Paper Upload

Exceptionally for IBIC 2020, which will be held virtually in unprecedented circumstances, the publication of presented work as a proceeding paper is optional. For those authors that do opt to publish, the proceedings for IBIC 2020 will be managed by JACoW with the same high standards as for the previous conferences of the series.


1. Paper Upload Deadline 

The deadline for the upload of contributions to the proceedings is:

Wednesday, September, 2nd, 2020, midnight (UTC-3)


2. Paper Preparation Guidelines

When preparing your paper, follow the paper preparation guidelines.


3. Before Submission

Once the paper is ready for upload, use the "Cat Scan" tool to validate that the paper meets the paper preparation guidelines. It can validate Word and TeX -documents.

You can find the tool here and a basic user guide here.


4. Files to Upload

Authors are required to submit a PDF file made from the source document, the source document (.docx or .tex or .odt) and all figure files in its native format (.jpg, .gif, .tif, .png, .eps, etc.).

Check that the image quality is still the same as in the source file, especially for color images, and text in the image is readable.

Make sure the fonts are embedded in the PDF file.


5. Submission of electronic files

Log into the IBIC author account.

Go to Manage abstract -> Click here to verify the Title, Abstract Text, and Author List.

Please make sure that the paper title and co-authors on the paper are identical with the paper title and co-authors already entered in IBIC 2020 SPMS. If this is not the case, click on the links "edit" or "authors" and update. The metadata should be consistent between abstract and paper, because it will be used for the production of the abstract booklet.

Go to Manage abstract -> File upload.

Only files named according to the paper's program code can be uploaded via the SPMS. Example for paper code MOBO01, the paper contains two figures, the file names should be:

  • MOBO01.tex (or .docx, .odf) corresponding to the source file and are uploaded using File Type Source File (MS Word, Open Document or LaTeX)
  • MOBO01.pdf uploaded using File Type Portable Document Format (this file will be renamed after upload to MOFAB1_AUTHOR.pdf).
  • MOBO01_fn.jpg (or .png, .tif, .eps, etc.) corresponding to document figure n. Figures and other supporting files are uploaded using File Type Other Supporting Files.


6. Submission of Talk files

The slides for the talk have the paper's program code too, but get "_talk" as additional qualifier. Example for paper code MOBO01, the file name(s) should be: MOBO01_talk.pptx (or .ppt, .pps, .ppsx, .pdf, .odp).

Movies for the talk can be uploaded using the original file name under the File Type Talk Movies.


7. Submission of Posters

The pdf file of the poster which will be presented in the poster session can be uploaded in addition to the paper. The poster has the paper’s program code too, but gets "_poster" as additional qualifier. Example for paper code MOP153, the file name should be: MOP153_poster.pdf and is uploaded using File Type Poster.


8. Upload of file bundles

Supporting files (figures, bibliographies, etc.) can be uploaded as zip or tar files under File Type Other Supporting Files. The source file (.tex, .docx or .odf) and the pdf file have to be uploaded separately otherwise the upload is incomplete and not flagged as available for the editorial team.


9. Presentation

Any paper accepted for presentation and not presented by one of the authors at the conference will be excluded from the proceedings. In addition, 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 to be posters, and papers presented in this way will not be accepted for publication.


10. Proceedings

The papers will be processed by the editorial team starting during the week before the conference. Authors will receive an e-mail about the processing status. Alternatively, authors should check the status board (green=accepted, yellow=request for proof-reading by author, red=problems requiring author input).