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Paper Preparation Guidelines

All work properly submitted and presented for IPAC’15 will be included in the conference proceedings, which will be published at the JACoW website shortly after the conference.

Authors are reminded however that, since no contributions are accepted for publication only, any paper accepted for presentation, which is not presented by one of the authors at the conference, will be excluded from the proceedings. Furthermore, the Scientific Program Committee reserves the right to refuse papers for publication that have not been properly presented in the poster sessions. Manuscripts of contributions to the proceedings (or enlargements of them) are not considered as posters, and papers presented in this way will not be accepted for publication.

All contributions must be uploaded via SPMS according to the electronic submission guidelines.

The deadline for the upload of contributions to the Proceedings of IPAC’15 is:

Wednesday, 29 April, 2015 at 11:59 PM in Richmond (GMT-5)

JACoW Templates

Contributions to the proceedings must be prepared using the JACoW templates, which were updated in 2014 and contain more detailed information to help authors submit their work for publication. These include templates for MSWord, LaTeX, and OpenOffice.

Ensure that the template downloaded corresponds to the version of software you are using. Do not transport documents across different platforms e.g. Mac <-> PC or across different versions of Word on the same platform. The templates contain styles which, when applied, will automatically ensure correct typesetting and layout.

Length of Contributions

Invited oral presentations may be up to 5 pages. Papers for both contributed oral and poster presentations may be up to 3 pages long. If contributions contain numerous references, these may be carried over to an extra page, similar to the process at IPAC’14.


All bibliographical and web references should be numbered and listed at the end of the paper in a section called "References." When citing a reference in the text, place the corresponding reference number in square brackets, e.g., [3]. A URL may be included as part of a reference, but its hyperlink should NOT be added. See the templates for a typical example.

Page Numbers

DO NOT number pages. The Editor will enter page numbers for all contributions in the production of the final proceedings.

Paper Preparation Checklist

  • Use only Times or Times New Roman (roman, bold or italic) and Symbol fonts (in the text and in the figures).
  • Check that the PDF file prints correctly.
  • Check that there are no page numbers.
  • Check that there are no section or subsection numbers.
  • Check that the margins are correct on the printed version (left 0.79 in (20 mm), bottom 0.75 (19 mm), overall height of text 9.5 in (241 mm)). There may be differences of +/-1 mm on the margins from one printer to another
  • Check that the length of the paper does not exceed the limit stated above.

Once contributions are prepared, follow the electronic submission guidelines published at this site for upload via SPMS.

Common Oversights

Please check your paper against this list of common oversights before uploading your paper, paying particular attention to the formatting of Figures, Tables and References.

  • Title: IS THE TITLE IN ALL UPPERCASE?: The title should use 14 pt bold UPPERCASE letters (except for units, e.g., GeV) and centered on the page.
  • Authors: The names of authors, their organizations/affiliations, and mailing addresses should be in 12 pt uppercase and lowercase letters. When there is more than one author, the submitting author should be first, followed by the co-authors. Co-authors should be grouped by affiliation and then be listed alphabetically. Primary authors are kindly reminded that it is their responsibility to check the accuracy of the title and co-authors entered in the SPMS abstract. There should be an exact match to those appearing in the paper. This is required to ensure the proper indexing of authors to papers in the published Proceedings.
  • Section Headings: Section headings should NOT be numbered. Use 12 pt bold UPPERCASE, Centered in the column.
  • Subsection Headings: Use 12 pt italic lowercase and uppercase. The initial letters of significant words are capitalized, and the heading is left aligned in the column.
  • Figures: Figure captions should be placed below the figure and centered if on one line, but justified if spanning two or more lines. See the JACoW Template, and in particular:
    • Figure 1: A one line figure caption.
    • Figure 2: A figure caption that takes two lines or more is justified
    • Note the colon ":" after the figure number and the period "." at the end of the caption.
    • When referring to a figure from within the text, the convention is to use the abbreviated form, i.e., Fig. 1, unless the reference to the figure is at the start of the sentence: Figure 1 shows a schematic view of..., ... as shown in Fig. 1.
  • Tables: Table headings should be placed above the table and centered if on one line, but justified if spanning two or more lines:
    • Table 1: Table Heading (if on one line is centered)
    • Table 1: A Particularly Long Table Heading Spanning Two Lines (is justified)
    • Note the colon ":" after the table number, initial letters of the table heading are capitalized, and the absence of a period at the end of the caption. It is also acknowledged, however, that in some instances authors find it necessary to replace the table heading with an actual sentence. In such a case, the formatting rules given for figure captions are best followed. The table caption should, however, always be placed above the table.
    • When referring to a table from within the text, the convention here is NOT to abbreviate, i.e., Table 1.
  • Equations: If a displayed equation requires a number, it should be placed flush with the right margin of the column.
  • References: References are written in 10 pt and should be justified with a 0.25-in (7-mm) hanging indent.

SPMS data will be used for the production of the table of contents and author index of the proceedings. Failure to enter all co-authors means they will be omitted from the author index.