B. General Information for Contributed Papers

Please alert your speakers to the Handbook for Speakers.

1. General Papers

Members are cordially invited to present papers at the poster sessions. Abstracts should be submitted as instructed in #3 below, C&E News or the ACS Meetings web page, http://www.acs.org/meetings. The deadline, as published in C&E News and in the Divison's newsletter and using the OASys web site, must be observed to allow the ACS to compile the program and to print and to circulate the abstracts.

2. Classification By Subject Area

Authors are asked to please list the area with which they prefer to see their poster papers classified. Or, they can list a specific topical symposium that is part of the program.

Molecular Dynamics	Spectroscopy, Clusters, Beams
Kinetics, Environmental	Theory, Structure
Materials, Macromolecules	Interfaces
Thermodynamics, Condensed Materials	Biophysical

3. Submission of Abstracts

Abstracts must be submitted via the ACS OASys system by the deadline date. Instructions are given in C & E News and at http://oasys.acs.org/oasys.htm. The abstract should arouse interest in the paper and do it justice. Succinctly state the purpose of the paper and mention important results and conclusions.

4. Information and Rules Applying to All Contributed Poster Papers

• No paper will be accepted unless an author expects to be present.
• ACS Bylaws 3(a) require that "papers by American Chemists or chemical engineers not members of the Society shall not appear on the program unless they be joint with one or more Society members."
• Prospective poster presenters who also submit papers to other Divisions should inform the Chairman-Elect as to the Division, titles of papers and co-authors by the deadline date.
• Each poster paper will have a poster board measuring 4'x8'.
• All illustrations, charts, and textual material to be posted must be prepared in advance since materials for these purposes will not be available at the meeting.
• Posters should be mounted prior to the opening of the session and left in place until the close. Authors are encouraged to be present the entire session.
• There must be a heading (with lettering at least 1" height) giving the title of the papers, the author(s), their affiliation(s), and the number assigned to it in the program.
• Illustrative material will be read by attendees from a distance of 3' or more, so lettering on illustrations should be at least 3/8" high.
• There should be a logical sequence (introduction, development and conclusion) to the display and each sheet should be numbered.
• Mounting the sheets on colored construction paper and using other techniques for improving graphic impact will enhance the presentation's effectiveness. Ease of reading is far more important than artistic flair. Certain color combinations, for instance, may look beautiful but may be almost impossible to read, especially in the absence of optimum lighting.
• Do NOT mount illustrations on heavy stock, which is difficult to mount on the poster boards.
• Each author is responsible for mounting his or her material at least 1/2 hour prior to the opening of the assigned poster session and removing it within 1/2 hour after the close of the session. ACS cannot assume any responsibility for materials beyond those time limits.
• Do provide sign-up sheets to record names and addresses of attendees who wish more information.
• Do bring duplicates of data and conclusions. Duplicating facilities are unavailable through ACS.
• ACS provides a modest supply of pushpins, masking tape and felt-tipped pens but it is wise to bring your own. Upon advance request, ACS will arrange for blackboards to be available in the room.
• Admission to poster sessions will be by ACS meeting badge only.
• A poster paper submitted to the Program Chair (before the deadline) for presentation at a national meeting should be considered accepted unless the author is specifically notified to the contrary by the Division of Physical Chemistry Program Chairman.

Each symposium will contain a certain number of half-day sessions. Please coordinate your decision on the number of sessions with your Program Chair. Invited speakers are generally given 40 minutes and contributed talks 20 minutes. Typical session follow the given schedules.

There are ACS rules on "even-programming," meaning that we cannot "bunch" sessions, and that we (as a Division) have to try to utilize all days (generally Sunday - Thursday) of the ACS meeting for our symposia. This means that the actual assignment of days on which our symposia will be held will depend not only on the individual symposium, but also on all the symposia in the Division. Your Program Chair will work with you on the application and compliance of these rules.

A. Session Chairs

Once you have determined how many sessions you will be organizing, you will need to select a chairperson for each session (you - and/or your co-organizer - will likely want to chair one or more of the sessions yourself). The Session Chairperson plays a crucial role in the continuity and ultimate quality of your program. ACS will provide information to your Session Chairs approximately two to three weeks prior to the meeting. We list the primary duties below to provide you (and you Session Chairs) with advanced information for planning purposes.

