Paper Submission is open now. The deadline for the submission of paper contributions to the proceedings is Monday, October 20, 2025.
You can access your contributions and upload your paper here.
Before Submitting
Be sure that all the SAP2025 Proceedings Guidelines - for authors have been followed while writing your paper.
Once the paper is ready for upload, use the JACoW Cat Scan Editor tool to validate that the paper source file meets the paper preparation guidelines.
Before submitting your files, access the “My Contributions” area of the SAP2025 website and:
· Ensure that the contribution title in Indico is identical to the one in your paper. If not, edit your contribution and update the title with the one in your paper. Note: while the title in the paper must be in all uppercase letters, in your Indico contribution it must be in sentence case, like this: “This is a sentence case title for SAP2025 contribution”;
· Authors list on the paper is identical to the one in your Indico contribution. If this is not the case, edit your contribution and update the list of authors and co-authors in indico.
· Only the main (first) author must be present in the “authors” area of the Indico contribution; all other authors should be put in the “co-authors” one. Please be sure that only one speaker is selected and that it corresponds to the actual presenter at the conference. This 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.
· Ensure that the affiliations match with the one in the paper. If not, the author needs to update their profile before being added to any list of authors for papers.
Submission of a Paper
Most authors can generate PDF files, however, the standard is far from uniform and often they are not acceptable for the JACoW proceedings. As such, we DO NOT allow authors to submit only PDF files. Contributions without a source file (.tex or .docx) are incomplete and not flagged as available for the editorial team.
Once the contribution has been prepared using the JACoW template, the author should submit all files used to produce the contribution as follows:
· Source file which is a properly formatted MS Word or LaTeX.
· PDF file made from the source file. Make sure the fonts are embedded in the PDF file.
· All figure files used in the paper in its native format (.jpg, .gif, .tif, .png, .eps, .pdf etc.). Please check that the image quality is not lower than what used in the source file, especially for color images, and text in the image is readable.
Only files named according to the paper’s program code can be uploaded. Example for paper code THP01, the paper contains two figures, the file names should be:
· THP01.tex (or .docx, etc) corresponding to the source file and are to be selected in the “Source File” upload box
· THP01.pdf, selected in the “PDF” upload box
· THP01_f1.eps (or .png, .tif, .jpg, .pdf …) corresponding to figure 1. Figures and other supporting files are to be selected in the “Other Supporting Files” upload box
· THP01_f2.eps (or .png, .tif, .jpg, .pdf …) corresponding to figure 2. Figures and other supporting files are to be selected in the “Other Supporting Files” upload box
· THP01.bib corresponding to the BibTeX file (if any). The main BibTeX file are to be selected in the “BibTeX file (only for LaTeX papers” upload box
File upload via Indico
1. Once all files are ready for submission, access the “My Contributions” area of the SAP2025 JACoW event to upload your files;
2. Click on the title of the contribution you want to upload files for and scroll all the way down to the bottom;
3. Click on the “Submit files” button;
After selecting the right button, a window like the one below will appear. Now you can either drag and drop files onto the file boxes of click on the “plus” sign and browse your computer to select the right files.
Be sure that all filenames respect the syntax described above, otherwise the “Submit” button won’t activate.
Additional information please refer to How to Manage Paper Submissions in JACoW-Indico system.
