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«Contents Key dates 1. Topics 2. Science & research content of the programme 3. Call for ‘breakthrough abstracts’ 4. Criteria for selection 4.1. ...»

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EWEA 2016 Annual Conference,

27-30 September 2016, Hamburg Conference Centre, Hamburg, Germany

Abstracts submission kit

General track

Version: 22/02/2016


Key dates




Science & research content of the programme


Call for ‘breakthrough abstracts’


Criteria for selection


Pre-submission and integration into regular sessions


Rules and requirements




Submission rules





Pre-submission of breakthrough abstracts


Online submission procedure


Using the online system


What do I need before starting my submission?


Advice for abstract submitters: how to write a good abstract


Abstract scoring procedure


Scoring of general abstracts


Recommendations made by abstract reviewers


What happens after the abstracts are scored?


Conference programme questions?

Contact Mia Magazin EWEA 2016 Conference Secretariat +32 2 213 18 07 conference@eweaevents.org

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1. Key dates February 2016 Call for abstracts topics & deadline published 2 March 2016 Call for reviewers & session chairs opens (EWEA members only) 2 March 2016 Abstract submission portal opens 18 March 2016 Call for reviewers and session chairs closes (EWEA members only) 17 April 2016 Call for abstracts closes at 23.00 CET – NB: this deadline will not be extended

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27 May 2016 Presenters to confirm their participation.

6-19 June 2016 Call for ‘breakthrough abstracts’ (general and science & research)

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2. Topics The conference sessions at EWEA Annual Conference 2016 will be built around the best abstracts received under the topics listed below. The number of sessions on each topic will be determined by the number and quality of abstracts received. The number of sessions foreseen for each topic will be confirmed at the programme meeting, along with the results of the abstract review process.

The EWEA Annual Conference focus is on applications relevant to the wind energy industry. Basic-researchoriented papers should preferably be directed to the conference “The Science of Making Torque from Wind” (TORQUE 2016), organized under the auspices of the European Academy of Wind Energy (EAWE) (www.torque2016.org). Abstracts can be submitted for TORQUE 2016 until 29 February 2016.

–  –  –

3. Science & research content of the programme Science & research content in EWEA 2016 will again be organised in cooperation with the European Academy of Wind Energy (EAWE), a world-leading wind energy academic & research community. The Academy will bring EWEA 2016 delegates leading edge wind energy research results, keeping Europe in the forefront of wind energy innovation. This offers a forum for in-depth presentations and discussions on progress and results of wind-energy related scientific research.

Each topic (with the exception of ‘finance’) will therefore have two topic leaders, one from industry and one from the science & research community. In order to result in coherent sessions and a balanced programme, sessions will include the very best presentations on each specific topic, whether they are from ‘general’ or ‘science & research’ abstracts. The objective is to avoid duplication in the programme with content on a given topic to be found both in sessions in the former ‘technology track’ and at the same time in sessions in the former ‘science & research track’.

For more information about the ‘Science & Research’ track, please refer to the science & research abstract submission kit.

4. Call for ‘breakthrough abstracts’ In response to feedback from members we will hold a call for contributions presenting the very latest findings and breakthroughs that have never been made public before. This was carried out for the first time at EWEA OFFSHORE 2015 and repeated at EWEA 2015.

This call for ‘breakthrough abstracts’ will take place from 6 to 19 June 2016. Both ‘general’ as well as ‘science & research’ submissions are encouraged on all the topics listed above. Submissions will be reviewed according to the same process used for the main abstract review before the summer, with the best being selected for presentation. Breakthrough abstracts not selected for an oral presentation and of sufficient standard will be offered the opportunity to be presented as posters.

4.1. Criteria for selection Those interested should bear in mind that this should not be considered as a ‘second chance’ for those that missed 17 April deadline for the main call for abstracts. Only abstracts that propose to share breakthroughs that would have been impossible to fully submit in April will be considered.

 A breakthrough abstract should present findings that have never been presented before.

 The data should not have been published before the EWEA annual conference.

 The abstract should feature an element of real novelty (i.e. new technology, new methodology, new high-quality data, high-impact results that challenge the status quo/common assumptions and open new perspectives)  Overtly promotional / commercial presentations will be discarded.

4.2. Pre-submission and integration into regular sessions Based on the experience gathered at EWEA OFFSHORE 2015 and EWEA 2015, where selected breakthrough abstracts were set aside for a dedicated session, we will try to facilitate integration of breakthrough content into regular sessions.

To this end, we will introduce the possibility to declare your intention of submitting a breakthrough abstract in advance, as part of the regular call for abstracts, by using a pre-submission form. This will enable the programme committee to anticipate what might be coming, and setting aside slots for a breakthrough presentation.

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Space for a dedicated session for breakthrough content will still be reserved provisionally, and based on presubmissions, EWEA will then decide whether to have a separate session for breakthrough content or full integration into regular sessions. This decision will be taken by the end of May.

5. Rules and requirements

5.1. Definitions Submitter: person who submits the abstract Presenting author: person who will physically present the abstract at the conference and who is marked as the presenter in the programme

5.2. Submission rules  Abstracts must be submitted online, on or before the closing date (17 April 2016 for the main call for abstracts, 19 June 2016 for the call for ‘breakthrough abstracts’). N.B. No extensions will be made to these deadlines.

