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Congratulations on being accepted to the SIGGRAPH 2000 Art Gallery Program! To assist you in meeting your deadlines and making your presentation a success, we have compiled the following "Presenter Notebook". General Information q Calendar of Deadlines q Contact Information q Submitting to the Creative Applications Lab q SIGGRAPH T-shirt Competition Documentation of Your Work q Electronic Art & Animation Catalog Guidelines q Supplemental Material Preparing your work for SIGGRAPH 2000 q Important Installation Information q Contributor Input Data Form q Shipping and Framing Information Insurance q Guidelines q Forms Onsite Information q Important Housing Information q What SIGGRAPH Provides... (Presenter Recognition) q More Information to Follow in the Coming Months... To ensure completion of all acceptance requirements, print this page for use as a checklist. Date Due Form or Information Due Completed 1 March 2000 Online Housing Goes Live 13 March 2000 EAAC Publication Materials Due 28 March 2000 Presenter Recognition Form Due 31 March 2000 Contributor Input Data Form Due 28 April 2000 Supplemental Material for CD_ROM Due 24 May 2000 Creative Applications Lab Submission Deadline 1 June 2000 Insurance Form Due In the coming months you will have contact with various people. We have listed their information below for your convenience. Art Gallery Chair Diane Gromala email@example.com Art Gallery Admin Mirtha Ferrer firstname.lastname@example.org Technical Coordinator David Hubbard AVW Audio Visual, Inc. PO Box 684846 Austin, Texas 78768-4846 USA +1.214.634.9060 +1.214.905.9912 fax email@example.com Contributor Coordinator Carrie Ewert 5475 Mark Dabling Boulevard, Suite 108 Colorado Springs, Colorado 80918 USA +1.719.599.3734 +1.719.599.3075 fax firstname.lastname@example.org Congratulations on your acceptance to the Art Gallery from the CAL committee! High quality submissions like yours are what makes SIGGRAPH what it is! If you've already indicated that you'd like to participate in the Creative Applications Lab, thank you! Your involvement in the CAL will not only make your submission more valuable to your audience, but will enrich the SIGGRAPH experience for everyone! Your next steps are to proceed to the URL below, sign and mail the submission and authorization form, and either upload or send your submitted materials. http://www.siggraph.org/cgi-bin/s2000/esub/cal/checklist If you haven't chosen to participate in the Creative Applications Lab, it's still not too late! By providing demo software, images, animations, or examples in the CAL, you will enhance your Artwork for those who are interested in your topic. By holding a breakout session in the CAL, you'll have a chance to have an interactive session with your students, getting into the details of your Artwork. Hopefully, we've convinced you! If so, please go to the URL below, and contribute to the CAL! http://www.siggraph.org/cgi-bin/s2000/esub/cal/checklist Once again congratulations and have a great SIGGRAPH 2000! Rob Lembree SIGGRAPH 2000 CAL Chair As you prepare to enjoy the 27th International Conference on Computer Graphics and Interactive Techniques, I invite you to contribute your enthusiasm and expertise, and your t-shirt. The annual SIGGRAPH t-shirt competition recognizes the abundance of personal and professional pride that showcases itself each year on the backs of our attendees. Please be prepared to present your work onsite for this annual event, your paper, animation, technology or company deserves shameless self-promotion in this delightfully informal annual event. For information, please contact: Mk_Haley@siggraph.org Publication Information - Due by 13 March 2000 The Electronic Art & Animation Catalog (EAAC), a four-color catalog and accompanying CD-ROM, documents work accepted to the SIGGRAPH 2000 Art Gallery and Computer Animation Festival. To include your information in these publications, it is your responsibility to provide materials in a timely and orderly manner. Accepted artworks will be published along with the artist's statement. Installations will be allowed one page (approx. 400 words with two images) to document their work. Name, affiliation, and email address will be the only contact information printed. SIGGRAPH will use the slides and artist statements originally submitted for publication purposes. If you wish to send a digital file of your artwork for publication use, you may do so if you meet the requirements below. All accepted artists will receive a EAAC verfication letter from the Publications Coordinator, Carrie Ewert. This form will allow you to verify and make corrections to the text SIGGRAPH will use for publication. If you do not receive this form 3-4 days after your acceptance notification, please contact Carrie at email@example.com. Presentations that exceed these limits and supplemental materials will be published on an appropriate SIGGRAPH 2000 CD_ROM. Text Please email your text as an ASCII attachment or within the body of an email to firstname.lastname@example.org. Text will be reformatted and checked for general