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Electronic Submission of Contributions to the Proceedings

IBIC is one of several Conference and Workshop series adhering to the JACoW (Joint Accelerator Conferences Web Site) standard for electronic publication of proceedings. All contributions properly presented at the conference are eligible for publication in the conference proceedings at the JACoW website.
All contributions to the proceedings must be uploaded via IBIC2012 Author Accounts.

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

Wednesday, September 26 Midnight, Japanese standard time.

Submit only papers that are final and ready for publication. "Place holders" or "preliminary" versions waste the time of the editors and jeopardize early publication. The Editorial Board reserves the right to reject such submissions.

Authors are advised to download the appropriate JACoW template and follow the instructions contained both in the template as well as on the IBIC2012 Paper Preparation Guidelines web page. The templates contain styles which, when applied, will automatically ensure correct typesetting and layout. In MS Word use the JACoW Styles and Macros pull-down from the toolbar.

Submission of Electronic Files

What to Submit

Once the contribution has been prepared using JACoW template and according to the IBIC 2012 paper Preparation Guidelines, the author should submit all of the following files:

  • A properly formatted MS Word, OpenOffice/LibreOffice, or LaTeX document;
  • A PDF file made from this document. If you do not have the possibility to generate a PDF file, submit a PostScript file made from that document;
  • Each original illustration in its native format as used in the document.

For Oral Presentation:

  • PDF, PowerPoint or OpenOffice/LibreOffice of your slides for your oral presentation (and associated video or animation files where appropriate in their native format)

PDF Files are allowed to submit

Most authors can generate PDF files, however the standard is far from uniform and often they are not acceptable for the JACoW database because:

  • the compression settings are wrong;
  • fonts are not embedded;
  • JACoW scripting procedures to create the final publication set required a standard input; and
  • most importantly, PDF files produced according to the JACoW recipe are PDF/A compliant, which is fundamentally important for the long term.

From last IPAC '12, we have a workflow that we think will enable us to process and convert author PDF files to JACoW acceptable ones.

What Files Should Be Provided?

Only files named according to the paper's program code can be uploaded via the system. ALL files used to produce the contribution must be uploaded, for example, for paper MO 07, file names should be

  • MO---07.pdf - the PDF file

Or if no PDF file can be provided:

  • - the PostScript file (rename .prn files to .ps beforehand, where necessary)

Source files:

  • MO--07.doc - (or .docx) the WORD source file, or
  • MO--07.tex - the LaTeX source file, if LaTeX was used, or
  • MO--07.odt - the or LibreOffice source file, if used

Figure files:

  • MO--07f1.eps - EPS file containing figure 1 (uploaded as "Other Supporting File")
  • MO--07f2.tif - (or .jpg, .png, .gif) TIFF (or jpg, png, gif) file containing figure 2 (uploaded as " Other Supporting File")

Oral Presentations

  • MO--07_talk.pdf and/or
  • MO--07_talk.ppt and/or
  • MO--07_talk.odp - the file to be used for the oral presentation

How Do You Produce a JACoW Acceptable PDF File?


You may generate your PDF file using the standard JAC2003 class with pdfLaTeX, XeLaTeX or LuaLaTeX. If you are using the US letter format like

no changes are necessary.
Additional help is available on the JACoW web site ( in the left sidebar under 'For authors -> Information and help'.
Authors using the A4 paper format have to change their source files to compensate for a vertical displacement introduced by the JAC2003 class file (in a future version of the JACoW class file this behavior will be corrected).
For papers with A4 format the source should start with the following lines  ¥documentclass{JAC2003}
 ¥addtolength{\topmargin}{-18mm} % add this line for JAC2003

Authors using the production chain LaTeX → DVIPS → PS2PDF have to apply the change according to the paper format (see above). For LaTeX PDF generation the following commands are recommended:
 latex FILENAME.tex
 latex FILENAME.tex (run twice to sync internal references)
 dvips FILENAME.dvi -j0-D600 -o
 ps2pdf -dEmbedAllFonts=true FILENAME.pdf

Microsoft Word for Windows 2010

Word 2010 allows you to produce a PDF file by using File → Save As → Save as type: PDF. Please make sure that the PDF file options (click "Options…") are set as indicated in the picture before saving the PDF (this has to be done each time the file is saved as a PDF file):

There is a second set of parameters that should be set (accessible via “Tools → Save Options...”).

This influences the font embedding in the source file. This eases the work for the editors when problems with unrecognized symbols occur with PS/PDF files and the source file has to be used.

Please tick the marked boxes as shown in the picture:

The set of JACoW templates ensures a unique formatting on paper formats used in countries with US letter and A4 sized paper. There is one parameter in Word that should be unchecked, as it can conflict with the template setting. Use the following figure as a reference:

Previous Versions of Word for Windows Pre-2010 versions of Microsoft Word do not have the capability to “Save As” a PDF file. It is common to use a virtual printer driver that creates an electronic PDF file, rather than printing to an actual printer. There are several similar tools available, both for free or under a cost. We do not suggest any particular one. Please check that such PDFs do satisfy the JACoW formatting requirements and that the overall quality of the generated file is satisfactory to the authors. Remember to always check that the file prints correctly.

Microsoft Word for Mac 2008 Word 2008 on Macs allows you to produce a PDF file by using File → Print… → Save as PDF, or by typing Command-P. JACoW template fonts (such as Times New Roman) are automatically embedded in the PDF in Mac OS X:

Note that Word 2011 on Macs does not embed fonts properly in the output PDF, resulting in extremely large PDF output. Please check the size of your PDF before uploading to the IBIC 2012 SPMS – it should be less than 1.5 Mb.

OpenOffice/LibreOffice You can generate your PDF file using the "Export as PDF" function of OpenOffice Writer accessible via the “File” option (below, left). Before clicking the "Export" button make sure that the PDF options for “Images” and “General” are set as shown below (right).

Submitting Your Files

Once all files are ready for upload, login to your IBIC2012 Author Accounts.and

  • Ensure that the paper title and co-authors on the paper are identical to the paper title and co-authors entered into the SPMS. If this is not the case, click on the links "edit" or "authors" and update. SPMS 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.
  • Click on the file Upload link. Then:
    • submit the PDF file
    • submit all of the source files (text and figures) needed to make the paper (be aware that large files may take some time to transfer).

Papers will undergo processing by the technical editors directly following deadline for submission, Septemter 26, 2012, and authors will be able to check the status of their paper(s) by logging into their IBIC2012 Author Account. E-mail notifications of the processing status will also be triggered to primary (submitting) authors as processing is completed.

Page last modified on August 10, 2012, at 04:14 PM EST