Technical Programme >Call for Extended Abstracts (Closed) >Template Instructions

Call for Extended Abstracts (Closed)

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Submission Deadline for the Student Programme

Extended abstracts should be submitted before 15 January 2016, 23:59 hrs (GMT +1).

Anti-Plagiarism Statement

EAGE Conferences invite the presentation of new and original material in a range of multi-disciplinary topics in Geoscience and Engineering. The EAGE takes plagiarism very seriously. Therefore, if an extended abstract or paper, after careful review, examination and consideration, is rejected on the basis of plagiarism, ALL authors of the abstract/paper will be denied the opportunity for further abstract submissions for the following three years. Note that this means that NO abstracts/papers from ANY of the authors (as author or co-author on subsequent papers) will be accepted for ANY EAGE event (Annual Meeting or Workshop) for a period of three years starting on the date of the event for which the paper was originally submitted.

Publication

The accepted extended abstract is published on the USB key and EarthDoc, which are official EAGE publications, as submitted. Badly written extended abstracts not only reflect poorly on the authors, but also on the association. Many more people read the accepted extended abstracts than those attending the presentation. Therefore EAGE will only consider properly written and informative extended abstracts that are submitted in line with the template instructions.

Authors are encouraged to submit their material for publication in one of the journals of the association. Acceptance for the conference does not guarantee acceptance for publication in one of the journals.

Cancellation information

In case authors want to withdraw their abstracts please adhere to the following deadlines:

Withdrawal of abstracts before 15 March 2016: your abstract will be removed from EarthDoc and from the USBs/ flashdrives (proceedings).

Withdrawal of abstracts after 15 March 2016: your abstract will be removed from EarthDoc only, NOT from USB sticks/ flash drives, which have been taken into production by then. If the latter is the case and the author and/or the author’s company insists in removing the abstract, the production costs of new USB sticks/ flashdrives will be invoiced to the author (‘s company).

Cancellations of presentations after 1 April 2016, 23:59 hrs (GMT+2) will be considered as a no-show and you risk being disqualified from presenting at all EAGE events for the next 3 years.

Please note: EAGE cannot be held liable for any loss, damage, direct, indirect or consequential damage as a result of withdrawal, removal or non-removal of the abstract in any way.

Selection Process

The Technical Programme Committee will consider all extended abstracts submitted to the EAGE Head Office by 15 January 2016 23.59 hrs (GMT +1) and authors will be notified by the beginning of March 2016. The technical programme selection meeting has then taken place and the technical programme with definite session titles and presentation allocation is composed.

Each extended abstract will be reviewed by at least 2 referees prior to the technical programme selection meeting. The selection process is no formality, on average 1 out of every 4 submitted extended abstracts is rejected!

The extended abstracts must be relevant to one of the student programme topics. Authors are strongly requested to indicate the topic under which their extended abstract should be evaluated by the referees. Authors should indicate their submission for a poster presentation, as no oral presentations will take place at the student programme.

Presentations

EAGE cannot make any contributions toward coverage of expenses relating to the presentation.

Layout of Extended Abstract

Titles should be short (max. 120 characters) and relevant. A summary of the extended abstract (max. 200 words) must be submitted as well. Extended abstracts must be in English, original and not have appeared in any other publication.

The body of the extended abstract needs to be two (2) full A4 pages in length. Longer or shorter sized abstracts will be rejected. The extended abstract should consist of text and appropriate figures supporting the key message. At least one figure should be embedded; two full pages of text alone are unacceptable.

Please do not use more than 1 column, do not frame the text, and please upload the body of your extended abstract as one document with embedded figures.

A good extended abstract set in the student programme template [doc: 324 kB] consists of an introduction, the main description of theory or method broken down as appropriate and illustrated with figures, conclusions, optional acknowledgements and references. It should reflect work that is actually completed at the time of submission and not plans or ideas that are still taking shape in the mind of the author or research that is still highly immature.

The extended abstract must concentrate in itself the essential information of the presentation: purpose, methods, results and conclusions. It should be an abbreviated, informative, accurate representation of the presentation and not a mere recital of the subjects to be covered.

Template usage:

  • Do not make a coverpage for your extended abstract. EAGE will make this for you with the title, authors and summary. Therefore, do not include this information in the body text of your extended abstract.

  • Start the body text of your extended abstract directly under the Vienna 2016 logo.

  • Use font ‘Times New Roman 11pts’ with single line spacing. Set the alignment as justified and use the standard Word outline level (body text).

  • Use 2,54 cm (1”) for top, bottom, left and right margin.

The lay-out of the references should be consistent with the style guide for references in the First Break guidance for authors. Please ensure every citation has a reference and vice versa.

Number the figures sequentially, according to their appearance in the text, and check that each figure is cited in the text.

Supply a short caption for each figure; more detailed discussion of the figure can be reserved for the text. Further information about the use of figure captions and figure numbering can be found in the First Break guidance for authors.

Example of an extended abstract [PDF: 438 kb], by courtesy of G.D. Wach.
Please note that this example is an extended abstract for a regular technical programme, it is therefore four pages and is set in a template according to the event. Keep in mind that for the student programme it should be 2 full sized A4 pages and set in the student programme Template [doc: 324 kB].

Uploading your abstract

Your extended abstract will be uploaded in 6 steps using the online submission module. The body of the extended abstract must be uploaded using the template [doc: 324 kB] or the LaTeX template [zip file, 986 kb].

Please note that the uploaded document is a MS Word ('97-2003 format) or a PDF document. In case of a PDF_document, please do not protect it.
In order to submit your extended abstract successfully, follow the steps in the Call for Papers module. Please use the information icon on these pages for further information. At each step you may go back to change entries in previous steps by navigating on the CONTINUE and PREVIOUS buttons. After submission, and up to the close of the Call for Abstracts (15 January 2016 23.59 hrs (GMT +1)), you will be able to edit your submission by logging into the “My Submissions” website area.

Last minute submissions are being done more often nowadays, causing heavy internet traffic, delays in submissions and sometimes even downtime of the system. EAGE always monitors the traffic of submissions and will solve possible issues a.s.a.p.
Please note that no rights can be claimed as a result of delays or downtime of the system.
Submissions of abstracts were possible since 1 August 2015.