26–31 Oct 2025
Wang Center
America/New_York timezone

Paper/Presentation Submission

Before Submission

Use the Latest JACoW Template

Always download the most recent JACoW template before writing your paper, regardless of your experience or past submissions to JACoW conferences.

 

Paper title / Authorship Verification

  • Confirm that the title in Indico matches your paper. Update Indico if necessary. Note: The paper title should be in all uppercase letters, while the Indico title should be in sentence case.
  • Ensure the author list in your paper matches your Indico contribution. If not, update your contribution to include all authors and co-authors. Only the main (first) author should be listed under "authors" in Indico; all other authors should be listed under "co-authors." Verify that the selected speaker corresponds to the actual presenter at the conference. This information will be used for the table of contents and author index of the proceedings. Failure to include all co-authors may result in their omission from the author index.

JACoW tools for Checking Your Paper

  • Before submitting Word and Latex documents, use JACoW’s Cat Scan Editor for instant feedback on common formatting issues. This tool allows you to correct your paper before uploading it to Indico, speeding up the editing process and reducing time-to-publication.
  • To ensure JACoW citations are correctly formatted, use the provided citation tool for all conference-related references, including papers submitted to NAPAC’25.

    Cat Scan

    Reference Search

 

Paper/Slide Submission

Deadline

The conference will begin accepting papers on Monday October 20, 2025. Paper submission will end Monday December 1, 2025.

COOL’25 Indico system

Identify presenter (speaker)

Verify Filename and Files

Most authors can generate PDFs, but varying standards often render them unsuitable for JACoW proceedings. Therefore, we don't accept submissions that are PDF-only. Contributions lacking a source file (.tex, .docx, or .odt) are incomplete and cannot be processed by the editorial team. Once the contribution is prepared using the JACoW template and adheres to the COOL’25 Paper Preparation Guidelines, authors should submit all necessary files:

  1. Source File: Properly formatted MS Word, LaTeX, or OpenDocument for papers, PPTX or PDF for slides.
  2. PDF File: Generated from the source file with embedded fonts.
  3. Figure Files: All figures in their original format (.jpg, .gif, .tif, .png, .eps, .pdf, etc.). Ensure image quality matches that in the source file, especially for color images, with readable text.

Only files named according to the paper’s programme code can be uploaded.


Example for paper code MOPA888, the paper contains two figures, the file names should be:

  1. MOPA888.tex (or .docx, .odt, etc) corresponding to the source file and are to be selected in the “Source File” upload box
  2. MOPA888.pdf, selected in the “PDF” upload box
  3. MOPA888_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
  4. MOPA888_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

Uploading Files via Indico

Depending on your contribution type, prepare the following files for submission:

  • Poster contributions: Submit only the Paper file; ignore the “Slides” option.
  • Oral contributions: Submit both Paper and Slides (view slide preparation instructions here).

To submit your files:

  • Log in to the COOL’25 Indico system and go to “My Contributions” using the left-hand menu.
  • Open the relevant contribution and scroll to the bottom.
  • Click “Submit files” and select your file type.
  • After selecting the appropriate button, a window will appear. You can drag and drop files into the designated areas or click the "+" sign to browse your computer for files.
  • Ensure all filenames adhere to the paper’s program code to activate the “Submit” button.

Support

For managing paper submissions in Indico, refer to the official JACoW documentation. For further assistance, contact: satogata@jlab.org

 

After Submission

Acceptance

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 of proof-reading, red=problem).

Withdraw a Paper

Authors can independently withdraw abstracts until acceptance into the program. If you need to withdraw your contribution thereafter, please contact Todd Satogata (satogata@jlab.org), specifying your abstract title and ID.