Author’s Guide
Author’s Guide
Your guide to writing and presenting a paper at a WAI conference
{The Wire Association International Inc. (WAI) is committed to assembling the most comprehensive and informative educational programs at each of our conferences and meetings. We strive to promote the continuing advancement of wire and cable products and processes by providing a platform for authors to share their ideas, research, and knowledge of the industry. Once your paper proposal has been accepted for presentation at a WAI event, we offer the following information to help guide your preparation and delivery of your written and oral presentation.
Manuscript Format
Because WAI accepts papers on a wide variety of topics from companies, individuals, and institutions, it does not demand a rigorous, uniform style. There are no requirements for academic-style layout, notations, or reference citations, except for equations as noted below. No specific fonts or point sizes are required. Authors are welcome to present their material in whatever way best presents their material.
Document Format
Please use your most recent version of Microsoft Word. If converting from a non-US standard, format the document for 8.5” x 11” as opposed to A4 or another size. Portable Document Format files (PDFs) are acceptable. Slideshows in a PowerPoint or similar format are considered papers.
Length
Authors are encouraged to limit their papers to approximately 3,500 words, but longer papers are acceptable if necessary to give appropriate detail. Authors are encouraged to be concise both in text and number of accompanying figures and photographs. If background material is generally well known, authors should either briefly summarize it or cite appropriate references. Only images that are essential to a paper’s integrity should be included.
Language
Written papers must be submitted in English. Oral presentations may be made in other languages at conferences where live translation services are available.
Written Content
Editing
WAI reserves the right to edit any part of the submission package including title, abstract, and body text for clarity, grammar, spelling, and good taste.
Commercialism
Papers should be free of commercialism as much as possible. While commercial publicity is a natural part of a paper presentation, the audience should not feel it is being presented with an advertisement instead of an educational opportunity.
Generic names should be substituted for trade names wherever omission of trade or company names is not likely to confuse the reader. WAI reserves the right to edit for removal of references deemed too commercial.
Graphics
Digital Materials
All graphic images, including photographs, diagrams, and illustrations, should be in a digital format. They should be high-resolution files (a minimum of 300 dpi), preferably in a .TIF,.JPG, .PNG, or .EPS format. All images should be submitted in full color, not black-and-white or grayscale. Images should be placed within the Word document.
Captions
Captions should be inserted into the text of the manuscript.
Equations
An equation must occupy its own line and cannot appear within the text of the article unless it can be written on one line. When creating one-line equations or simply using symbols, use Word’s “insert-symbols” function, the Windows character map, or a symbol font.
Example of in-line symbols (symbols were placed by using the insert symbol option, not the equation editor):
“…gradient (βТ/βξ) is shown…:”
Example of an equation that must be placed on its own line (equation created with equation editor):
∆ρ = ƒcL ½pU2 di
Operational Presentations
The requirements for an operational presentation are different from a traditional paper. The following explains the differences and similarities between the two.
Content
Operational presentations are practical rather than technical and are meant to relate real-life experiences in the industry. Presenters share their own stories to demonstrate what they’ve learned in their day-today operations. Technical papers, however, are typically scientific or academic work detailing R&D projects, quality assurance issues, and relevant technology.
Requirements
For operational presentations, presenters submit an informal essay describing their experience as well as deliver an oral presentation at the conference. They are not required to write a formal paper.
Length
Whereas technical papers typically range in length from 5 to 10 pages, the written report for an operational presentation can be as short as one page. In some cases an outline will be sufficient. The oral presentation component is allotted 20-25 minutes, including time for Q&A.
Eligibilities
The written reports for operational presentations are eligible for publication in Wire Journal International at the editors’ discretion. They are also eligible for consideration as topics to be presented in future live webinars. Unlike technical papers, they are not formally reviewed and graded by WAI’s Paper Awards Committee and therefore are not eligible for paper awards.
Other Materials
Author Biographies
Include a one-paragraph biography for each author. This may include information such as job title and areas of responsibility, past work experience, education, involvement in industry activities, publication credits, and awards.
Author Photographs
Include one photograph for each author credited as contributing to the paper. Follow the same guidelines listed above under “Graphics”.
Copyright Transfer
One author for each paper is required to sign and date the copyright transfer form. The terms of the transfer appear on the form, but the basic intent is to give WAI the right to be the first to publish the work to a general audience (i.e., in Wire Journal International magazine after the conference) and to continue to make copies of the paper available as part of its technical library. Authors resume the right to distribute and re-print their own work after WAI has had the opportunity of at least a year to re-publish it.
Transfer of Copyright Form
Contact Information
Be sure to include contact information for the main contact author somewhere on the first page of the paper, on the author biographies, or even on a separate sheet. Please include a telephone number, and e-mail address.
Submitting Materials
Materials should be submitted to WAI in a digital format.
Materials Checklist
Manuscript, including graphics and captions
Graphics files (diagrams, figures, illustrations)
Author biographies
Author photos
Copyright transfer
Materials should be submitted as soon as possible, which allows WAI staff ample time to prepare for the conference. A submission deadline, different for each event, will be provided and communicated to authors with this guide upon acceptance.
Late Submissions
WAI cannot guarantee that any paper received after the manuscript deadline will be published in the Conference Proceedings. It will be listed in the Table of Contents under “Papers not received in time for proceedings.” Late papers are still expected to be presented at the conference unless the author or WAI specifically indicates plans to cancel the oral presentation. In the event a paper is not included in the Proceedings, authors are expected to bring printed copies for distribution at their presentation session.
