Rules of writing a contribution for the conference

As we have adopted the same standards for electronic publication as APAC, EPAC, PAC and many more conferences, the authors are advised to use the standard formatting templates for WORD or the appropriate style files for LaTeX.
These templates and style files can be downloaded from the Joint Accelerator Conference Website (JACoW). Please click on the links in the following listing to get all necessary information about preparing your paper for the LINAC 2004 conference:

• Templates and style files
• Sample postscript file (contains detailed information about the paper layout)
• Hints for authors using WORD
• Hints for authors using LaTeX
• Preparing illustrations and graphics

Note: There were some changes in both the templates and the style files. Please make sure that you use the latest versions!

General assumptions

• A paper can only be accepted if an abstract was submitted before May 3rd, 2004 (extended deadline!!!).
• Papers of authors who did not present a poster or had no oral presentation during the conference cannot be published in the conference proceedings.
• Authors are reminded that only novel, original work should be submitted. Papers which have been published elsewhere will be rejected. Authors of more than one paper are invited to consider whether these contributions could be combined into a single paper, with due reference to other publications or internal notes.

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.

• The Conference Proceedings will be published at the JACoW Website and on a CD-ROM. The CD-ROM is included in the conference fee. The proceedings will be made available on the Web after the conference as soon as possible. Each author will be informed.

Paper Preparation

The length of a paper is LIMITED. We expect the traditional 3 pages for a poster and 5 pages for an oral presentation.

Authors must submit:

• the source file (LaTeX or WORD)
• all corresponding graphic files (*.eps, *.jpg etc.)
• a postscript file of the final version

A hardcopy of the final version should also be handed in at the paper submission office during the conference.

All registered authors have been provided with a personal paper identifier (Paper-ID) for each contribution. This paper number must be part of the papers name, like the following example for a WORD document: Paper-ID = MOP05

MOP05.doc	name for the source file
MOP05.ps	name for the postscript file
MOP05_fig1.eps	name for included figure 1
MOP05_fig2.jpg	name for included figure 2

Before uploading the contribution please create a postscript file of the paper which conforms to the guidelines mentioned above. Check the size of the postscript file - an average size should be about 200 to 800 kBytes. Much bigger files often cause problems during the editing process.

We have prepared a list of most common problems. Please read the hints to avoid any inconvenience with your paper.

Electronic Paper Submission

Once the files are prepared for submission, please login to your LINAC account and click on the "Manage Abstracts" button. A table will occur showing all submitted abstracts. Click on the "File Upload" button to submit your contribution. For detailed instructions concerning the upload procedure please follow the link to the detailed upload description page.

Paper uploading will be possible after July 1st until the end of the conference (August 20th, 2004).

We would much prefer to have your manuscript before the conference starts, so that we can contact authors in case of trouble during the conference.

What happens after the paper has been submitted?

We will arrange a paper status board in the neighborhood of the paper submission office to inform the authors if their papers have been accepted or not.
All Paper-IDs will be marked with green, yellow or red dots.

A green dot means that a paper has been accepted.

A yellow dot means the author should contact the paper submission office to proof-read his paper, because changes or corrections have been made on the original WORD or LaTeX file.

A red dot means a problem occured. In that case the author should contact the paper submission office immediately to see one of the editors. Maybe a file is missing or is corrupt and the paper cannot be processed.

If you think that anything is missing or if there are still questions and comments concerning the paper upload procedure please send an email to Michaela Marx at DESY Hamburg .

Last update: June 29th, 2004, Author: Michaela Marx