B. Submitting Program Information to the Program Chair

To assist the Program Chair in combining your program with the others in the Division, please provide him or her with as much information and organization as possible.

The final assignments of schedules and location of your programming are made by the ACS headquarters personnel. Although we can make requests and recommendation, we cannot guarantee arrangements until they are published in C & E News (six to eight weeks prior to the meeting).

Abstract must be submitted to the ACS by the due date, which are usually about four months prior to the meeting. Abstracts are submitted electronically via the World Wide Web directly to the ACS. See the ACS web site, http://oasys.acs.org/oasys.htm, for more information.

A. Submission of Abstracts

Important notes for all contributed papers for presentation at the national meetings, in either the topical symposia or the general session, are:

Abstract requirements: Abstracts must be submitted via the web by the deadline date. The submission system is turned off after the deadline. See the ACS web site, http://oasys.acs.org/oasys.htm, for more information.

Request for oral presentation: Authors, who send their contribution to the program but wish their abstracts to be considered for possible oral presentation in a topical symposium, must indicate this on the electronic form and submit the abstract in the symposium in which oral presentation is desired. They should also get their abstract in one week prior to the deadline.

NOTE: Paper abstracts are strongly discouraged.

B. Instructions for Symposium Organizers

http://www.acs.org/meetings/abstract/guidelines.html

Guidelines for all Program Officials

• ACS will continue to accept hardcopy abstracts, provided that all deadlines are followed. It is not possible to accept any portion of an abstract by fax or email. All hardcopy abstracts must be received on the standard ACS abstract form.
• ACS reserves the right to edit abstracts for style and formatting. If you have questions about the way abstracts are processed at ACS, please contact Wanda Gordon by email w_Gordon@acs.org

Guidelines for Symposium Organizers

• You will receive a password to view and review abstracts submitted to your session. Please carefully control this password.
• You will have access to view and review abstracts until the date on which the program chair requests that the session be closed for further modification. You will have read-only access after this date. If you need to make changes after the session is closed to you, please contact the Program Chair. You will be notified by email of the date your access will be limited.
• You may forward hardcopy abstract you receive to ACS with the appropriate cover sheet, to be provided by ACS. You must send these papers by the designated deadline in order to ensure that the abstract are received before ACS publication deadlines.
• You will need to review (accept or reject) papers before you order them. You may order them in chronological order using a time or number.
• If you receive late papers (past the date by which the system is closed to you) you should notify your Program Chair immediately.
• You may enter a paper title and author information in order to schedule a paper, in the event the abstract content is not yet available to you.

Speakers Must Register

ALL SPEAKERS, INCLUDING INVITED SPEAKERS, ARE RESPONSIBLE FOR THEIR MEETING REGISTRATION FEES, UNLESS ORGANIZERS AGREE TO PAY THIS FROM THE SYMPOSIA ALLOCATION (see Section VII. A. 1)

There are many funding sources, as well as uses, for our National Meeting symposia. The Division will administer many of these funds for you via the Secretary-Treasurer. If you have any problems, questions, or special requests please contact the Secretary-Treasurer, and keep him/her informed of your funding situation. The current contact information is

Anne B. McCoy
Secretary-Treasurer
Department of Chemistry
The Ohio State University
Columbus, OH 43210
(614), 292-9694 fax (614) 292-1685
mccoy@chemistry.ohio-state.edu

A. Division Funds

The Physical Chemistry Division will make available $300 per each half-day session of a National Meeting Symposium. These funds are discretionary and are administered through the Secretary-Treasurer of the Division. He or she will need instructions form you on your intended use of these funds.

B. Sponsors

1. ACS Petroleum Research Fund

You are encouraged to apply for a PRF SE grant in support of your foreign speakers. The ACS Petroleum Research Fund will entertain, and typically fund, a small proposal ($3,600) for the support of invited speakers from abroad (not for industrial speakers). This proposal is very easy to write, and the PRF has a special program for it (Scientific Education, SE). Due to rigid timing rules, it is best to send your proposal in early. This can be used to cover flights, accommodations, etc., but cannot be used for registration fees.

Applications for research grants may be submitted throughout the year with no deadlines (although proposals should be received at least one month prior to a given PRF review meeting for consideration). Prospective applicants should call the PRF office for current information on dates of submission and consideration.

