This page defines styles and standards that should be followed on all event websites and printed materials. Feel free to add stuff here if you see something being done inconsistently.
The name of the venue is TradeWinds Island Grand Resort or TradeWinds Island Resorts when referring to the entire venue. Use TradeWinds Grand Island Resort or Guy Harvey Beach Resort when referring to the individual resorts. It’s TradeWinds, not Tradewinds.
The name of the society is Vision Sciences Society or VSS. The annual event is VSS Annual Meeting or VSS 2017 (proper year). It’s a Meeting, not a Conference. “Science” is singular when referring to the field of Vision Science.
Postdoc and Postdoctoral are one word, not two (not post doc)
Award “Recipients” not winners
Symposium (singular); Symposia (plural); Symposium Sessions
Abbreviations and Punctuation
Acronyms are uppercase, no periods. eg: TBA, not tba.
Dates and Times
Show the date, time, location line in body italic. eg: Monday, May 15, 2017, 10:00 am – 3:00 pm, Grand Ballroom. Please note commas and spaces when formatting dates and times.
Dates should not include rd, st, th or nd. Example: May 15 – 21, 2019 not May 15th – 21st, 2019. Numbers may not end with the th or st sound in other languages, so best to stick to a universal convention.
Date and time ranges should be separated with ” – ” (space dash space). En-dash can be used in place of dash. Either separator is acceptable, but must be used consistently. Examples: May 15 – 21, 10:00 am – 3:00 pm.
Include the year on all pages that will be archived so the reader knows that an event happened in the past.
Always show minutes. eg: 10:00 am, not 10 am. Definitely not 2-5pm. am and pm is lowercase, no periods. If the session starts and ends in the am or pm, then am or pm is shown once, like this: 1:00 – 3:00 pm.
Page Titles, Menu Items, and Permalinks
The event year should be shown first on all page titles and permalinks on any pages that will be archived. eg: 2017 Davida Teller Award, permalink: 2017-davida-teller-award. General information pages (that are not archived) should have the same name and permalink, but without the year. eg: Davida Teller Award, permalink: davida-teller-award.
Permalinks (URLs) can, and often should, be a shorted version of the page title. The permalink needs only be long enough to be descriptive. For example: 2017-election is preferable over 2017-election-to-the-vss-board-of-directors. There’s no advantage to such a long URL.
Permalinks must be consistently named year to year for right sidebar Archive and Related listings to work.
Menu items should not contain the year as that would get to be very repetitive. eg: Satellite Events, not 2017 Satellite Events.
Unless it’s a special circumstance, events and page titles should not be prefaced with VSS. After all, this is the VSS website, so everything on it is VSS. Same for permalinks, no leading vss-.
Rule #1 of text formatting:
NEVER COPY AND PASTE FORMATTED TEXT INTO WORDPRESS. This will import unwanted and incorrect formatting into the WordPress page, which is time consuming to remove. You can Paste as Text or you can paste in the Text view. Then format the text using the provided tags. If something does not look right in Visual view, go to Text view to see what kind of ugly tagging got imported.
Rule #2 of text formatting:
BE CONSISTENT. Like my dad used to say, “If you’re going to do it wrong, do it consistently wrong.” But better to do it consistently right. Hence the existence of this style sheet.
Use only predefined styles; do not customize text using custom fonts, colors, and sizes.
Do not use underline. Underlining is reserved for links.
All titles and headings should be title case. eg: Registration Rates, not Registration rates. Exception: We don’t fix submitted abstract titles.
Headings should be used in order (h1, h2, h3, etc.). Do not skip heading levels unless there is a very good reason to do so.A good example is the FAQ page where there are a lot of small paragraphs with headings. h2 is overwhelming in this case, so we skip from h1 to h3.
Some WordPress templates use the title of the page/post as the heading on the page, some do not. If the page/post title appears on the page, then it is considered an h1 and the next heading following should be h2. If the template does not place the page/post title on the page, then you must enter an h1 heading.
No need to precede titles with VSS when on the VSS website (the reader knows they’re on the VSS website and everything on the website is about VSS).
Do not use spaces to indent or align text. It won’t work; HTML strips out duplicate spaces. Do not add extra lines for vertical spacing. Do not put extra lines a the bottom of the page. Vertical and horizontal spacing is controlled by the cascading style sheet (CSS). Ask Jeff if you need a style sheet change.
