Logistics

Since ADASS was last in Tucson in 2006, the University of Arizona has adopted this statement:

  • We respectfully acknowledge the University of Arizona is on the land and territories of Indigenous peoples. Today, Arizona is home to 22 federally recognized tribes, with Tucson being home to the O'odham and the Yaqui. Committed to diversity and inclusion, the University strives to build sustainable relationships with sovereign Native Nations and Indigenous communities through education offerings, partnerships, and community service.

The statement is new, but this will be the fourth time ADASS has been held on the land of the O'odham and Yaqui.

The process of crafting the statement in consultation with leaders of the Tohono O'odham Nation and the Pascua Yaqui Tribe was as important as its final form, and indeed, the work continues. Read more about this process from the University and from the O'odham, and visit the websites of the:

The ADASS conference series is held annually and moves from country to country and institution to institution. Many requirements of personal and professional good conduct apply to all ADASS attendees, from the hosting institutions to the international scientific, astronomical, engineering, and software organizations we variously belong to:

If you see a problem with in-person or online behavior during ADASS 2023, bring it to the attention of the organizers. We will be wearing the red lanyards. Or contact the POC Chair, Kathleen Labrie (PG4gdWVycz0iem52eWdiOnhuZ3V5cnJhLnlub2V2ckBhYnZleW5vLnJxaCI+eG5ndXlycmEueW5vZXZyQGFidmV5bm8ucnFoPC9uPg==) or LOC Chair, Rob Seaman (PG4gdWVycz0iem52eWdiOmVmcm56bmFAbmV2bWJhbi5ycWgiPmVmcm56bmFAbmV2bWJhbi5ycWg8L24+).

Posters for ADASS 2023 will be displayed all week

Poster submissions closed on October 15. We are no longer accepting submissions.

Log into Pretalx to upload the PDF version of your poster

The organizers encourage poster submissions to be provided in both physical and electronic formats to reach the widest audience. Poster authors are encouraged to submit up to four pages for the proceedings (see Author instructions below).

Physical posters

  • Posters will be displayed in the same room as used for coffee breaks and demo displays.
  • First authors must register for the meeting but can attend online.
  • The fastcopy print shop is in the basement of the building where the conference will be held. Pricing is competitive but requires an estimate depending on size, number of colors, etc.
  • Physical posters should fit in a one-meter square space (the boards are 4'x8' to hold two posters side-by-side).
    • To play well with the posters on either side, don’t go much wider than 1.1 meters.
    • You can have it hang down a bit if you really think folks will be interested enough to kneel down. 
  • It is the responsibility of the authors to arrange for posters to be put up.
    • Push pins will be supplied.
  • Poster IDs will be assigned after poster submissions are closed.
    • Hang your poster in the space assigned (TBD) to that ID.
  • Posters must be removed by the end of the final day. Any remaining will be discarded.

Electronic posters

  • Submissions of poster PDFs are open NOW:

    These will be linked to the website and will be visible to the public in roughly daily batches.

  • We heartily encourage discussions about individual posters on the #poster channel on Slack.

  • The agenda for ADASS 2023 does not include sessions for poster presentations. A short video lightning talk can be uploaded to Pretalx.

Instructions for authors contributing to ADASS proceedings

Adapted from ADASS XXXII

If you contribute to ADASS 2023, you are expected to submit a paper for the proceedings. Invited speakers are required to submit a paper and everyone else is strongly encouraged to do so. ADASS Proceedings are published by the Astronomical Society of the Pacific (ASP) as an open-access part of their Conference Series.

Deadlines

  • November 13, 2023 – first draft uploaded
  • December 4, 2023 – final publishable version uploaded

If you do not submit a draft by the deadline, we cannot guarantee that your paper will be included in the proceedings.

Signing the copyright form

ASP will not publish your paper without a completed copyright form. Please take care to fill in the copyright form completely. (Microsoft Word version.) The completed form can be signed with an image of your signature or by printing, signing, and scanning back to PDF. If anybody figures out how to sign ASP forms digitally, please let the ADASS organizers know.

We'll keep asking for your signed forms until you provide them, so it's simplest to do it today... right now... click the link... you know you want to... it's fun!

