Please submit your abstract/s via JACoW’s Indico.
All submitting authors should, however, first read the guidelines below before submitting their abstracts and be reminded of the important procedure that immediately follows abstract submission, which is listed below under “After Abstract Submission”.
Quick Links
Documentation on JACoW accounts
Documentation on abstract submission
Call for abstracts / abstract submission
Submitting an Abstract
Note: Authors will need a JACoW account with up-to-date information, but all abstracts will be submitted only through Indico. Abstracts not submitted through Indico will not be considered for inclusion in ICALEPCS'25.
- Check your JACoW account
All submitting authors must own an account within the JACoW Repository, prior to submitting an abstract. JACoW Central Repository login page
If you are unsure whether you already have a JACoW account, please check and search for your name in the Central Repository; follow the instructions to create an account, if needed. Detailed instructions are available at the JACoW official documentation website.
Before submitting an abstract we suggest that all authors check their personal data in the Central Repository. It is important that all data like, for example, email address and main affiliation are up-to-date. They will be used in the Indico system for the authors list in contributions and to produce the abstracts booklet and the final proceedings to be published on JACoW. Please ensure that this data is correct at all stages. Do this by clicking on the “Modify Your Profile” link. - Login to the ICALEPCS'25 Indico system
Now that you have a JACoW account, login to the ICALEPCS'25 Indico. Be sure to use your JACoW username when logging in and not your email address! This is a common mistake. - Submit your abstract
Submit your abstract(s) by clicking on the “Submit new abstract” link and following the instructions below.
Title
Enter the title of the abstract, using Sentence case. Use capitals only where appropriate, as for acronyms or SI units.
For example: The EXP experiment running at 4 GeV
Content
An abstract is a concise summary of a paper. It should describe the paper and include a statement of the issue, research methods, and significant findings. Text should not exceed 1200 characters. Abstracts should be written as one continuous paragraph. Please enter a text-only abstract here. Authors are requested to avoid using Greek symbols, superscripts or subscripts, LaTeX, MarkDown etc. while submitting the abstract.
Use one or more asterisks (*, **, etc.) to indicate footnotes to be entered in the footnotes field (see below).
Note: Indico will provide a content preview and will badly interpret asterisks as MarkDown commands. This is not a problem and text will appear correct in the Abstract Booklet and proceedings.
Author(s)
Please follow the dedicated instructions and screenshots to correctly enter all your co-authors.
In brief, only the main (first) author must be present in the “Authors” section of the abstract’s authors list in Indico. All other authors need to be added as “Co-authors”.
It is assumed that the (main/first) author or the one marked as “speaker” (presenter) in Indico would be willing to submit a paper for the conference proceedings. If a person other than the submitting author would present the paper, this should be indicated on this page. One person only should be marked as "speaker" for a contribution.
Should a paper be selected for oral presentation, the role Speaker will identify the person that will present the contribution in a talk in an oral session.
Otherwise, for papers selected for poster presentation, the role Speaker will identify the person that will present the poster during a poster session.
It is important to remember to enter all co-authors. Failure to do so means they will be excluded from the author index in the proceedings.
Footnotes/Funding Agency
Footnotes may not exceed 200 characters, so be judicious and concise in your use of references. Enter footnotes or publications referenced by the asterisks in the Abstract Text field with a carriage return after each. Enter funding agency information in this field. This field should not be used to request sponsorship at the conference.
ContributionType
The default for all contributions is poster. The Scientific Program Committee will select the posters that will be invited to make 5-minute oral presentations from the submitted abstracts.
Comments
Any useful notes for this contribution to the Scientific Secretariat.
Classification of Abstracts (tracks)
All contributions are grouped by Main and Sub Classification. Authors are reminded that it is their responsibility to properly classify their abstracts to ensure that, if accepted for presentation, the paper is properly placed within the conference programme. A description of the scope of the classifications is provided to help authors with this task (see the Main and Sub Classifications section).
Abstract Submission
Once the abstract text is entered, click the ‘Submit’ button. Confirmation of submission will be sent by email.
Making Changes to Your Abstract
Once the author information is complete, clicking “Return to Abstract List,” will allow you to print, edit, or withdraw the abstract. You can log in to JACoW's Indico and make changes to your abstract and author information at any time before the deadline. Authors can withdraw abstracts independently until they are accepted as contributions in the program. If you need to withdraw your contribution after that time, please contact ICALEPCS'25 specifying your abstract title and ID.
Questions
Please contact ICALEPCS'25 if you have questions about managing your abstracts.