spelling errors. Images Images will only be used if they meet the following requirements: q 35mm slides; they provide our best opportunity to accurately reproduce your visual content. Please label the top front of each slide. q Digital images are acceptable if you adhere to the following formats: At least 300 dpi at 4" by 5", Pixel resolution of at least 1200 x 1500, TIFF or EPS formats, no compression, MAC or PC platforms. Make sure to provide brief captions for your images. q Images may be placed on a zip, jaz, or CD-ROM and sent to the following address or you may contact Carrie for ftp information: Carrie Ewert SIGGRAPH 2000 Contributor Coordinator 5475 Mark Dabling Blvd, Suite 108 Colorado Springs, CO 80918 USA +1.719.599.3734 email@example.com Submitting Supplemental Material for Conference Publications This document contains instructions for the formatting and submission of supplemental material for inclusion on a CD-ROM publication which documents a program at a SIGGRAPH-sponsored conference or workshop. "Supplemental material" is additional material which will help better document your main submission, be it a paper or a course or an animation. This material can include, but is not restricted to, images, QuickTime or MPEG animations, source code, and HTML or VRML presentations. You are not required to submit supplemental material, only encouraged. Overview (or, "The Big Picture") If you choose to submit supplemental material to enhance your main submission, you'll need to prepare this material in accordance with the guidelines in this document and deliver it to the appropriate production editor for the conference's CD-ROM publication by the deadline noted below. Deadline Information The deadline for the receipt of your supplemental material is 28 April 2000. This is a firm deadline. The CD-ROM production editor who will receive your material will be receiving material from many other people, and will need to process all of it in a very short time. Delivery and Contact Information Please follow these instructions for making your supplemental material available for the CD-ROM production editor: - If you have more than one file to submit, use a archive-creation tool ("pkzip" on PCs, "tar" on UNIX, "Stuffit" on Macintosh) and create one archive file to be delivered. - Make the single file available online at your Web or FTP site, and send e-mail to Lou Katz, the CD-ROM production editor for the SIGGRAPH 2000 EAAC and CAA CD-ROMs, at "firstname.lastname@example.org" with the location and name of your file. - If you cannot make the file available at your Web or FTP site, please send e-mail to Lou Katz at "email@example.com" and he will create a directory for you into which you can upload your file. Copyright Information All material used by the author in their supplemental must have proper copyright clearance. If you are unsure of the copyright status of particular images, sounds, or video clips used in your supplemental material, please contact the ACM SIGGRAPH Director for Publications, Stephen Spencer, at "firstname.lastname@example.org" immediately. File Formats As mentioned above, supplemental material can include a number of different formats: images, source code, HTML presentations, multimedia presentations, or Quicktime or MPEG animations. There are a few guidelines which should be followed when considering submitting supplemental material of specific types. Still Images The preferred format for still images is TIFF. JPEG and GIF images are acceptable, though the image quality will not be as high as with TIFF. If you do submit TIFF images, please make sure they are not LZW-compressed. QuickTime and MPEG Animations Animation files in QuickTime and MPEG formats will be accepted as supplemental material. If you submit a QuickTime animation, please make sure that it is compressed with the Cinepak codec. Other codecs are not universally readable, and uncompressed QuickTime movies are far too large to be placed on the CD-ROM. Papers, Technical Notes, PowerPoint Presentations Documents such as these should be converted to Adobe Acrobat ("PDF") format or to PostScript format before submitting. Adobe Acrobat format is preferred. HTML, VRML, and Java HTML presentations, VRML presentations, and Java presentations are acceptable as supplemental material. There are two very important guidelines to follow, however: (1) your presentation should not require links to external resources for navigation elements (buttons, images, or other artwork) (2) the ISO-9660 file naming format must be followed. Presentations which do not conform to the "8.3" naming format will not be processed and placed on the CD-ROM. (For more information, please see the "File and Directory Naming" section below.) It is suggested that authors prepare "zip" or "tar" archives of material that does not conform to the "8.3" file naming formats for inclusion as supplemental material, and instructions for the user on the preparation of that material. File and Directory Naming All SIGGRAPH CD-ROM publications follow the ISO 9660 Level 1 standard, in order to support as many computer platforms as possible. Certain