Note that you must provide information on the support provided by the Division, and you should make sure your budget is balanced. If you are requesting funds from other sources for your symposium, you should indicate this as well (even if the support is for US speakers).

a. Proposal Preparation

You can obtain an application by contacting the PRF as listed below, or by downloading an application Packet (PDF format):

The Petroleum Research Fund

American Chemical Society

1155 Sixteenth Street NW

Washington, DC 20036

(202) 872-4481, FAX (202) 872-6319

prfinfo@acs.org (Do not use for proposal submission)

http://www.acs.org/prf

PRF Advisory Board meets in February, May and October. The proposal must be to the PRF office at least one month prior to the meeting for consideration. The PRF advisory board expects to see a financial contribution from the sponsoring division. so you must include the division allocation ($300 per each half-day session) in your proposal's budget. The application should include a list of the names, full addresses and titles (or topics) of the talks of your foreign speakers, for whom travel support is requested. The subject of the symposium must be consistent with the PRF trust. If in doubt, you should consult with the PRF senior staff

Your electronic ACS PRF Scientific Education (SE) grant application must be signed by the Principal Investigator and by an officer (preferably the Secretary-Treasurer) of the Physical Chemistry Division. You will need to sign the proposal as "PI"/"Organizer", and the Secretary-Treasurer will sign for the "Sponsoring Organization".

The easiest way to receive the signature of the secretary-treasurer is to send the proposal that already contains your electronic signature (either MS word or PDF) to the Secretary-Treasurer and s/he will sign it and send it back to you so you can continue with the submission.

b. Forms Processing

Once your proposal has been approved, you will receive notification from PRF, along with a "Grant Administration and Payment Information - SE" form. This form tells the PRF to whom and when a check should be sent. You may complete this form and forward it to the Secretary-Treasurer or you may leave the information blank (except for the PRF number assigned to your grant), sign "for the organizing committee" and forward to the Secretary-Treasurer for completion and submission to the PRF. Following this submission, you will receive an agreement from the PRF.

Immediately after the meeting, you will be required to submit a brief narrative report. The instructions and forms for the narrative report will be sent to you with the PRF notification that payment has been made to the Division. The Division will complete the required financial reporting for you.

2. ACS Committee on Science

To support the goal of illuminating issues of Society-wide concern and interest, examine cross-disciplinary topics, augment information transfer, and educate members about timely scientific developments that extend the traditional boundaries of chemistry, the Committee on Science has available funds for active support of relevant programming by committees, divisions, secretariats, regional meeting organizers, local sections, and other ACS groups. Requests for funding are considered on a case-by-case basis. The Committee on Science normally provides successful applications with support of up to $2,000 per half-day symposium with a maximum of $4,000 for longer symposia, and purchases advertising in Chemical & Engineering News.

Requests should be no more than three pages. To submit a proposal for funding, Use the Microsoft Word form found at: http://chemistry.org/portal/Chemistry?PID=acsdisplay.html&DOC=committees%5CCommittee_on_Science_Form.doc complete the information requested on the form an mail to:

John C. Katz, Staff Liaison

Committee on Science

American Chemical Society

1155 Sixteenth Street, NW

Washington, DC 20036

Phone (202) 872-8070

Email: j_katz@acs.org

3. ACS Corporation Associates

The ACS Corporation Associates (CA) Grants for Industrial Programming at National Meetings is a program for division members that are planning to develop symposia for the upcoming ACS national meetings in. This grants program offers: Up to $2,000 for individual industrially oriented symposia. Up to $20,000 is available for each of the national meetings.