Late Revisions
WAI cannot guarantee that last-minute revisions to papers that have already been submitted will be included in the Conference Proceedings. WAI discourages making revisions to papers after they have been submitted as the production schedule rarely allows for late changes before publication in the Conference Proceedings.
Conference Registration
As a presenting author, you and one co-author are entitled to a complimentary full registration to the conference. WAI staff will process your complimentary conference registration on your behalf. You will receive a confirmation email from WAI’s registration system indicating this has been processed. You are responsible for your own travel and lodging.
Conference Presentation
Visual
Materials
WAI requires that you submit an advance copy of any visual materials (e.g., PowerPoint slideshow) you will use during your oral presentation.Conference organizers will place a copy of your presentation on a session laptop prior to your presentation.
Audio/Visual Equipment
A projector, microphone, laser pointer, flipchart, and laptop will be provided. Be sure to notify WAI of any special requirements.
Presenter Prep Session
This pre-conference webinar is designed to prepare speakers for their upcoming presentations by reviewing final logistics, session flow, and technical setup. During this session, speakers will receive tips to enhance their presentations, have an opportunity to ask questions, and clarify any last-minute details.
Scheduling
You will have 20 to 25 minutes to present your paper. Be mindful of the clock and careful to leave time for questions from the audience. It is important to adhere as closely as possible to the posted schedule to avoid delaying subsequent presentations.
Presentation Tips
See the appendix at the end of this Author’s Guide on how to make an effective oral presentation.
Cancellation
Authors should notify WAI as far in advance as possible if they are unable to present their paper at the conference as originally planned. It is recommended that authors make their best efforts to find an alternate presenter to present the material as a proxy.
Publication and Awards Eligibility
All technical papers presented at WAI events are reviewed by the association’s Paper Awards Committee. The papers given in each calendar year are rated according to a set of specific criteria. Based on their scores, some papers are selected for publication in Wire Journal International magazine. Some are also selected for first- and second-place awards as best papers for the year in one of these four categories: ferrous, nonferrous, electrical, and general. Papers that are not presented in person at a conference, even if they appear in the Conference Proceedings, are not eligible for awards or publication in the magazine.
WAI Contact Information
All author correspondence, including any questions regarding papers or presentations and submission of materials, should be directed to the WAI Education Department using the contact information below.
Author’s Guide Appendix
Top 15 Tips for Delivering an Effective Oral Presentation at WAI’s Events
Presenting at any conference can be a daunting task, but with the right preparation and techniques, you can deliver an engaging and impactful presentation. Here are the top 15 tips to help you succeed:
1. Know Your Audience
Understanding your audience’s background, interests, and level of knowledge is crucial. Tailor your content to meet their expectations and needs. This will help in making your presentation relevant and engaging.
2. Structure Your Presentation
A clear structure helps in conveying your message effectively. Typically, your presentation should have an introduction, body, and conclusion. Start with an overview, delve into the details, and end with a summary or call to action.
3. Create Engaging Slides
Your slides should complement your oral presentation, not overshadow it. Use high-quality images, graphs, and minimal text to make your points clear. Aim for one main idea per slide. See tip #13 below.
4. Practice, Practice, Practice
Rehearse your presentation multiple times. This helps you become familiar with the material, improve your timing, and refine your delivery. Recording yourself can provide useful feedback.
5. Use a Conversational Tone
Engage your audience by speaking in a conversational tone rather than reading from a script. This makes your presentation more relatable and easier to follow.
6. Manage Your Time
Stick to the allotted time for your presentation. Practice with a timer to ensure you cover all your points without rushing or running over time. Time management shows respect for your audience and fellow presenters.
7. Start Strong
Your opening sets the tone for your presentation. Begin with an interesting fact, a question, or a compelling story to grab your audience’s attention from the start.
8. Maintain Eye Contact
Making eye contact helps establish a connection with your audience. It makes you appear confident and engaged. Try to look at different sections of the audience throughout your presentation.
9. Use Body Language
Your body language can reinforce your message. Use gestures to emphasize points, move around the stage to maintain interest, and avoid crossing your arms or other closed-off postures.
10. Anticipate Questions
Think about possible questions your audience might have and prepare answers in advance. This shows that you are knowledgeable and helps you handle the Q&A session confidently.
11. Use Humor Wisely
A well-placed joke or a light-hearted comment can break the ice and make your presentation more enjoyable. However, be cautious with humor to ensure it is appropriate and relevant to your audience.
12. Engage with Your Audience
Ask questions, invite participation, and be responsive to the audience’s reactions. Engaging the audience makes your presentation more interactive and memorable.
13. Use Visual Aids Effectively
Incorporate visual aids like charts, graphs, and videos to illustrate your points. Ensure they are clear, relevant, and enhance your verbal message rather than distracting from it. For text, don’t use a small font size or color that would be difficult to read from a distance on the projection screen.
14. Summarize Key Points
Throughout your presentation, and especially at the end, summarize the key points to reinforce your message. This helps your audience retain the most important information.
15. Highlight Practical Applications
Show how your findings or ideas can be applied in real-world scenarios. This makes your presentation more valuable and actionable for the audience.
Additional Tips
• Dress Appropriately: Your attire should be professional and suitable for the event. This helps in making a good first impression.
• Technical Checks: Arrive early to test the equipment and ensure everything works smoothly. This includes your microphone, projector, and slides.
• Backup Plan: Have a backup of your presentation on a USB drive and a printed copy of your notes in case of technical issues.
• Network After the Presentation: Use the opportunity to connect with audience members and other presenters. This can provide valuable feedback and open new opportunities.
By following these tips, you can deliver a powerful and effective oral presentation at WAI’s conference, leaving a lasting impression on your audience. Remember, confidence and preparation are key to a successful presentation.