Our conferences are not run by a recognised international society. It is therefore difficult for universities to know whether or not to fund their staff to attend. To provide the funders with the necessary confidence, it is most important that the letters of acceptance should be as formal as possible.. They should therefore be on paper whose letterhead names the members of the Organising Committee, and/or the organisations supporting the conference, and Imago Mundi. You will note that the acceptance letters include a formal invitation to attend the conference. This, we understand, is an important consideration if American universities are to provide funding.
The six draft letters are as follows:-
The Abstract you submitted for a paper to be delivered at the {*}th International Conference on the History of Cartography was carefully considered by the Selection Committee. This committee contained historians of cartography from inside and outside the host country.
We are happy to inform you that your paper has been accepted for presentation at the conference. We therefore have much pleasure in inviting you to attend the conference to deliver the paper in question. It should last no more than 20 minutes. Please let us know as soon as possible - and certainly no later than **** {2 to 3 weeks ahead} - that you will be attending the conference to deliver your paper in person. We enclose a copy of the 'Guidance notes for speakers' and an 'Audio-visual requirements questionnaire'.
If you have not already registered, you will wish to be reminded that the deadline for the cheaper Registration Fee is {***}.
We intend to produce a volume of Abstracts and biographical details, which will be included in the material given to all participants when they register. We already have your Abstract but we appreciate that your research may have developed since you submitted it to us. You may therefore amend the Abstract and the paper title, provided that the corrected versions reach us by {****} at the latest. We would remind you that Abstracts should have no more than 250 words.
We would also like to include brief biographical notes about you, to be printed next to your Abstract. Please let us have the most important and relevant information about yourself in no more than 100 words. We will need this by the same date, {****}.
Finally, would you be kind enough to provide us with the following information, if this is relevant:-
The Abstract you submitted for a paper to be delivered at the (**)th International Conference on the History of Cartography was carefully considered by the Selection Committee. This committee contained historians of cartography from both inside and outside the host country.
We regret to inform you that your paper was not, initially, accepted for presentation at the conference. However, with your permission, we would like to place it on our reserve list. The experience from recent conferences makes it likely that some of those whose papers were accepted will later withdraw.
Please let us know if you are prepared to be considered as a Reserve. If so, we would notify you as soon as your paper could be accommodated.
We hope, in any event, that you will still decide to attend the conference. If so, you might wish to be reminded that the deadline for the payment of the cheaper Registration Fee is {**}.
Finally, would you be kind enough to provide us with the following information, if this is relevant:-
The Abstract you submitted for a paper to be delivered at the {**}th International Conference on the History of Cartography was carefully considered by the Selection Committee. This committee contained historians of cartography from both inside and outside the host country.
We regret to inform you that your paper was not accepted for presentation at the conference. However, the Selection Committee did feel it would be suitable as a Poster presentation. We therefore have much pleasure in inviting you to attend the conference to make a Poster presentation on the basis of your Abstract.
Up to {****} square metres of panel space and a * x * metre table are available for each Poster presentation. All those participating in the conference will be strongly urged to visit the Poster Session. This takes place at a time when no other formal activities are scheduled.
So that we can allocate all the available Poster space, we need you to confirm, by **** at the latest, {*** i.e. 2 to 3 weeks ahead} that you wish to accept this offer. We very much hope you will use this opportunity to present your research findings to the large international audience that will be present at the conference and for whom the Poster displays have always formed one of the conferences' main features.
Once we have your formal acceptance we will send you all the technical details you need about the Poster space.
Whatever you decide, we hope you will attend the conference. You might wish to be reminded that the deadline for the payment of the cheaper Registration Fee is {**}.
We intend to produce a volume of Abstracts and biographical details, which will be included in the material given to all participants when they register. We already have your Abstract but we appreciate that your research may have developed since you submitted it to us, and you might wish to adapt it for a Poster presentation. You may therefore amend the Abstract and the title, but please ensure that the corrected versions reach us by {****} at the latest. We would remind you that Abstracts should have no more than 250 words.
We would also like to include brief biographical notes about you, to be printed next to your Abstract. Please let us have the most important and relevant information about yourself in no more than 100 words. We will need this by the same date, {****}.
Finally, would you be kind enough to provide us with the following information, if this is relevant:-
The Abstract you submitted for a paper to be delivered at the (**)th International Conference on the History of Cartography was carefully considered by the Selection Committee. This committee contained historians of cartography from both inside and outside the host country.
We very much regret to have to inform you that your paper has not been accepted for presentation at the conference. We hope, nevertheless, that you will still decide to attend the conference. If so, you might wish to be reminded that the deadline for the payment of the cheaper Registration Fee is {**}.
The Abstract you submitted for a Poster to be delivered at the {**}th International Conference on the History of Cartography was carefully considered by the Selection Committee. This committee contained historians of cartography from both inside and outside the host country.
We are happy to inform you that your Poster has been accepted for the conference. We therefore have much pleasure in inviting you to attend the conference to present the Poster in question. Please let us know as soon as possible - and certainly no later than **** {2 to 3 weeks ahead} - that you will be attending the conference to put up your Poster presentation in person. Once we have your formal acceptance we will send you all the technical details you need about the Poster space.
You might wish to be reminded that the deadline for the payment of the cheaper Registration Fee is {**}.
We intend to produce a volume of Abstracts and biographical details, which will be included in the material given to all participants when they register. We already have your Abstract but we appreciate that your research may have developed since you submitted it to us. You may therefore amend the Abstract and the title, provided that the corrected versions reach us by {****} at the latest. We would remind you that Abstracts should have no more than 250 words.
We would also like to include brief biographical notes about you, to be printed next to your Abstract. Please let us have the most important and relevant information about yourself in no more than 100 words. We will need this by the same date, {****}.
Finally, would you be kind enough to provide us with the following information, if this is relevant:-
The Abstract you submitted for a Poster presentation at the {**}th International Conference on the History of Cartography was carefully considered by the Selection Committee. This committee contained historians of cartography from both inside and outside the host country.
We very much regret to have to inform you that your Poster has not been accepted for presentation at the conference. We hope, nevertheless, that you will still decide to attend the conference. If so, you might wish to be reminded that the deadline for the payment of the cheaper Registration Fee is {**}.