guidelines must be followed when naming file and directories under the ISO 9660 standard: (1) Filenames are limited to eight lower-case letters, a period, and a three-character file extension. The extension is optional. (2) Filenames must contain only lower-case letters, numbers, and the underscore character. (3) Directory names are limited to eight lower-case letters. The following examples show valid and invalid filenames: VALID INVALID REASON sponge.doc Sponge.doc upper-case letters fig_17a.tif figure_17a.tif too many characters database.htm database.html too many characters readme.ed readme (ed) illegal space and parentheses Certain standard filename extensions should be used in the preparation of your supplemental material for consistency and ease of use. The following examples show a number of these extensions and their file types: EXTENSION FILE TYPE .mov QuickTime animation .mpg MPEG animation .pdf Adobe Acrobat PDF .txt ASCII text .gif GIF image .tif TIFF image .jpg JPEG image .ps PostScript document .htm HTML document Documentation of Your Supplemental Material If you have instructions that you wish only the production editor to see and read, include an ASCII text file named "readme.ed" in your submission. This file will not be included on the CD-ROM. If you have instructions for the end user, include an ASCII text file named "readme.usr" in your submission. This file will be included on the CD-ROM. Questions or Comments If you have any questions or comments regarding this document or the preparation and delivery of your supplemental material, please contact Stephen Spencer at "email@example.com". Important Installation Information SIGGRAPH Provides: * with complete specification of contributor requirements (i.e. The Contributor Input Data Form completed by 24 March 2000.) 1. Installation Space 2. Carpeting and decorated environment 3. Electricity Note: Electrical power in a convention center is always subject to fluctuations. We strongly recommend you bring an uninterruptible power supply (UPS) or line conditioner for any power-sensitive computer or A/V equipment you plan to use on site at SIGGRAPH 99. 4. Furnishings (tables, chairs, scaffolding, etc.) - venue design and furnishing styles are at the discretion of the program chair. 5. Descriptive Signage 6. Rigging / Lighting 7. Networking connection to the conference GraphicsNet and Internet 8.Equipment Insurance on site at the conference 8. Security 9. Documentation 10. Conference Access Contributor Responsibilities: 1. Installation Space Design and Traffic Flow consideration 2. Providing All Equipment Required to operate the installation (including A/V and computers which can be rented from SIGGRAPH 99 contractors) 3. Equipment Shipping and Insurance to/from conference 4. Sufficient Staffing to cover the conference week 5. Travel, housing, and substinence for installation staff 6. Any optional services or conveniences such as a telephone line, computer rental, A/V rental Contributor Input Data Form - Due by 31 March 2000 To ensure a sucessful presentation, you must provide complete information regarding your onsite installation needs including a detailed equipment list (with insurance, rigging, and power requirements), electrical service, lighting/darkness, networking, and furnishings. The Contributor Input Data Form allows you to provide SIGGRAPH with the most accurate data. Please print, complete, and send the following Contributor Input Data Form to Diane Gromala by 31 March 2000. Contributor Input Data Form (PDF) SIGGRAPH 2000 Contributor Input Data For Staff Use: Contributor # _____________ Contributor Location _______________ Please return this form to your program chair by 31 March 2000 Contributor Name _____________________________________________________ Organization _____________________________________________________ Address _____________________________________________________ _____________________________________________________ Telephone _____________________________________________________ Fax _____________________________________________________ e-mail address _____________________________________________________ !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! Equipment being provided by contributor Based on the space allocation made by your program chair, please let us know what equipment you will be bringing for use in your display area along with the dimensions of that equipment ... be as specific as possible. PLEASE SKETCH OUT YOUR AREA BELOW or ATTACH A SCHEMATIC __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ Page 1 How and when equipment will arrive at Show Site Because of the amount of materials and equipment arriving for SIGGRAPH, it is important that those materials be handled in an efficient and effective manner. Your shipped materials will be handled on-site by Freeman Decorating Company. When requested, shipping instructions will be sent to you that will instruct you on how to prepare your shipment, where and when to send your shipment and what will happen once your shipment arrives at the meeting. Please read it carefully and MARK EVERY CRATE, BOX OR PACKET WITH