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Fourth Circular (also available as a Word document)

Dear Colleague:

The 13th meeting of the International TOVS Working Group is now less than 2 weeks away. This Circular provides some final details you may need for your planning.

1. Conference Information
There is a great deal of information on the conference at the ITWG web page, http://cimss.ssec.wisc.edu/itwg/index.html , including

• Registration information
• 2nd, 3rd, and 4th (this) Circulars
• Conference Program Agenda
• Abstract Summary
• Information about hotel and the St. Adele vicinity

2. Arrival in Montreal on Oct 28th
Upon arrival, you can obtain Canadian currency at the airport, near the door to the taxis. If you are taking the bus to the Conference site, be aware that this bus will depart from the Meteorological Service of Canada (MSC) building. It is NOT departing from the airport or stopping by the airport. You must take a taxi or limo to the MSC building (2121 Trans-Canada Highway (near Des-Sources Boulevard)). The taxi should cost about $15 CAN + $2 tip. This taxi ride takes about 15 minutes. Taxis typically do not accept credit cards, but limousines do (higher cost for a limo ride: ~$25). If you are in a larger group, a limo may be the better deal, but negotiate a price before you accept a ride.

In case of problems, you can call MSC's secretariat at 514-421-7240. Participants will be welcomed at MSC in the presentation room next to the main entrance. A guard is at the reception area at all times. Please identify yourself as participant of the ITSC-13 / Sainte-Adele conference.

From MSC the bus departures to the conference site will be at approximately 17h00 (5 pm local time) and 20h00 (8 pm local time). If you have signed up for the bus and are not able to make it, please advise MSC at 514-421-4750 or 514-421-7240.

3. Registration
Those persons who have not yet registered for the conference, please do so now. We need to provide final numbers to the hotel. Several people are registered at the conference hotel but have not registered for the conference with MSC.

Please download the registration form from the ITWG web site (http://cimss.ssec.wisc.edu/itwg/itsc/itsc13/register3.doc) and send it completed to:
Maryse.Ferland@ec.gc.ca or by fax at +1-514-421-4644.

If difficulties arise with registration, just send an email and mention your time of arrival, need for transportation, name and institution to appear on name tag. It is possible, although not ideal, to pay registration on the conference site when you arrive. The latest date to withdraw from the conference and get a reimbursement of your registration fee is October 23rd .

4. Hotel and Conference Logistical Information
There is an ATM machine available at the conference site.

Breakfast is provided every day, and lunches each day except Saturday and Sunday. Your conference badge will be your official breakfast and lunch pass to the dining room. There are vegetarian options available for all meals.

For the Monday banquet, you will make your meal choice at registration, either chicken (stuffed medallions) or roast beef or vegetarian option. Banquet tickets for spouses can be purchased at the cost of $40 CAN. If you desire vegetarian dishes, please mention this fact upon arrival at the registration desk.

You will get 2 drink (beverage) tickets in your conference materials. These can be used during any of the 3 social events in the Cocorico dining room. You can also purchase beverages with cash.

5. Social program
There will be an Ice Breaker on the 1st evening, October 29th where drinks and food will be served.

A Group Dinner will be held on Friday October 31st, with a short presentation honoring Dave Wark after dinner.

The Group Banquet will be held on Monday Nov 3rd. All 3 of these activities are provided for by your registration fee and by financial contributions from our sponsors.

In addition to Working Group meetings, other weekend activities are dependent on the weather. Be sure to bring some warm clothes and rain gear for outdoor activities. A likely activity will be an excursion to Mount Tremblant (one hour ride). This is a vacation resort with shops and restaurants in a great environment (pedestrian village). You can take a cable car to the top of the mountain, rent bikes, walk in trails etc. Weather permitting we will try to organize transportation for that activity. Other activities near or right at the Chantecler hotel include horse riding, exercise room, sauna, golf, mountain trails, biking. You will discover many good restaurants by Round Lake within 900 meters from the hotel (French, Italian, Steak House, Chinese, Quebecois).

6. Departure Information
For those departing by bus on 4 November, the bus is scheduled to leave the conference site at 13h30 (1:30 pm local time), following lunch. Those not going to the airport, but rather to a metro station or perhaps a hotel near the airport should indicate this on a sign-up sheet posted near or inside the conference room. More details on this will be provided at the conference.

7. Conference Abstracts, Presentations and Papers

7.1 Abstracts
The conference presentation abstracts are now available on the ITWG Web site at http://cimss.ssec.wisc.edu/itwg/itsc/index.html. They are collected in a .pdf (Adobe Acrobat) format in double columns for easier printing. If you want a hard copy at the conference, please print it beforehand and bring it with you.

7.2 Oral Presentations
In order to prepare for the oral presentations, we are asking that you send them to us via FTP before the conference starts. We have about 90 presentations that we need to pre-load onto the conference computer. Please note, you will NOT be able to use your laptop computer for your presentation; all presentations must be loaded on the conference computer. This is done to avoid technical difficulties, save time, and keep to the conference schedule.

We request that you provide your presentation to our FTP site in advance of the conference. If this is not possible, please bring an electronic version to the conference on CD-ROM, USB stick, CF-II, or 3.5 inch floppy disk. We would especially encourage those presenting on the first day of the conference to FTP their presentation to us. See below for more details.

