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About the Conference Conference Agenda
Hotel and Registration InformationBackground Information
Abstract and Exhibitor Other Information

Updated June 8, 2004

Important Information

Evening Reception at the Smithsonian Institution

The Washington VAAC Tour

Presentation Guidelines

Poster Presentations

Manuscript Information

Evening Reception at the Smithsonian Institution

All the participants of the Conference are invited to attend a reception at the Smithsonian Institution's National Museum of Natural History on the evening (6:30 to 8:00 pm) of Wednesday 23 June. Chartered buses will be provided to transport people between the hotel and the Museum. The reception will be held in the Museum's Rotunda, and light food and beverages will be provided. The Geology, Gems, and Minerals Exhibit will also be open to the reception attendees.

The Washington VAAC Tour

The United States, under the National Oceanic and Atmospheric Administration (NOAA) operates two Volcanic Ash Advisory Centers (VAACs). One VAAC is part of the National Weather Service’s (NWS) Alaska Aviation Weather Unit in Anchorage, Alaska (Anchorage VAAC). The second VAAC, is part of both the National Environmental Satellite, Data, and Information Service (NESDIS) and the NWS. The Satellite Analysis Branch (SAB) of NESDIS and the National Centers for Environmental Prediction (NCEP) of the NWS share duties as the regional Washington Volcanic Ash Advisory Center (VAAC) located in Camp Springs, Maryland.

For it’s part of the Washington VAAC, the Satellite Analysis Branch monitors for volcanic activity through satellite remote sensing and is responsible for communication with the Volcano Observatories and Meteorological Watch Offices within its area of responsibility for the flow of volcanic and meteorological information relevant to the aviation community. A text-based Volcanic Ash Advisory (VAA) is issued and distributed through several global networks, and is placed on the internet. Imagery from polar orbiting and geostationary satellites allows SAB to detect the boundaries of a volcanic ash cloud and to estimate the altitude and movement of the ash plume. Forecasting where this ash will go is the responsibility of the National Center for Environmental Prediction (NCEP) side of the Washington VAAC. Currently this ash cloud forecast is done graphically through the issuance of a Volcanic Ash Forecast Transport And Dispersion (VAFTAD) model through several global networks.

Besides the Washington VAAC, the tour will also be able to view some of the 24 hour operations of 2 of the National Weather Service’s National Centers for Environmental Prediction (NCEP); The Hydometeorological Prediction Center (HPC) and the Ocean Prediction Center (OPC).

HPC prepares forecasts for significant precipitation events (rain, snow and ice) across the contiguous United States and also makes general weather forecast for the use by the entire meteorological community. The Center prepares a graphical analysis map of the surface weather conditions for North America every 3 hours and the Northern Hemisphere every 6 hours. This is where the current and forecast weather maps you see on TV originally come from. HPC also supports 2 International Desks where staff train forecasters from the Caribbean and from Central and South America to use numerical weather prediction products to produce products for their countries’ meteorological needs.

OPC produces a variety of marine analyses and forecast products covering much of the Pacific and Atlantic Oceans for users including fisheries, recreational boaters and professional mariners. The forecasters provide analyses and forecasts of wind, waves, fog and associated storm systems up to 5 days in advance, which help ensure the safety of life and property at sea. The center also prepares marine forecasts in response to emergency situations identified by the Federal Emergency Management Agency (FEMA) and the U.S. Coast Guard Search and Rescue.

Washington VAAC Tour – Bus Information
Leave Hotel
Begin Tour
Leave VAAC
Arrive Hotel
6:30 P.M.
7:00 P.M.
8:00 P.M.
8:30 P.M.
7:15 P.M.
7:45 P.M.
8:45 P.M.
9:15 P.M.


Presentation Guidelines

Turn in Your Presentation
We are collecting all presentations before the conference. This allows our AV technicians to check for compatibility issues, virus scan, and deal with any other issues that could arise. Please turn in a finished version; we would like to prevent having to load last minute updates.