ADASS XXXIII editors    

  • Natalie Gandilo, Steward Observatory
  • Alice Jacques, NOIRLab
  • Tyler Linder, Planetary Science Institute
  • Rob Seaman, Lunar and Planetary Laboratory (contact: PG4gdWVycz0iem52eWdiOmVmcm56bmFAbmV2bWJhbi5ycWgiPmVmcm56bmFAbmV2bWJhbi5ycWg8L24+)

Proceedings contributions page limits

Software and data science change rapidly and continually. Contributions to the literature of astronomical software data systems generally fall into a few categories, such as project status updates, user documentation, decadal white papers, and so forth. ADASS proceedings fill a unique role in providing the opportunity for an instantaneous snapshot. (One might imagine compiling ADASS papers of a project like IRAF from successive proceedings and rifling through them like an animated flipbook.) Contributions to the ADASS proceedings may provide links to key contemporaneous partners or to online resources, whether permanent or ephemeral, and a typical ADASS contribution will touch on the high points of current work, not generally on an exhaustive review of a project's entire history. The page limits are a trade-off between accommodating as many projects as possible and providing a few pages to summarize your key work while remaining within a single volume each year.

  • Invited Talks: 10 pages
  • Contributed Talks: 4 pages
  • Poster Papers: 4 pages
  • BoFs: 4 pages
  • Focus Demos: 4 pages
  • Tutorials: 4 pages

A note about Paper IDs

Each paper has been assigned an ID in the format XNnn, where X is one of:

  • I for Invited talk (including the Prize talk)
  • C for Contributed talk
  • P for Poster (plus three digits)
  • B for BoF
  • F for Focus demo
  • T for Tutorial

and Nnn is a three-digit number. The first digit represents the topical theme, and the others are a one-indexed running number in order of submission for posters or presentation for talks.

  1. Science with data archives
  2. Space and ground-based mission operations
  3. User experience
  4. AI in astronomy
  5. GPU implementations
  6. Solar System, heliophysics, and planetary sciences
  7. Research software as a career path
  8. Cloud infrastructures
  9. Other creative topics in astronomical software

For example, the first submitted poster ID in the "AI" theme is P401.

Instructions for paper preparation

We have provided the ADASS2023.tar proceedings package archive with style files, check scripts, and documentation to help you prepare papers for submission. Among the list of files, you will find:

  • ASP Instructions for Authors and Editors (manual2010.pdf)
  • Guidelines for preparing an ADASS paper (ManuscriptInstructions.pdf)

Please follow the guidelines carefully because the manuscript must be delivered to ASP in print quality. The more issues are solved early on in the process, the more time we all save.

Downloading manuscript preparation materials

The first step in preparing your paper is to download the ADASS2023.zip file. Then unzip this into a convenient parent directory to create the ADASS2023_author_template subdirectory (folder). If you author two papers, create a separate ADASS2023_author_template directory for each paper. Do not submit multiple proceedings in the same directory.

Authors will receive an email soon for downloading materials and uploading their manuscripts.

Using Overleaf?

Editing your paper in Overleaf is also known to work: simply upload the .tex template, the two asp2014 files, and optionally your BIB file and EPS figures to your Overleaf project (don’t start from scratch, or your file will be likely named main.tex, which is what you don’t want!) The easiest way is to run make overleaf, which will produce a single ZIP file with the required content, which you can upload to Overleaf in one go.

Check your manuscript

Your paper should typeset without generating any LaTeX errors or warnings. Overfull hbox warnings, in particular, need to be fixed. The make check command runs a python script that looks for a number of common problems that have been found in submitted papers. You should run it on your paper before packaging it up for submission and should fix any problems it finds. This test is a copy of a basic paper checking program that will be run by the ADASS editors on all submitted papers. It is also possible to run the check manually with the PaperCheck.py script. See ManuscriptInstructions.pdf for detailed instructions on how to check your manuscript.

Package and submit your paper

Your Paper ID (PID) is listed on your abstract listed on the meeting agenda.

You should create a .tar.gz file with a name based on the identifier for your paper, e.g., <PID>.tar.gz. This should contain:

  • The <PID>.tex LaTeX file
  • The <PID>.bib file defining any cited references
  • And <PID_*.eps graphics files used by the paper
  • The makedefs file
  • The resulting <PID>.pdf file for the paper, so we can see how you got it.
  • A signed copyright form with a filename copyrightform_<PID>_<AuthorName>.pdf.

Makefile commands

If everything in the ADASS2023_author_template directory is set correctly, you should be able to run the following make commands:

  • make pdf         # Build the PDF file (possibly twice to get rid of some errors
  • make check       # Check the manuscript for issues
  • make tar         # Build the tar file for submission
  • make overleaf    # Prepare a ZIP file to bootstrap your overleaf project 

Please note that in order to get all the make commands working correctly, you should be working in the ADASS2023_author_template folder.

Upload your proceedings contribution

If your <PID>.tar.gz is smaller than the 10 MB limit, please upload your file to Pretalx under your login. Otherwise, please email <PID>.tar.gz to PG4gdWVycz0iem52eWdiOmVmcm56bmFAbmV2bWJhbi5ycWgiPmVmcm56bmFAbmV2bWJhbi5ycWg8L24+. And if that doesn't work email the same address and we'll make alternate arrangements.

