Case Studies

ACCESS: Achieving Clear Communication Employing Sound Solutions
Chicago, USA 10–12 November 2003

Having successfully produced the Proceedings for their second Paediatrics conference, Immediate Proceedings was commissioned by Phonak Inc to produce a similar book for their first ACCESS event. On this occasion, however, the editors wished to incorporate the posters as presented to the delegates and the decision was taken to produce a companion CD. The disc carried the complete Proceedings including full colour illustrations, the posters as submitted by their authors and, uniquely, links to sound files on one paper so that the author could demonstrate audio examples to emphasise her presentation. The disc, which was fully navigable and word searchable, was enclosed with the book as a complete archival record of the event and 5000 copies were shipped for worldwide distribution.


Chemistry in the Oil Industry VIII
Manchester, UK 3–5 November 2003

The Speciality Chemicals Sector of the Royal Society of Chemistry, in association with EOSCA, runs a biennial international symposium for 200+ delegates. Having produced the Proceedings for the VIIth symposium, Immediate Proceedings was retained to work with the conference secretariat on this event. Some 29 papers and posters were submitted by their authors to a standard template for processing into a printed book and a companion CD-ROM. The Proceedings were digitally printed and paperback bound and the fully-navigable and word-searchable disc was enclosed for delivery to the venue where the delegates received their copies on arrival.

Transactions of 1st to 11th Fundamental Research Symposia 1957–97
The Pulp and Paper Fundamental Research Society

Following the successful production of the 12th Symposium Proceedings in both printed and electronic format, the Fundamental Research Committee decided to market archived versions of the previous eleven symposia. Immediate Proceedings was commissioned to scan printed copies produced over the 50-year period and produce an individual CD-ROM for each publication, all fully-navigable and word-searchable, with optimum reproduction of the many halftone illustrations and a complete contents listing. On completion, sets of eleven archive discs in series packaging were delivered for marketing to worldwide academic and research libraries.


The World Congress on Railway Research 2003
Edinburgh, UK 28 September–1 October 2003

Conference organisers, Concorde Services Ltd, retained Immediate Proceedings to produce the Book of Abstracts and the Proceedings on CD-ROM from data supplied. Over 600 abstracts were submitted for acceptance and all were data processed into a standard one-page format for the use of the selection committee. Some 275 abstracts were selected for the programme of sessions and full papers were requested for inclusion in the Proceedings disc. The selected abstracts were sorted into programme order and printed and bound as an A4 format paperback book. The full papers were received from across the world and typeset into a standard layout for consistency of presentation, forming some 1750 full colour A4 pages. These formed the basis for the fully-navigable and word-searchable CD-ROM of the Proceedings, the disc being inserted into the Book of Abstracts for the delegates to receive on arrival at the Congress.

Fourth International Conference on Vestibular Schwannoma and Other CPA Lesions
Cambridge, UK 13–17 July 2003

This commission proved to be the classic case for the use of Immediate Proceedings' full range of services. In at the very start of the planning process, our Project Manager brought personal experience of conference organisation to advise and assist the Organising Committee in both promotion of the event and formalisation of the conference programme. A conference website was set up and updated regularly for the use of prospective delegates, providing an up-to-date conference programme with full information about the venue, as soon as decisions were made by the organising committee. Online registration provided an error-free delegate database and greatly reduced the work of the conference secretariat. A database of submitted abstracts was created, and after a peer-reviewed selection process, each delegate was informed of the result, the format for submission of their paper to the proceedings, and regularly reminded of their commitment to submit these by the required date. Short papers were received by email and processed into a standard format for both the printed Proceedings and a companion CD-ROM which was fully-navigable and word-searchable. These, together with a Conference Programme booklet, were produced to a standard conference livery and delivered to the Conference venue 3 days before the start. 


Sixth International Congress on Drug Therapy in HIV Infection
Glasgow, UK 17–21 November 2002

Conference organiser, Thomson The Gardiner-Caldwell Group Ltd, considered the option of in-house production of the Abstracts in both printed and CD-ROM format. However, after receiving a competitive proposal, the decision was taken to place the data processing and production with Immediate Proceedings. Some 400 Paper and Poster abstracts were gathered electronically and supplied as a database for processing and typesetting, initially as individual abstracts for the CD-ROM and then as made-up pages for the printed Book of Abstracts. Immediate Proceedings project managed the book printing and CD-ROM duplication and delivered 2750 copies of each for the opening of the Congress.


Maritime World 2025 – Future Challenges and Opportunities
Greenwich, UK 3–5 April 2002

The Greenwich Forum in association with Greenwich Maritime Institute and the conference organiser, The Conference Business Ltd, commissioned Immediate Proceedings for this project. Immediate Proceedings received the presentations directly from the authors, data processed and typeset them into a common format and style, proofed out for approval and, finally, compiled a fully-navigable and word-searchable CD-ROM. This was distributed to registered delegates in advance of the event. The corporate style of the publicity material and brochure was adapted for the papers and reproduced for the CD packaging and on-disc printing, thus ensuring a high degree of design consistency throughout.


A Sound Foundation Through Early Amplification
Chicago, USA 8–10 November 2001

This international conference, sponsored by Phonak AG of Switzerland, was the second such event. The organisers wished to keep the time period between the delivery of presentations and the publication of printed Proceedings to the very minimum. Immediate Proceedings was commissioned to work closely with the Editors based in Canada and the USA converting the edited papers into a predetermined format and typesetting style. After approval of proofs, Immediate Proceedings arranged for the manufacture of 5000 paperback copies for distribution in Switzerland, USA and UK. The schedule agreed in August 2001 was followed and the shipping of the books was effected on the date forecast some 7 months previously. Phonak AG launched the Proceedings at AAA in Philadelphia, USA in April 2002 achieving a production cycle reduction of approximately 14 months when compared with that of the first Proceedings.


Twelfth Fundamental Research Symposium – The Science of Papermaking
Oxford, UK 17–21 September 2001

Having published the Proceedings of previous symposia in book form, the Organising Committee decided to enhance the distribution of papers by incorporating all three volumes within one CD-ROM. After initial feasibility discussions, it was agreed that this would provide the opportunity not only to data process all 44 papers into a common format and style for the first time but also enable the Committee to make these papers available to registered delegates as down-loadable PDF files for pre-event assessment. On arrival at the Symposium, delegates were presented with a 2-volume, A5 format, hardback bound set of presentations running to some 1500 pages. The Editor arranged for the session discussions to be recorded and transcribed, and following detailed preparation, a third volume was printed and hardback bound for post-event distribution to delegates affording them a complete printed record. In the back of this volume was inserted a completely searchable, multi-platform CD-ROM of the 3-volume set.


Sixth International Tinnitus Seminar
Cambridge, UK 5–9 September 1999

"The Origin of Immediate Proceedings Ltd"

The Chairman of the Organising Committee, Jonathan Hazell FRCS, wanted to set a precedent at the end of the seminar by providing a full Proceedings in book form for each delegate to take away. A team of specialists in project management and data processing was commissioned to prepare a plan whereby all Papers and Posters would be submitted by the authors in the weeks prior to the gathering and the production would be completed during the seminar itself. In the event, the last of some 136 presentations was received on the opening night but, nevertheless, the plan was successfully carried out and each of the 275 delegates was presented with a copy of the 600-page book prior to departure. Subsequently, a CD-ROM version was produced and both book and CD are still being sold over 4 years later. 
    

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