YOUR CONTRIBUTOR NUMBER AND LOCATION. Literally thousands of crates, boxes and packages arrive before and during the event, it’s critical that you follow these instructions to insure that your materials arrive at the right place and in time for you to assemble your display - PLEASE MAKE NOTE OF THE RECEIPT DATE NECESSARY FOR DELIVERY TO THE SHOW. I will be shipping ____ crates / ____ boxes I will be shipping them via _______________________________________(carrier) by _____/_______/_________ (date). " send me shipping forms and labels Audio/Video Equipment needed As a contributor, you are expected to provide your own audio/video equipment. You may, however, have additional audio and video equipment needed to supplement your display. If you will be renting equipment or having equipment donated for your installation, please indicate below. Donated equipment is usually in very limited supply, so please be prepared to arrange for the equipment needs of your display early. Audio Equipment " NONE _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ Page 2 Video Equipment " NONE _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ " send me information on audio/video equipment rentals Electrical Service needed Since there is no electrical service available in your display other than what you request, it is imperative that you order your electrical service in advance. Electrical Service costs will be provided for by SIGGRAPH. The proper electrical service will be run to your area and provided to your display... BUT, YOU MUST PROVIDE A REQUEST FOR SERVICE TO INSURE YOU HAVE POWER. The following is a summary of how electrical service is to be requested: 120 volt service (60 cycle - US standard voltage) Ordered by wattage: 0-600 watt service # _______ circuits 601-1200 watt service #_______ circuits 1201-1800 watt service # _______ circuits 1801-2400 watt service # _______ circuits Single Extension Cord # _______ length _______ Multi-Outlet Connection Box # _______ 120 volt service (60 cycle - US standard voltage) Ordered by amps: 5 amp service # _______ circuits 10 amp service # _______ circuits 15 amp service # _______ circuits 20 amp service # _______ circuits " Help! Page 3 208 volt service (60 cycle - US standard voltage): 10 amp service # _______ circuits single phase ___ three phase ___ 20 amp service # _______ circuits single phase ___ three phase ___ 30 amp service # _______ circuits single phase ___ three phase ___ 40 amp service # _______ circuits single phase ___ three phase ___ 50 amp service # _______ circuits single phase ___ three phase ___ 60 amp service # _______ circuits single phase ___ three phase ___ 80 amp service # _______ circuits single phase ___ three phase ___ 100 amp service # _______ circuits single phase ___ three phase ___ 150 amp service # _______ circuits single phase ___ three phase ___ 200 amp service # _______ circuits single phase ___ three phase ___ " Help! Supplemental Lighting / Darkness needed Your SIGGRAPH venue will be generally lit throughout. In some displays, it may be necessary to have some additional lighting, or for the display to be in a somewhat darker environment. Please indicate how your area needs to be lit and if any additional lighting above a general lighting level. In many cases, lighting will need to be hung above your display, requiring rigging and additional time and labor. It is important that you consider carefully your lighting / darkness issues now to avoid potential disappointment on-site. Additional Lighting Required ( ) NONE _________________________________________________________________________ _________________________________________________________________________ Additional Darkness Required ( ) NONE _________________________________________________________________________ _________________________________________________________________________ Page 4 Decorating / Furniture needed In some cases, furniture of some type is required - this furniture will be provided to you by SIGGRAPH. Unless you order furniture, it will not be in your display. Tables, chairs, etc. will be provided as requested and approved by area chairs - BUT YOU MUST FORWARD YOUR REQUEST IN ADVANCE TO INSURE ITS AVAILABILITY AT THE SHOW. Indicate what you will need: " No Furniture Needed Tables: 4’ x 24” x 30”h _______ (quantity) ( ) skirted sides 30” high 6’ x 24” x 30”h _______ (quantity) ( ) skirted sides (table height) 8’ x 24” x 30”h _______ (quantity) ( ) skirted sides •••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• 4’ x 24” x 42”h _______ (quantity) ( ) skirted sides 42” high 6’ x 24” x 42”h _______ (quantity) ( ) skirted sides (counter height) 8’ x 24” x 42”h _______ (quantity) ( ) skirted sides Chairs: Chairs must be contained within your display area. Choices are as follows: Arm Chair _______ (quantity) Tilt Swivel Arm Chair _______ (quantity) Sled Base Arm Chair _______ (quantity) Side Chair _______ (quantity) Padded Stool _______ (quantity) Page 5 Accessories: Choices are as follows: Wastebasket _______ (quantity) Sign Standard _______ (quantity) Rope and Stanchion _______ (quantity) ( ) 5’ ( ) 8’ ( ) 10’ Special