Registration

1.  Participants are requested to proceed to the BSU Closed Gym for registration.  All participants are required to register with the Secretariat at the main entrance of the convention venue.

2.  Registration will be from 8:00 am to 5:00 pm on April 20 and will continue from 8:00 am to 9:00 am on April 21, 2010. The registration is a three-step process that would involve:

- Accomplishment of registration and/or membership forms;

- Payment of convention fee (participants joining the tour on the last day will be charged additional fees); and

- Issuance of convention kit including the meal tickets, ID/name tag, and other relevant supplies and materials.

3. Name Badges

ID cards or name tags will be issued to participants upon registration.  All participants are advised to wear these at all times during the convention for identification and security purposes. This is also in compliance with the University policy on the wearing of IDs inside the campus.

4. Food

a. The registration fee shall cover food (lunch and dinner) and snacks during the convention. Meals and snacks will be served to participants beginning on April 21, 2010 until April 23, 2010. Meals shall only be served to meal ticket holders.

b. Food, buffet-style, will be served at the convention venue.  Please form lines at the buffet table during meal time.  Coffee on the other hand, will be made available throughout the day on a “self-service” arrangement. Please use garbage bags or bins to dispose off your trash.

5. Safekeeping of Bags and Personal Belongings

All participants are advised to take good care of their personal belongings.  No items such as hand bags, cellular phones, laptops, cameras, wallets, etc., should be left unattended.

6. Poster Exhibits

a. The techno trade fair and exhibit will be at the BSU Open Gym, which is located just beside the convention venue. Posters for exhibition should be mounted on stands or frames prepared for the purpose. While the layout for the exhibition is the responsibility of the organizers, authors/exhibitors are responsible in setting up their own posters/exhibits in the designated areas. They are also responsible in attending to queries from interested viewers.

Posters to be displayed in the exhibit area are classified into two – competing and non-competing. Competing posters are those entered in the poster competition while the non-competing ones are from those invited by the organizers as “guest” exhibitors. Exhibitors should strictly follow the prescribed guidelines in the preparation of the posters. Only 3’ x 4’ posters in portrait orientation will be accommodated. All posters should be put on display on the first day, April 20, 2010 and removed on the last day, April 23, 2010. A number of designated University faculty/staff will be present to provide assistance.

7. Agro-Industrial Trade Fair

a. Small but functional booths (approximately 3m x 3m) will also be offered to exhibitors of products, goods, and services. This will be located in a strategic area just adjacent to the poster exhibits.  Only exhibitors who have paid the required fees with the Secretariat are allowed to put up their exhibits. For exhibitors who require bigger spaces for large machines, an ample open space shall be designated. Each booth will be provided with a small table and a chair for the exhibit custodian. While the overall security and safety is the responsibility of the host institution, exhibitors are also advised to secure their properties for protection against vandalism and/or theft.

b. The formal opening of exhibits and ribbon cutting ceremony will be conducted immediately after the Opening Program on April 21, 2010. All exhibitors are thus requested to be present in their assigned areas to attend to questions from viewers.

8. Convention Schedule

The convention will last for four days from April 20 – 23, 2010. Except for the Opening Program on April 21, 2010, all other official activities during the convention will start promptly at 8:00 am. After the noon break, the session will resume at 1:00 pm.  Depending on the type of activity, however, a day’s session may extend up to 6:00 pm.  Refer to the convention program for the schedule and venue of each activity.

Opening Ceremonies

a. The Opening Ceremonies will start at 9:00 am on April 21, 2010 at the BSU Closed Gym.  Everybody is requested to come in simple but decent attire. The Guest of Honor and Speaker is Engr. ALEXANDER REUYAN, OIC Administrator of the NIA. During the program, a number of other dignitaries who were invited by the organizers are also expected to deliver their messages of support.  Due to the numerous activities lined up for the opening session, all participants are requested to be at the convention venue before 9:00 am.

b. The opening program will be followed immediately by the opening of exhibits.  The exhibit area is in the Open Gym, which is located just a few meters away. After the Opening Program, all participants are requested to assemble at the exhibit area to witness the ribbon-cutting ceremony. Initial viewing of exhibits may also be done during this time.