What to upload & naming conventions

You can upload three different types of files TBD.

  • Your slides (for contributed talks) or poster in .pdf format, with filename <PID>_slides.pdf or <PID>_poster.pdf
  • For remotely presented talks, a video of your talk (25m invited / 12m contributed)
    • or poster lightning talk (1-3 minutes) in .mp4 format, with filename <PID>.mp4
  • Eventually, the proceedings package for your paper in  .tar.gz format, with filename <PID>.tar.gz

© 2023 ADASS XXXIII

ADASS will be held in the Ballroom complex on the 3rd floor of the Student Union Memorial Center (SUMC) on the campus of the University of Arizona. Enter on the north side through the Diamond Atrium and past the registration desk. The ground floor is the 2nd floor, so take the elevator or stairs.

  • Tutorials will be held in the separate North and South Ballrooms
  • Plenary sessions and Focus Demos will be in the combined Ballroom
  • Parallel BoFs will add the adjoining Rincon and Santa Rita rooms
  • Posters will be in the combined Catalina and Tucson rooms

The Software Carpentry workshop preceding ADASS will be held in the Kuiper Space Sciences building of the Lunar and Planetary Laboratory.

The IVOA InterOp meeting after ADASS will be held at Steward Observatory and NOIRLab.

There are several parking garages on the University of Arizona campus. Individually, the garages are straightforward to navigate. The entire parking system is complicated and uses at least three different payment models:

  1. take a ticket on the way in and pay at the gate on the way out
  2. use a cashier
  3. install a parking app on your phone

The 2nd Street Garage is immediately next to the conference venue at the Student Union Memorial Center (SUMC) but sees very high traffic. There's a ticket and a cashier.

If you don't mind a little walking, the LOC recommends the Highland Avenue Garage, which is north of SUMC. There is a tunnel underneath Speedway Blvd. Among other things, you will avoid rush hour leaving campus. This is #52028 on the Passport Parking app. It will also ask for your license plate #. You can later add hours from your phone.

Cost is generally $8.00 through to 5:00 pm, with a complex heuristic ramping up to $16.00 if you lose your ticket.

The Sun Link Streetcar is free during ADASS. Service is every 10-15 minutes until 10:00 pm on weekdays, and 20-30 minutes until 8:00 pm on Sundays.

Ride-sharing following the Sunday reception can be discussed on the #travel-sharing channel on Slack.

You know what to do, or if you don't, it's about time you did:

ADASS 2023 SLACK INVITATION

Workin' on it. (We decided it was better to email this.)

The conference wifi network name and password will be provided at the venue.

University IT will enable a temporary named SSID for the event in addition to eduroam and the visitor and student/staff networks. TBD whether there will be a password for the named network, but the visitor network has the familiar daily registration process used on many campuses. The goal is that everybody will use the conference's named network, but you might verify in advance if eduroam is an option for your institution and create an account as a fallback. UAGuest should be a distant third as an option (perhaps fourth after your phone as a hotspot) and appears to work better for Windows laptops. YMMV.

Wifi on campus is generally quite solid. Eduroam tested at 80 Mbps up and down with zero packet loss compared to a bit faster student/staff wifi with ~1% packet loss, presumably from the hundreds of competing connections in the building at the time. The LOC has not had an opportunity to test the venue's wifi at scale, but every lunch-hour rush downstairs likely loads the building similarly to an ADASS. The venue's mesh network itself sees little student loading.

IT will also be activating several wall jacks and will provide switches if we need them. It will be interesting to see whether, after 33 years, any ADASS attendees will require wired ethernet connections. The underlying wired internet should be gigabit with all the usual caveats, but I don't know IT's policies for provisioning non-science buildings on campus. The building is quite close to the campus IT center, and I'd be surprised if there weren't an uninterrupted fiber bundle between the two.

Please practice the various public health skills we have had to learn the last few years. If recent events are a guide, some will wear masks and others will not. (I will keep one handy in a pocket.) Please be considerate of other attendees' inclinations.

The meeting and banquet venues are large spaces that permit easy social distancing. The reception includes an outdoors patio. The campus has numerous outdoor locations for your personal and professional discussions if a particular space seems too confining. (The 14-day weather forecast is "sunny and warm".) Hand sanitizer remains ubiquitous on campus.

Consider the latest booster vaccine before you travel.

Some COVID-19 links:

 

Please send your unanswered questions to PG4gdWVycz0iem52eWdiOmVmcm56bmFAbmV2bWJhbi5ycWgiPmVmcm56bmFAbmV2bWJhbi5ycWg8L24+. It's a safe bet others are wondering, too.

 

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