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10.4 AUTHOR'S KITS

In the past ICASSPs have contracted for the publisher to be responsible for preparing, printing, and mailing the Author Kits. Since ICASSPs have gone to actual-size submission rather than using larger-than-life mats, it is no longer necessary to use a publisher. ICASSP Committees have found that it is simpler, cheaper, and eliminates infuriating delays of mysterious origin (usually between the publisher and the mailing service) to use their own favorite text-formatting program to produce the Author Kits. The text for the ICASSP Presentation Guidelines can be obtained electronically from the SP Executive Officer. University or commercial copying services can quickly print the necessary number of kits. In the interests of greater efficiency and to eliminate delays, it is suggested that the Author Kits be included with the acceptance letter sent to the authors of accepted submissions.

To get the Author's Kits out, the Publications Chairperson begins by forwarding the cover letter from the Technical Program Chairperson, an IEEE copyright form (available from Conference Services), and the ICASSP Presentation Guidelines given in Appendix A (or a substitute approved by the Conference Board). Include as much information about the conference as possible, because the authors are a large portion of the ICASSP attendees. The `publisher' (or whoever has volunteered for or been assigned to this task) prepares page proofs of those documents plus the other materials that will go in the Author's Kits and sends them to the Publications and Technical Program Chairpersons for review. The Technical Program Chairperson should prepare a set of mailing labels for the Author's Kits. The Publications Chairperson forwards it to the publisher (or printer/mailer), who prints and promptly mails out the approved Author Kit to the principal author of each paper.

The Author's Kit should include:

1.
The Technical Chairpersons letter specifying the final paper submission deadline, whether the session is a poster or lecture session, the release date (to avoid patent problems), and a list of enclosures.
2.
A separate letter of ``invitation'' appropriate for use in obtaining visas.
3.
An IEEE copyright form. Fill in the copyright date and the publication title.
4.
A registration form and other information about ICASSP.
5.
Instructions for preparing and submitting the final paper.
6.
A copy of the ICASSP Presentation Guidelines including the example presentations and an updated list of the standard audio and visual equipment formats.

The Author's Kit mailing should serve as a warm up for the tasks to come. Be sure to arrange for some authors in various parts of the world to contact you when they receive their kits. This way you can track the performance of the Post Office and the printer. Insist on receiving copies of the dated Post Office receipts.

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