Congress Information

Congress Organizers

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The Congress Organizers invite vexillologists to participate in the Washington Flag Congress by delivering a presentation. The Organizers will endeavor to accommodate as many acceptable presentations as the Congress schedule allows. The preliminary schedule provides for roughly 25-30 presentation slots.

TYPES OF PRESENTATIONS

The Organizers welcome proposals for any of the following three types of presentations:

DEADLINES

PROGRAM CHAIRMAN & CONTACT INFORMATION

NAVA First Vice President Gustavo Tracchia is the Congress Program Chairman. Please direct all abstracts, final versions, and questions to:

Gustavo Tracchia

First Vice President

North American Vexillological Association

82-67 Austin St., #205

Kew Gardens, NY 11415 USA

(718) 847-2616

vp1st@nava.org

[In all e-mails, please include "ICV 24" in the subject line]

 

LANGUAGE AND TECHNICAL REQUIREMENTS

While papers and short presentations may be presented in any of the official languages of FIAV (English, French, German, or Spanish), the Congress will be conducted in English; there will be no simultaneous translation. If a language other than English is used, the abstract must be submitted in English, PowerPoint images should have English captions, and a complete English translation of the text (for distribution during the Congress and later publication) will be appreciated.

The exclusive medium for delivering slides accompanying papers and short presentations is Microsoft PowerPoint (.ppt). A personal computer, projector, screen, podium, and microphone will be available.

AWARDS

The NAVA Executive Board will award the Captain William Driver Award to one presentation that meets the Driver Award guidelines (set out below). The FIAV Board will also present a Best Paper Award (sponsored by NAVA) for the best paper delivered at an International Congress of Vexillology based on the quality of the paper’s contents, its presentation, and its appeal to the audience.

SUBMITTING ABSTRACT [by 31 MARCH 2011]

To express interest in delivering a presentation, prospective participants must submit the following information by 31 March 2011 to the Program Chairman (address above):

  1. Presenter's name, address, telephone number, and e-mail address (if available);
  2. Title of paper, presentation, or panel;
  3. Abstract (maximum 200 words, in English) of the paper, short presentation, or panel [and for a panel, the names and credentials of the moderator and panelists];
  4. Any special technical requirements.

This information should preferably be sent electronically by e-mail; however a hard (paper) copy is acceptable. Prospective participants are strongly encouraged to submit their abstracts earlier than the deadline.

ACCEPTANCE OF PRESENTATIONS [by 30 APRIL 2011]

The Program Chairman will notify prospective participants of presentation acceptance by 30 April 2011. The Program Chairman reserves the right to accept or reject any paper, presentation, or panel without prejudice. The Program Chairman may refer any proposal to the Congress Scientific Committee (named by the NAVA President) for review before accepting the proposal.

SUBMITTING FINAL VERSION [by 30 JUNE 2011]

For papers or short presentations, upon acceptance, presenters must submit a complete copy in:

  1. publishable form (text file) AND
  2. delivery form (presentation file)

by 30 June 2011 to the Program Chairman (address above).

The text file should be in Microsoft Word (.doc) or its convertible equivalent. The endnote function is acceptable and preferred to footnotes, and images (preferably in color) may be embedded in the document. If possible, the images should also be provided as separate files in .jpg, .tif, or .gif format (at least 150 dpi; 300 dpi is preferred). Assume publication using 8.5 x 11 inch letter portrait paper size. An additional file in Adobe Acrobat (.pdf) format may be included to guide layout.

The text file should contain (*=optional items):

  1. Title
  2. Name(s) of the author(s)
  3. Abstract
  4. Full text, illustrations, and endnotes
  5. Acknowledgements*
  6. Bibliography*
  7. Biography of the author(s) (with photo)

As a separate file:

  1. *English translation of the text (if a language other than English is used)

The presentation file must be in Microsoft PowerPoint (.ppt) or its convertible equivalent. An optional template, for consistency, will be available. The electronic submission of these files by e-mail with electronic files attached is preferred. Alterantively, the files may be submitted either:

  1. by regular mail on a CD/DVD, a 3.5-inch floppy disk, or a USB memory stick, OR
  2. by FTP following instructions provided by the Program Chairman or the Congress Organizers.

All files must be in Windows-compatible format.

For panels, upon acceptance, panel organizers must submit confirmation of panel content and membership, by 30 June 2011.

Presenters who have not provided these files and information 30 June 2011 will be removed from the Congress program.

AT THE CONGRESS [1-5 AUGUST 2011]

Presenters will be asked to test their presentations in advance with the Congress technical team. Substitutions of text and presentation files will be allowed when feasible.

Handouts are encouraged. Plan on a quantity of 125 unless otherwise advised.

After the Congress, its Proceedings will be compiled and published by NAVA. By submitting a paper or short presentation, the author grants NAVA unlimited permission to use, reproduce, and publish all or part of the paper in any form as part of the Congress Proceedings. The author further asserts that all images used are used by either written permission secured or are available for publication under "fair use."

CAPTAIN WILLIAM DRIVER AWARD GUIDELINES

  1. The Captain William Driver Award was created in 1979 for the best presentation at the NAVA annual meeting. It is named in honor of Captain William Driver, who christened the United States flag “Old Glory.” The award is generously underwritten by NAVA's Commercial Members.
  2. The award consists of a certificate and US$250.
  3. The Executive Board shall determine the recipient of the award based on the criteria given below. At its discretion, the Executive Board may determine that no presentation delivered at the convention has met the criteria for the award and decline to give an award that year.
  4. The criteria for the award follow, in descending order of relative importance:
    • The presentation should be an original contribution of research or theoretical analysis on a flag or flags resulting in an advancement of knowledge in the field of vexillology.
    • It should be characterized by thoroughness and accuracy.
    • It should be well organized and, as appropriate, illustrated.
    • It should be delivered well, i.e., interesting for the audience as well as informative, such that it is easily comprehendible.
  5. No presentation may be considered for the award unless a completed written text is submitted in advance of its delivery.
  6. No single individual may be given the award more frequently than once every three years.
  7. Because of the conflict of interest, current members of the Executive Board are ineligible for the award.
  8. If at all possible, the Executive Board shall not give the award jointly to co-recipients. In extraordinary circumstances, the Executive Board may recognize another presentation with the designation "Honorable Mention."
  9. These guidelines should be distributed to presenters in advance of the annual meeting.