Requests: _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ " Help! Telephone Service needed Some displays may require on-line transmissions for their area - this is not a service that SIGGRAPH provides to contributor, but is available to you at additional cost. Please indicate below what service, if any, you will be needing in your display - a confirming order with costs will be provided prior to you. ( ) NONE Telephone Service Needed: ______________________________________________________________________________ ______________________________________________________________________________ " Help! Page 6 Networking/Data Service needed SIGGRAPH provides for reasonable networking service to contributors where it is necessary for the display and approved and arranged in advance. Please indicate below what service, if any, you will be needing in your display - (# IP addresses, Ethernet 10Mb or 100Mb, providing hub?, etc.) " NONE " 10 Base T _______ # of Devices " 100 Base T _______ # of Devices " I P Addresses _______ # of Addresses " I will be supplying my own hub / switch " I will need to rent my own hub / switch (available through computer rental) " ISDN service – I will need to rent ISDN services (available through local provider) Explain your networking needs: ______________________________________________________________________________ ______________________________________________________________________________ " Help! Computers needed You are expected to provide your own computer equipment for your display. In the event that you will be needing to rent computers on-site, please indicate your needs and the necessary information will be forwarded to you. " NONE ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Page 7 Set Up Date / Time Desired: In order to insure that everyone has the proper services available for set-up of every display, it will be necessary to schedule the delivery of materials and services necessary for your display area. >>Contributors will begin to set up on 20 July, 2000 at 8:00 am / 08:00<< To facilitate the very best service for your area, please indicate your top three choices of date and time for your set up on-site. Keep in mind, your set up time will be assigned to coordinate with other contributors in your area - every effort will be made to accommodate your first choice of date and time and to allow for set up as early as possible. We do encourage that all contributors select a set-up time as early as possible so that we may provide you with a maximum amount of working time within your completed venue. 1st Choice ( ) 20 July ( ) 21 July ( ) 22 July ( ) 8am / 08:00 ( ) 10am / 10:00 ( ) 12nn / 12:00 ( ) 2pm / 14:00 ( ) 4pm / 16:00 2nd Choice ( ) 20 July ( ) 21 July ( ) 22 July ( ) 8am / 08:00 ( ) 10am / 10:00 ( ) 12nn / 12:00 ( ) 2pm / 14:00 ( ) 4pm / 16:00 3rd Choice ( ) 20 July ( ) 21 July ( ) 22 July ( ) 8am / 08:00 ( ) 10am / 10:00 ( ) 12nn / 12:00 ( ) 2pm / 14:00 ( ) 4pm / 16:00 Special Considerations for set-up: ______________________________________________________________________________ ______________________________________________________________________________ " Help! Estimated Amount of Set Up Time: ________________________ •••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• For Staff Use: Received on: _______________________________ Entered by: _______________________________ Forms Needed: " Audio Visual " Computer Rental " Telephone Service " Freight Set Up Date / Time Assigned _____________________________________ Page 8 Shipping Information Important! To ensure a successful presentation, please refer to the following instructions when shipping your Artwork to SIGGRAPH 2000. If you have any questions on the following information, please contact Diane Gromala. IF IT IS A 2D PIECE OF ART: 1. SIGGRAPH will have it mounted and framed. 2. Make sure you insure it during shipping to and from the conference. 3. Send it, via your favorite courier service, to: Soho Myriad 1250-B Menlo Drive Atlanta, Georgia USA 30318 +1.404.351.5656 Janie Stanfield, owner Contact: Mirtha Ferrer (firstname.lastname@example.org) **Please be sure to include your submission number on the shipping label and clearly mark the work with your name and submission number. Also, please include a small image or thumbnail of the work that indicates its orientation. We must receive your artwork by 1 May 2000. 4. It will be framed in Atlanta and shipped to the Ernest N. Morial Convention Center for you. 5. SIGGRAPH will ship your framed piece back to you. IF IT IS A 3D WORK, INSTALLATION, OR PERFORMANCE-RELATED EQUIPMENT: 1. Please read the following information on shipping your equipment directly to the Ernest N. Morial Convention Center. 