 The organisers reserve the right to reject any abstract that fails to comply with the submission instructions described in the document. Please note that late submissions will not be considered.

 It is possible to submit more than one abstract. However, only one presenting author per abstract is permitted. Whilst it is possible for one presenter to have several poster presentations, please be aware that in order to promote as diverse a programme as possible it is not normally possible for a presenter to make more than one oral presentation.

 Please ensure that your abstract does not contain spelling, grammatical or technical / scientific errors. Take care to not include special characters (symbols such as © or ± for example) as these will not be rendered properly, but rather write these out in normal text. No corrections are possible after the submission deadline. The abstract will be reproduced exactly as submitted. No proofreading will be done.

 Presenting authors must accept full responsibility for the submission and presentation of the abstract. Presenting authors retain full copyright of their abstracts, presentations and full papers.

By submitting an abstract, authors give consent and authorise the organisers to publish or submit for publication their abstract, presentation, biography, photo and full paper, and to include them in any conference publications.

–  –  –

6. Online submission procedure

6.1. Using the online system  Abstracts may only be submitted via our online system. The first time you use the system, you must create your own submitter account. Using this account, you are able to create, edit and submit

multiple abstracts.

 Submitters can go back and make changes to, or delete, a submitted abstract until the submission deadline, 17 April 2016 (23:00 CET) for the main call for abstracts and 19 June 2016 (23:00 CET) for the call for ‘breakthrough abstracts’.

 Prior to the submission deadline, the secretariat will be in contact with abstract submitters. Once this deadline has passed, all future communication will be with the presenting author. To avoid confusion please make sure this is clearly communicated between submitters and presenting authors.

 If you have successfully submitted your abstract you will receive a confirmation email. If no confirmation email is received within 48 hours, the abstract cannot be considered as successfully submitted and accepted. Please contact the secretariat at conference@eweaevents.org to check

the status of your abstract.

 Abstract withdrawal: If you would like to withdraw an abstract after the submission deadline, please contact us at conference@eweaevents.org

6.2. What do I need before starting my submission?

 Read through the topic descriptions before you write and submit your abstract.

 Prepare your abstract text in a word processing programme (e.g. Microsoft Word) for easy copypaste into the online form.

 Prepare your brief biography (max 100 words). Biographies should summarise your current position, educational qualifications, brief career details and major work achievements to date, including any areas of specialisation. Biographies should be written in the third person and should be clear and concise. If your abstract is selected for presentation at the conference, your biography will be published as is in the online conference programme and will not be proofread.

 Make sure you have a professional photo, head and shoulder style, JPEG format, sized at least 450 × 450 pixels and no larger than 2MB. If your abstract is selected for presentation at the conference, your professional photo will be published in the online conference programme.

 Have information on co-authors, if applicable (full name, organisation and email address).

–  –  –

Example of brief biography:

Mrs. Windmill has been working in the wind industry for almost 20 years. She is currently a senior consultant at the International Wind Research Institute in Windtown. She studied electrical power engineering and automation at the University of Applied Science in Windtown. After her studies she spent 12 years at Company X in various roles and has been involved in projects Y and Z. Her research is focused on the grid connection of electrical systems and components. She has received awards for her work in the fields of A, B and C.

7. Advice for abstract submitters: how to write a good abstract An abstract is a short document that is intended to capture the interest of the reviewers. It should engage the reader, making it clear what your paper is about and why it would make an excellent oral or poster presentation.

When answering a call for abstracts keep the following in mind to ensure that yours has a good chance of being accepted.

 Read the explanation of the abstract scoring process, so you understand the criteria your abstract will be marked on.

 Ensure that your ideas are well thought out and follow a logical, coherent flow:

 State the issue to be discussed  Give a brief background to the issue  Brief description of what you are doing to address it  Implications/outcomes: why is what you’ve done of value to other specialists?

 Ensure that the abstract relates to the session topic in a direct, not contrived way.

 Ensure your abstract will contribute to the conference:

 Highlight why your work is innovative – what new ideas/research will you bring to delegates?

 How is your work relevant to delegates? What will they learn and what can they take back to their jobs?

 Title: Short attention-catching titles are the most effective. However, it is also important, for a conference paper, to ensure that the title describes the subject you are writing about, so make sure it’s not too obscure. Avoid using acronyms in your title.

 Ensure that practical aspects of the abstract comply with requirements, including word limits, specified font type, size and format.

 Look at past abstracts/conference papers to pick up the tone and style of successful abstracts.

 Run your abstract past someone familiar with both the topic and this type of abstract process.

 Finally, remember that your abstract serves two purposes:

 To interest and intrigue the committee so they will select it  Introduce/outline your topic for the online programme – to give delegates a good idea of what to expect

8. Abstract scoring procedure

8.1. Scoring of general abstracts

Reviewers of general abstracts will base their scores on the following criteria:

Innovative content Does the abstract present truly innovative ideas and creative solutions to new or known challenges within the industry? Submissions showcasing cutting-edge ideas and approaches will be favoured.

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Contribution to industry knowledge Abstracts should help the conference contribute to the progression of the industry as a whole. Particular emphasis will be given to abstracts that provide useful outputs and practical advice & tools for the audience in their daily work. Overtly commercial abstracts will receive lower grades.

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