Plenary Conference

a. Distinguished personalities have been invited by the organizers to speak on specific topics in the plenary conference scheduled in the afternoon of April 21, 2010.

b. Each plenary speaker is given 45 minutes – 30 minutes for the actual presentation and 15 minutes to answer questions from the audience.

c. In the interest of time, all plenary presenters will be introduced by the symposium chair only by their names, positions, and institutional affiliations. If the presentation is finished ahead of schedule, the remaining time may be utilized to entertain more questions.

Technical Paper Presentation

a. The technical sessions are intended to provide an avenue for presentation and appreciation by peers, recent advances in agricultural engineering technologies and practices. For papers to be included in the competition, they should have passed the initial evaluation of the screening committee.

b. Presentations will start promptly at 8:00 am on April 22 and after a short noon break, will resume immediately at 1:00 pm. All participants are requested to be at the designated venues before the start of each session.

c. There will be two to four concurrent sessions depending on the final number of papers submitted. Technical paper presentations will be held at the Engineering building, the Open Gym, and the Closed Gym.

d. All accepted papers are contenders for the Best Paper Award in the category or field in which the paper is classified.

e. Judges for each session will be selected to evaluate each presentation.  Details on the guidelines for the Best Paper Award will be announced during the convention.

f. To ensure the smooth flow and continuity of paper presentations, all authors are required to submit to the Secretariat electronic copies of their presentation materials on or before 12:00 noon of April 21. Only those that have been evaluated and accepted by the committee shall be included in the competition. When time and schedule permits, walk-in presenters may be accommodated only as guest or non-competing presenters.

g. Before the start of each session, all presenters are required to occupy the front seats in the session hall so that they could be properly introduced by name and affiliation. Each presenter will then deliver his/her paper right after the previous speaker is finished. The presentation has to be completed within 15 minutes to allow a 5-minute question-and-answer portion.

h. The judges are given the priority to ask questions to clarify points raised in the presentation. If a presentation is completed before the time limit expires, the remaining time can then be used to entertain additional questions from the audience.

i. Two-minutes before the end of the allotted time for the presenter, a timer will signal the presenter to wrap up his/her presentation.  The timer will again give a signal to end the presentation.  All speakers are advised to comply with the 20-minute limit for their presentations.

9. Pre-Professional Group (PPG) Activities

a. Convention delegates who would like to watch or participate in the PPG activities are requested to proceed to the Open Gym in the morning of April 23, 2010. The tractor rodeo will be held at the BSU Athletic Field just beside the Exhibit area.

b. The thesis presentation will be conducted simultaneously at the Open Gym at 9:00 am.  This will be followed by a quiz contest at 10:30 am.  Refer to the location and reference map for directions.

c. Specific guidelines on the above activities will be provided by the PPG Secretariat.  All convention delegates are encouraged to watch the PPG activities.

10. Eco-Tour

a. Participants who wish to join the field trip on the last day, April 23, 2010 should inform the Secretariat of their intention during registration.  Relevant establishments in La Trinidad and its immediate environs will be visited. These are the following:

- High-value crop production areas and Marketing Center in BSU

- Cutflower production area in Barangay Bahong, La Trinidad

- Cold-chain facility in Wangal, La Trinidad

- Vege-noodles processing center in the Swamp Area, La Trinidad

- Strawberry fields, La Trinidad

- Private farm producing organically-grown crops

- Tam-awan village, Baguio City

b. To facilitate the visit to the different sites, participants will be ferried in batches at staggered schedules. All tour participants are requested to assemble in front of the Engineering building before 8:00 am of April 23.  Snacks will also be provided during the trip but lunch will be served in BSU.

11. Workshop and PSAE Business Meeting

a. A workshop intended to tackle important issues will be conducted in the morning of April 23, 2010. Selected participants will be identified and invited to participate. The workshop will be held at the Engineering building.

b. Presentation of the workshop output in the plenary will follow at 1:00 pm at the Closed gym.  The PSAE Business Meeting will be held right after the workshop presentation at the same venue.  All participants are required to attend.

12. Closing Ceremony

The closing ceremony will be conducted at the Closed gym in the evening of April 23, 2010. Awarding of Plaques to Outstanding Professionals will also be done during the program. Dinner will be served before the ceremony.

13. Inquiries

All inquiries should be addressed to any member of the PSAE Secretariat.

6 Responses to “Event Registration”