2. If you have interactive work, you will need to be at the convention center early enough to have your work up and running for the gallery opening, Sunday, 23 July 2000 at 4 pm. The earliest you can begin set up is after 12 Noon on Thursday, 20 July 2000. SHIPPING/MATERIAL HANDLING GENERAL INFO q Determine the exact products, items, and goods to be shipped to the SIGGRAPH 2000 conference. q Condense the items, products, and goods that are to be shipped into the least amount of containers (boxes, carton, crates, etc.). q Determine the strength and stability of the containers to reduce possible damage while shipping. q The nature of the items being shipped will determine the type of freight forwarder and/or shipper that should be used. q We suggest that you insure your shipment with your freight forwarder. If you have a preferred carrier already, feel free to use them. FREIGHT FORWARDING COMPANIES There are three basic types of freight forwarding companies. Significant additional charges can be incurred by not selecting the proper freight forwarder: q Common Carrier: This is the most cost effective method, however, your shipment may be handled (loaded and unloaded) several times before reaching its final destination. There is a greater possibility of damage if items are not packed correctly (not suitable for unprotected fragile items). This method requires longer transit time. Consolidated Freightways (CF) is the common carrier for SIGGRAPH 2000 to the Ernest N. Morial Convention Center (MCC) in New Orleans. They will be onsite for all outbound shipments. If you choose to use another carrier, it will be your responsibility to make arrangements to call them for pick up at the close of the show. q Van Line (more costly, but suggested for fragile, uncrated items): Pad wrap, special handling, guaranteed door to door in a direct trip. North American Van Line is the suggested van line for SIGGRAPH 2000. For suggested van lines in your area, contact: Dominick Esposito or Connie Cummings at 714.772.9049 or send email to: email@example.com. q Air Freight: To and from the conference, Freeman Air is available for overnight and 2nd day delivery. Less chance of damage compared to common carrier if items are packaged securely. DRAYAGE--(handling materials once at the MCC in New Orleans) Once at MCC, Sullivan Transfer Company (STC) handles all the materials to and from your area(s). Empties are held in storage, returned to your area(s) at the close of the conference and reloaded back onto the trucks. We can also offer accessible storage during conference hours if required. For storage needs, contact Dominick Esposito or Connie Cummings, 714.772.9049 or send email to: firstname.lastname@example.org INBOUND SHIPPING (to MCC) There are only two locations that you should ship materials to: 1. Sullivan Transfer warehouse in New Orleans 2. Ernest N. Morial Convention Center (MCC) If your shipment WILL ARRIVE in New Orleans on or before Tuesday, 18 July 2000, you may ship to the Sullivan warehouse at the address below. If materials are shipped to the Sullivan warehouse, those materials will be automatically delivered onsite to the location specified on the shipping label (as outlined below). Please be as complete as possible on this label: Hold for SIGGRAPH 2000 Art Gallery Your name c/o Sullivan Transfer Company 905 Sams Avenue New Orleans, LA 70123 If your shipment WILL ARRIVE in New Orleans on or after Wednesday, 19 July 2000, you must ship directly to the Ernest N. Morial Convention Center at the address below. Again, those items will be automatically delivered onsite to the location specified on the packing label (as outlined below). Please be as complete as possible on this label: SIGGRAPH 2000 Art Gallery Your name c/o Sullivan Transfer Company Ernest N. Morial Convention Center 900 Convention Center Boulevard New Orleans, LA 70130 Forms required for inbound shipping will be: 1. Paperwork required by your freight forwarder 2. Order for Service--a form that tells us what is coming, when and how to track your materials 3. Packing labels filled out as outlined below After arranging your shipment, an email should be sent to email@example.com listing the information that you included on the shipping label below. This provides us with a double check that your materials will arrive when and where you need them. SHIPPING LABELS Every single box or package must be labeled. Each label must include the following information: SIGGRAPH 2000 Art Gallery Your name Program chair name 1 of # of pieces OUTBOUND SHIPPING (from MCC) Forms required for outbound shipping will be: 1. Material Handling Agreement Forms--a bill of lading specifying your outgoing freight fowarder to be completed for all shipments going out of the MCC. 2. Shipping label identifying where you want the materials sent. SIGGRAPH 2000 will insure all equipment brought into the Ernest N. Morial Convention Center (MCC) for use during the conference if we receive complete prior notification of your equipment according to the following guidelines. Note: Unfortunately, every conference experiences some theft. While SIGGRAPH does provide security at the Center, you should exercise standard precautions in securing equipment (especially small, mobile items) at all times while at the convention center. Equipment that should be insured includes the following: q Any equipment shipped or brought by you to the MCC for use in your presentation or installation onsite. q Any equipment that you have arranged to be donated for use in your presentation or