Keep in mind that Jeff will yell at you if he has to fix your work. Better that you fix it yourself.
Links within the VSS website should open in the same tab (unless there is a good reason to do otherwise). Links to external websites should open in a new tab. In WordPress Visual mode, click the link, then edit, then the gear icon, then check the box “Open link in a new tab”. In text view, you would add “target=_blank” anywhere within the <a href=some_page> tag. Like this: <a href=”some_page” target=_blank>Visible Link</a>.
Link text that reads “Click here”, or similar, is strictly prohibited. The link text should be the title of the target page, the URL, or some other descriptive text. Example: “For the Current Schedule, click here.” becomes “See the Current Schedule.”
For portrait photos we do not accept any photos that are less than 1,500 pixels in width or height for the usable head shot portion of the image.
All cropped portrait images are to be 4×5 aspect ratio. Do NOT resize cropped images; sizing is done when the image is placed in the website, program, or signage. We do not accept portrait photos that do not have enough space around the head to allow for cropping.
Except for the original image files, all image files are to be in .png format.
Images filenames are all lowercase, no spaces. Spaces are replaced by dashes. Example: elsevier-logo.png.
Images of people are the person’s last name only (eg: wilson.png). Add first initial if there is a naming conflict (eg: s-wilson.png).
All image files for use on the website, program, or signage will be stored in the Images folder of the event’s Dropbox. The Images folder will contain the following sub-folders:
- Original – This folder contains the original image file in it’s original format. It can be renamed to make the file identifiable.
- Cropped – This folder contains the cropped color images (the original file, cropped and saved in .png format). Cropped portraits must be 4×5 aspect ratio.
- Cropped B&W – The same images as in the Cropped folder, but saved to B&W format for use in the printed program.
- Cropped Resized – In some cases, images are referenced from a server folder, not from the WordPress Media Library. in these cases, the resized images can be found in this folder.
Website Image Sizes
When inserting a portrait photo into a WordPress page, select one of the standard portrait sizes:
- Portrait Large (240×300 pixels) – For main speakers (Keynote, Awards, Public Lecture).
- Portrait Medium (160×200) – For multiple speakers featured on one page (Workshops).
- Portrait Small (100×125) – For Student Travel Awards.
Photo Process (step-by-step)
- Save the photo we received to the Originals folder.
- Go to https://pixlr.com/x/.
- Click Open Image and open photo from the Originals folder.
- Use the Adjust or Filter tools to make adjustments to the photo (lighten, sharpen, etc.).
- Click Crop icon.
- Click Select Aspect and set Ratio to Width=4 and Height=5.
- Adjust the cropping area. Image should be cropped just above their head and with center of chin on the second horizontal line.
- Click Save. Give the file a name (last name lowercase). Select PNG format.
- Click Download and save the file to the Cropped folder.
- Click Adjust icon.
- Select Black & White. Make other adjustments as needed.
- Click Save. Give the file a name (last name lowercase). Select PNG format.
- Click Download and save the file to the Cropped B&W folder.
- In WordPress, load the image from the Cropped folder into the Media Library.
- Navigate to the WordPress page the photo should appear on.
- Click Edit Page (top of page).
- Place your cursor at the beginning of the line where the top of the photo should appear.
- Click Add Media icon and select the photo to be inserted.
- Select the appropriate Alignment and Size.
- Set Link To to None.
- Click Insert Into Page.
- Add drop shadow to image by selecting image, then Edit (pencil icon).
- In the Image CSS Class box, enter “portrait” (no quotes).
- Click Update to save these changes.
- Click Update to save the page.
Use Meeting, not Conference, Convention, or Congress, unless this is a requirement from the client.
Writing should always be in the current tense. Use are or is, not will be.
Writing should be a succinct as possible. Eliminate all superfluous wording.
Never start a sentence with “In order to”.
Eliminate the overuse of “VSS”. Use “VSS” only when initially introducing an event or item, or when needed to differentiate it from at non-VSS event or item. For example, when talking about the VSS Program, it is not necessary to include “VSS” every time. Once the subject of the discussion is known, the VSS is not necessary as the reader knows we are talking about VSS.