For more information about this grants program contact the ACS Office of Corporation Associates, 1155 Sixteenth Street, NW, Washington, DC 20036; phone (202)872-6101; fax (202)872-6098; or by electronic mail cs@acs.org. The Corporation Associates web site is located at http://chemistry.org/portal/Chemistry?PID=acsdisplay.html&DOC=industry%5Ccompanies.html.

a. Qualifications

To qualify for a grant, symposia should meet the following guidelines:

• Symposia should be at least one full day
• Fifty percent or more of the speakers should be industrial chemists.
• CA funds should be used to enhance the programming of the symposium, to
• train or develop skills, or to defray speakers' travel expenses, No monies will be granted for breaks, lunches, or receptions.
• Symposia should include papers relating to technology; ideally, they should
• address topics such as problem resolution. scale-up manufacturing, or technical marketing of products
• The chairperson (co-chairperson) and/or organizer (co-organizer) of the symposium should be from industry.
• CA should be acknowledged and recognized as a symposium sponsor.

b. Funding Process

• Symposium chairs will submit to the CA ad hoc Committee a completed application form and a detailed outline that provides the symposium title and explains how the guidelines will be met and how CA funds will be used. This application and outline must be delivered to the ACS Headquarters, Office of Corporation Associates, by the deadlines shown below.
• The CA ad hoc Committee will review the proposals prior to each national meeting and notify chairs of winning proposals that CA will commit, in principle, to support with funds being released after the symposium on receipt of a written letter report validating that the guidelines were met. Chairs of nonwinning proposals will be notified that their symposia will not be supported.
• Symposium chairs will submit a written letter report to the CA ad hoc Committee validating that the guidelines were met and including the total number of attendees and the number of industrial chemists. (This can be accomplished by counting the audience once during each half-day session and asking for a show of hands of industrial chemists.)
• Upon receipt of the report and validation that the guidelines were met, funding will be released.

c. Applications

The Grants for Industrial Programming application is available for download as either an Adobe Acrobat PDF file or a Microsoft Word document on the Corporation Associates website: http://chemistry.org/portal/Chemistry?PID=acsdisplay.html&DOC=industry%5Ccompanies.html.

To receive an application by mail or to submit an application please contact:

Vanessa L. Johnson-Evans

American Chemical Society

Office of Corporation Associates

1155 Sixteenth Street, NW

Washington, DC 20036

Phone: (202) 872-6101

Fax: (202) 872-6098

email: ca@acs.org

d. Deadlines

Proposals for symposia at the spring national meeting must be received in the ACS Office of Corporation Associates on or before December 1 for consideration.

Proposals for symposia at the fall national meeting must be received in the ACS Office of Corporation Associates on or before May 1 for consideration.

4. Department of Energy

The Department of Energy is another possible source of funding. Proposals should be prepared using the forms provided on the grants.gov website. Once the proposal is complete, send it to the secretary-treasurer and s/he will submit it on your behalf.

5. Other Sources

In the past, many organizers have solicited funds from other granting agencies and industrial sources. If you do find additional sponsors, funding should be sent to the Secretary-Treasurer and he or she should be given instruction on dispensation of the funds.

C. Co-Sponsorship with Other Division

Co-sponsored sessions and joint sessions with other divisions are often a very good idea. The difference between co-sponsored sessions and joint session is a financial one: both Divisions financially support joint sessions, whereas co-sponsored sessions are simple jointly listed.

D. Other "Fund-Raising" Activities

1. Books (http://pubs.acs.org/books/index.html)

You might consider preparing an ACS book publication from your symposium. Such books can not only serve to highlight the coherence of your topical area, but can also provide an income source to the Division, and back to your symposium. IF an ACS book is prepared, the Division will advance an additional $500 to your symposium allocation. Please let your Program Chair know if you are interested in this opportunity- ACS Books will usually contact you six months before the meeting about the possibility of doing a book based on your symposium. If you want to do a book with another publisher. you will need to seek them out yourself.

2. Short Courses

Although the Division of Physical Chemistry does not generally offer short courses, this is a possible source of funding, as well as a way to feature the new science that your symposium will present. Please contact your Program Chair if you would like to organize a short course as an adjunct to your technical program.

3. Physical Chemistry Student Poster Awards

The Physical Chemistry Division will continue its program of Student Poster Awards at the 225th National ACS meeting in New Orleans. Several awards with monetary prizes will be awarded for posters presented by students at the Physical Chemistry Poster Session on Wednesday evening of the meeting. To be eligible for the awards, the presenting author must be a graduate or undergraduate student at the time of the poster presentation. Poster presenters will be contacted by e-mail and invited to declare their eligibility (student status) and desire to participate in the student poster award competition.

The procedure for disbursement of funds for ACS National Meeting symposia depends largely on your needs. Funds are typically used to alleviate speaker expenses, although they have also been used to cover other expenses such as audiovisual equipment (check with Program Chair for estimates) or other "miscellaneous" expenditures.