installation. SIGGRAPH 2000 will insure the equipment from the time it is accepted by Freeman Decorating and/or enters the MCC to the time it leaves the MCC as long as receipt and outbound shipping occurs while the MCC is occupied by SIGGRAPH 2000. SIGGRAPH 2000 does not insure equipment in transit to or from the conference. In order for SIGGRAPH 2000 to insure your equipment, you must complete an insurance form for each class of equipment. Please refer to the Insurance>Forms section of the Courses Presenter Notebook for blank forms, completed sample forms, and information on where to send your completed forms. Your form(s) must include the following information: q Program Area q Contributor contact information q Name of presentation or installation q Description of equipment q Number of items q Model and model # (Note: You do not need to provide serial numbers.) q Replacement value q Signatures Certificates of Insurance If you require a certificate of insurance, please indicate this request on the form. Filing a Claim In the event it becomes necessary to file a claim for equipment damaged or missing from SIGGRAPH 2000, you must: q Notify your Program Chair and the Exhibition Management office (Hall-Erickson, Inc.) immediately. Hall-Erickson will contact building security. q Work with your Program Chair and the Exhibition Management office (Hall-Erickson, Inc.) to obtain a police report while at the MCC. q Forward the following documentation to your Program Chair: 1. Copy of the police report 2. Copy of the original purchase receipt 3. Copy of a replacement quote from a vendor or manufacturer The Program Chair will forward this claim documentation to Conference Administration who will review and record your claim. It will then be sent to the insurance representative at ACM for processing. SIGGRAPH 2000 will insure your equipment, if you complete and fax or mail an insurance form to Diane Gromala by 29 May 2000. Please refer to Insurance>Guidelines in the Art Gallery Presenter Notebook for instructions on how to complete this form. You may also want to view the sample PDF forms below. Insurance Form (PDF) Sample Insurance Forms (PDF) Fax: +1.404.894.1287 Mail: Georgia Institute of Technology School of Literature, Communication and Culture 686 Cherry Atlanta, Georgia 30332 USA Contact Information Program Area Contributor Name Organization Street Address City State/Province Country Postal Code Work Telephone Fax E-mail Name of Presentation or Installation Equipment Information Check box if certificate of insurance is required Description of Item Quantity Model & Number (Not the Serial Number) Replacement Value Required Signatures Contributor Signature Date Program Chair Signature Date Contact Information Program Area Art Gallery Contributor Name Jane Doe Organization Millenium Technologies Street Address 247 Parker Street City Any Town State/Province Any State Country USA Postal Code 54321 Work Telephone 222.567.2222 Fax 222.567.2223 E-mail firstname.lastname@example.org Name of Presentation or Installation Generational Interface Equipment Information Check box if certificate of insurance is required Description of Item Motion Tracking System Quantity 2 Model & Number (Not the Serial Number) Magnetic Tracker/Flock of Birds Replacement Value $3000.00 Each = $6000.00 Total Required Signatures Contributor Signature Jane Doe Date 4/25/2000 Program Chair Signature Date Contact Information Program Area Panels Contributor Name John Doe Organization Computer Graphics University Street Address 153 Any Street City Any Town State/Province Any State Country USA Postal Code 54321 Work Telephone 222.567.2222 Fax 222.567.2223 E-mail email@example.com Name of Presentation or Installation Graphics from Outer Space Equipment Information Check box if certificate of insurance is required Description of Item Laptop Computer Quantity 1 Model & Number (Not the Serial Number) IBM Thinkpad 400 Replacement Value $2500.00 Required Signatures Contributor Signature John Doe 4/25/2000 Date Program Chair Signature Date Important Hotel Information for SIGGRAPH 2000. Hotel reservations will be available beginning 1 March 2000. Please make your reservation as soon as possible after that date. When you make your reservation early, you have the best chance of reserving a room in your first-choice hotel. Hotel reservations can be made online through the SIGGRAPH 2000 Web site, or you can call the SIGGRAPH 2000 travel coordinators at 800.631.5557 (Continental U.S. and Canada) or +1.312.527.7300 (from all other countries). If your work is accepted by a SIGGRAPH 2000 program, you will receive a Contributor Housing Change Form in your registration packet. You can use your Contributor Housing Change Form to request a different hotel if you did not get a room in one of your preferred hotels earlier. Every effort will be made to move you to one of your preferred hotels. Please do not rely on your Contributor Housing Change Form to make your hotel reservation. Reserve your room as soon as possible after 1 March 2000 to make sure that you get a room in your preferred hotel.
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