points. Please adapt them to suit your style and circumstances, being sure to use the correct dates for your ICASSP.
Letter to Author of an Accepted Paper
October xx, 19xx
Dr. H. Q. Author
etc.
Dear Dr. Author:
I am happy to inform you that your paper, entitled ``Your Paper,'' has been accepted for presentation at ICASSP-85, which will be held in Tampa, Florida, April 1-4, 1985. The preliminary session title is ``Your Session.'' Please note that this is a poster/lecture session.
Enclosed is a formal letter of invitation, a registration form, and an Author's Kit, You should soon receive a letter from your session chairperson. Please note that your camera-ready paper is due to the publisher by December 31, 1994, and may not exceed four pages. Since ICASSP proceedings are mailed out in advance of ICASSP, the release date for copyright and patent purposes for all submissions is March 1, 1984.
Your Author's kit contains presentation instructions and standards, please follow the instructions for your type of session, poster or lecture. The standards are designed to help make all ICASSP presentations effective. It is particularly important to have your audio and visual aids (posters, view-graphs, slides, and video tapes) conform to the standards if you would like the audience to be able to see what you wrote or hear what you intended to play.
I look forward to seeing you at ICASSP.
Sincerely,
Joan Chairperson
Technical Program Chairperson
Letter to Author of a Rejected Paper
October xx, 19xx
Dr. H. Q. Author etc.
Dear Dr. Author:
Your proposal for an ICASSP-85 paper, entitled ``Your Paper,'' has been reviewed by the appropriate SP Technical Committee, along with many other fine papers.
I regret to inform you that we cannot accommodate your paper at
ICASSP-85. However, I want to thank you for your interest, and hope
that you will submit papers to future ICASSPs.
Sincerely,
John Chairperson
Technical Program Chairperson
Letter to a Prospective Session Chairperson
October xx, 19xx
Dr. H. Q. Author etc.
Dear Dr. Session:
Your name has been suggested to me to chair a poster/lecture session, entitled ``Your Session,'' at ICASSP-85, which will be held in Tampa, Florida, April 1-4, 1985. This is a position that involves significant work, both before and during ICASSP.
I hope you will be able to accept this position. For your convenience, I have enclosed a form that you should complete and return to me as soon as possible.
If you are able to accept, I will send you a packet of instructions
and a list of the papers in your session.
Sincerely,
John Chairperson
Technical Program Chairperson
Enclosure
Letter to an actual Session Chairperson
November xx, 19xx
Dr. H. Q. Author etc.
Dear Dr. Session:
Thank you very much for agreeing to serve as chairperson of the following poster/lecture session at ICASSP-85 in Tampa, Florida:
SESSION 3: NARROWBAND AND LOW-RATE SPEECH CODING 9:00 A.M to 12:30 P.M., Monday April 1, 1985
I have enclosed a list of the papers in your session as well as the ``instruction packet for session chairpersons'' from the ICASSP manual.
Please note that you will need to write the authors in your session promptly; the packet includes a sample letter. Be sure to include the session title, date, time, and whether the session is a lecture or poster session. Among other things, your letter will serve as a double-check to make sure that your authors have received and noticed their Author's Kits, and that they understand that the session is a poster/lecture session.
Don't forget to check that all your authors visual aids meet the presentation standards, and whether they need any of the standard video tape players available. Your session will be much more effective if the audience can read the visual aids easily and/or if the authors can play their video tapes. Authors may not pay attention to the audio visual-aid standards unless you remind them. They often do not realize how large their slides, view-graphs, and posters must be in order to be visible in the large ICASSP presentation rooms.
Closer to ICASSP, if you learn of any special audio-visual needs, or if any video tape players are needed, please telephone that information to Dr. Overhead Projector at (xxx) xxx-xxxxx. If Dr. Projector does not hear from you by March 10, 1985, the conference committee will assume that the standard visual equipment listed in the ``ICASSP Presentation Guidelines'' hand-out is sufficient, and that no video tapes players are needed.
Please keep me informed of any problems you encounter or anticipate, and let me know if any paper is withdrawn.
Once again, thank you for your help.
Sincerely,
Joan Chairperson
Technical Program Chairperson
Enclosures