You should work closely with the Program Chair and the Secretary-Treasurer to coordinate the

administration of your funds

A. Speaker Travel Expenses

There are three options for the support of PHYS speaker at the ACS national meetings:

1. Speaker registration can be pre-paid by the Division (up to the total allotment - PHYS funds of $300 per half-day session, plus outside contributions and grants administered by the Division for your symposia). The registration cost can be found at the link for your meeting from http://www.acs.org/meetings/. Forms to request the pre-payment of registration can be obtained from the Secretary Treasurer and are typically due 6-9 weeks prior to the meeting. You will be notified of the deadlines for your meeting.
2. Checks can be distributed to speakers at the meeting. Upon request, checks will be prepared by the Division's Secretary-Treasurer and left at the ACS Finance Office at the National meeting (usually at the Convention Center). Checks may also be cashed at this location. Speakers wishing to cash their checks at the meeting must be prepared to offer identification such as a passport or driver's license. Checks can be prepared in addition to pre-payment of registration. The Secretary- Treasurer will need the speakers' names and amount of reimbursement approximately one month prior to the meeting. As the dates of your meeting draw near, you will receive detailed information regarding deadlines and procedures for this process.
3. Checks can be mailed to speakers immediately after the meeting. Checks can be prepared in addition to pre-payment of registration. The Secretary-Treasurer will need the names and addresses of the speakers you wish to support, along with the appropriate amounts. These payments can be sent directly from the Secretary-Treasurer's office or through yours if you wish to include a personal note.

PLEASE NOTE expenses of foreign speakers (excluding pre-payment of registration fees) must be documented by receipts. This can be achieved by providing the Secretary-Treasurer with a copy of the foreign speaker's airline receipt, via fax or mail, prior to the meeting if you wish for a check to be available at the meeting. If the reimbursement exceeds the airfare and/or registration amount, a hotel receipt can also be obtained at the end of the meeting. If pre-paid registration is the only assistance given to foreign speakers, then no additional documentation is necessary. Residents of Canada and Mexico are not considered "foreign" for this purpose. Documentation must be obtained before a check can be issued. This is required for all funds administered by the Division, including outside funding sources.

B. Audiovisual

Overhead slide projectors and computer projection systems are provided by the ACS, anything additional (VCR, extra screens, etc.) will require explicit requests, and will carry a rental charge.

The Division will not request any additional audio/visual equipment without your direction and expressed consent. Please check with your speakers, or their abstracts, for such request. The cost of audio/visual equipment will be deducted from your allocation. If you decide not to provide audio/visual equipment, Please make sure you inform them that their request will not be granted.

C. Food and Beverages

Some organizers wish to provide food and beverages for their symposia (water is provided for all sessions). Please contact your Program Chair and the Secretary-Treasurer if you are interested in providing food and beverages. Requests for food and beverages are typically due four weeks prior to the meeting.

D. Other

The Division will consider other options for use of your symposium's allocation. Please feel free to contact your Program Chair and/or the Secretary-Treasurer for assistance and guidance in this area.

E. Finalizing Financial Arrangement

At least 2 months prior to the meeting, you should submit the Financial Needs/Resources Form to the PHYS Secretary Treasurer. This form will provide the Treasurer with the necessary information to account for and administer the funds for your program. If you are in need of any assistance in compiling this information, please contact the Secretary Treasurer.

Please keep your Program Chair informed on the progress of your symposium. In particular, the Program Chair needs to know, as is reasonable, the number of sessions you plan to hold as well as the number of talks in each. Ordinarily, session would involve either five invited talks of forty minutes, or four invited talks of forty minutes and two contributed talks of twenty minutes. There is flexibility in these guidelines. As your invited speakers and session chairs are confirmed, please provide the Program Chair with full names and addresses.

The ACS does have a Public Relations Division, and you might explore ways to publicize the work to be presented in the symposium. Please keep the Program Chair informed of the noteworthy developments in your symposium. He or she can help promote your program, and attract audience members. The Program Chair will also design posters for each National Meeting, which will be mailed to all Division members. Each symposium will be highlighted on the poster, and your input and assistance will be most appreciated.