To FTP us your oral presentation
Send as a PowerPoint (.ppt) or Acrobat (.pdf) file to our FTP site no later than Thursday 23 October 2003:
FTP to .. ftp.ssec.wisc.edu
logon anonymous
password is .. your email address
cd to .. itsc13
bin (for binary transfer)
put yourfilename
Then, please send an email to leanne.avila@ssec.wisc.edu and tell her you have sent your presentation via FTP.

If you FTP your file to us, we still advise you to bring your presentation on CD-ROM, USB stick, CF-II, or 3.5 inch floppy disk as a backup. When you arrive, check the list of received presentations at the registration desk to see if your name is on the list. If your name is not on the list, please contact a conference organizer so that we can upload your backup version to the conference computer.

Bringing your presentation to the conference
If you do not ftp your file to us by Thursday, 23 October, you must bring your presentation to the conference on CD-ROM, USB stick, CF-II, or 3.5 inch floppy disk. If you have your presentation ready when you check in Tuesday evening, we will gladly accept presentations at that time. In addition, each morning, we will load the day’s presentations onto the computer starting at 8am (before the first session of each day). Please come to the conference room with your electronic presentation file at 8am so that we may add it to the computer. We will gladly take presentations early if your presentation is ready a day or two before your talk.

Please remember you will not be able to use your own laptop to give your presentation. We appreciate your cooperation in helping to keep the conference running smoothly.

A final note, for those using transparencies for their presentations, there will be an overhead projector available.

7.3 Posters
There will be space for posters that are either 1.2 ´ 1.2 meters or 1.2 x 2.4 meters. There will be 2 poster sessions, as indicated in the program, but all posters can be kept up throughout the conference; posters will be adhered to boards using pins. Please bear in mind that if you can make a PowerPoint (.ppt) or Acrobat (.pdf) file of your poster then we would like to include it on the ITWG web site. You can provide this file to us at the conference or after the conference via ftp. We plan to include posters on the ITWG web site after the conference. We can convert your PowerPoint poster to a .pdf. We will post only .pdf files on the web site so they cannot be altered.

7.4 Conference Papers
Please follow the format provided below for the conference papers which will appear in the Conference Proceedings. Please bring your conference paper to the meeting on a CD or USB storage device or ftp it to us shortly after the conference. We will announce a deadline during the conference when the papers must be submitted by. We intend to provide an on-line version of the proceedings as soon as possible after the conference so we would appreciate a quick submission of all papers. We will convert MS Word documents to .pdf and post only .pdf files on the web site.

Yours sincerely,
Tom Achtor and Roger Saunders

ITWG Co-Chairs

ITSC-13 Local Organizer
Louis Garand
Data Assimilation and Satellite Meteorology Division
2121 Trans-Canada Highway
Dorval P.Q.
CANADA H9P 1J3
Phone: +001 514-421-4749 Fax: +001 514-421-2106
Email: Louis.Garand@ec.gc.ca

Instructions on format of ITSC-13 papers (also available in Word format)

• Paper page size: A4 (297 mm x 210 mm).
• Margins: all (L, R, top, bottom) 2.5 cm or greater
• Type face for text: preferably Times New Roman or similar. For headings, please use Arial or Helvetica—see below.
• Body text font size: 11 point preferred.
• Number of pages: four to eight pages, including all text, figures and tables.
• Text line spacing: about 1.2 preferred.
• Page numbering? No! (In the event that you send us hard copy, please don’t number any pages on the front; rather, write in light blue pencil on the reverse side: e.g. Larkin & Wilson, page 1 of 4, Larkin & Wilson, page 2 of 4, and so on.)
• Numbering of sections? No—please use section headings instead.
• Title of paper:
  
  Title Should Be Bold, Centred, Upper and
  Lower Case, 14 Point Helvetica or Arial
  
   
• Author(s):
  
  Author(s), 12 point, bold, upper and lower case centred Helvetica or Arial
  
   
• Author affiliation(s):

  Affiliation(s) in Helvetica or Arial italics, upper and lower case, no bold, centred,
  12 point (use full name of organisation,
  city, state/province and country)

• Section headings (Abstract, Introduction, Results, References, etc.):
  
  Section headings are bold, upper and lower case, 12 point, flush left Helvetica or Arial
   
• Figures: embed these at the most appropriate location within the body of the text if at all possible. Captions, in 11 point Helvetica or Arial type, should be placed underneath the figure and read Fig. n: <descriptive figure caption>.
• Tables: Embed any tables at the most appropriate location within the body of the text, similar to figures. Use 9 point for the body of the table and 11 point (Helvetica or Arial) for the Table title; this should be set above the Table and read: Table m: <descriptive table caption>.
• Citation style: when citing other work within the body of the paper, use, e.g. (Smith and Jones 1996) or Wilson (1985). If there are three or more authors of a paper, use, e.g. Johnson et al. (1977) or (Johnson et al. 1977) as appropriate.
• Reference list: Arrange as follows, using hanging indents by about 1.27 cm:
  References
  Abramson, D.L., Jones, M.D. and O’Flaherty, F.X. 1995. Observations and meso-modelling
  
  of condensation nuclei distribution. Aust. Meteor. Mag., 56, 123-144.
  
  Gary, M.N. and Smith, S.N. 1977. Ozone and hydroxyl radical inter-comparison measurements.
  
  J. Phys. Res., 123, 1124-45.