Please turn in presentation to the ftp site by 20:00 UTC June 15, 2004. After this time the ftp site will not be accessible.

File Naming
Name your presentation following this format: s for session, session number, dash, two digit presentation number, and your last name.
Example: s2-04barnett.ppt (which tells us, Mr. Barnett is the fourth speaker in session two.)

Movies. If you plan to have movies in your presentation, please also name them following the same format, adding any helpful information after the last name.
Example: s2-04barnett-volcano.avi.

FTP Directions
FTP directions will be emailed to presenters. All files will need to be transferred to

Movies. Please also upload all movies, they are NOT embedded in the file. If you don’t upload the movies they will not run during the conference.

Structure and Content
PowerPoint Presentation is highly encouraged for all speakers. However, overhead transparencies can be used if necessary. We will have a computerized LCD screen projection, a computer, an overhead projector, a remote mouse, and a laser pointer. Individual’s laptop computers will not be used to avoid unnecessary delays between speakers.

The speaker will use the remote mouse to advance the slides. The computers will run from an AV station off to the side, where the AV technician will have your presentation ready and projected on the screen. There will also be a large monitor on the floor in front of the speaker, to assist and help prevent the speaker from having to look back at the projection screen.

The computers will be running the Windows XP operating system with Office XP Pro 2002 installed, so it is preferred that you save your presentation in this format.

PDF as a last resort. Adobe’s Portable Document Format (PDF) is a last resort for making presentations because the speaker will not be able to advance the slides with the remote mouse. (The speaker will have to say “next slide” to advance through the presentation.)

Electronic Version if you use transparences. If you do end up using transparences, we would like to get an electronic version of your presentation (PDF format if possible). This will allow us to post all of the presentations on our web site after the conference.

The computers will be running with 1024 by 768 resolution and 32 bit color.

Internet Access.
There will be NO internet access on the presentation computers.

Web site reference.
If you have a web site relative to your topic or organization, please include the link in your presentation.

All movies should start automatically. Moving the cursor of the remote mouse to click on the movie to start it can be somewhat difficult. (All movies should be named properly before they are inserted and they will need to be uploaded with the presentation to the ftp site.)

Sound in a presentation should be avoided. If it is necessary, please contact the AV technician.

Slide transitions and bullet animations should also be kept to a minimum.

All questions regarding presentations should be sent to

Poster Presentations

Instructions for Poster Preparation

Poster Display Panels

  • The poster display is a 4’ x 8’ (1.22m x 2.44m) Velcro covered panel with a horizontal orientation.

Mounting of Display Materials

  • Pushpins will be supplied for mounting your poster.

Formatting Guidelines/Suggestions

  • Place the title at the top center of the poster.
  • Use 72 point letters.
  • Avoid hand drawn materials.
  • Keep it simple.
  • Make sure it has a logical flow.
  • Use color, graphics, charts, and photos.
  • Key points should be in large type.
  • Do not try to tell the entire story on the panel.
  • Save some key points for the one-on-one discussion.


Manuscript Information

Instructions for Paper Preparation & Submission

General Instructions

  • Due date for manuscript submission is July 30, 2004.
  • Length: Up to 5 pages.
  • Margins: 1” (2.54cm) all around for 8 1/2 x 11 paper; 1 3/4” (4.45cm) bottom for A4 paper.
  • Columns: 2 columns with ¼” (64mm) space in between.
  • Text: Single space; 9-11 point font.
  • Title: Type at 1” top margin in center of first page in ALL CAPS.
  • Do not include page numbers on bottom of pages
  • Graphics may be included; however, please keep in mind that some complicated graphics (e.g., those using colors) do not reproduce well.

Submission Instructions

  • Electronic submission in Microsoft Word format is required. Please send an email with manuscript attached to
    In the body of your email, please give the main contact information for your abstract (name, full mailing address, phone and fax numbers, email address).