Skip Navigation
 
Follow:
Facebook Twitter LinkedIn YouTube GooglePlus
Share:

Home  >  Conferences & Events  >  Organizers

The IEEE Xplore® digital library provides Web access to scientific and technical publications, including conference proceedings, produced by IEEE and its publishing partners. Proceedings must meet IEEE quality standards and be correctly formatted before being accepted into IEEE Xplore.

 

How do I prepare papers for IEEE Xplore?

The Publication Chair will:

  • request setup for an IEEE PDF eXpress® or IEEE PDF eXpress Plus® site (optional tools);
  • provide tools for creating and reviewing PDF files;
  • view papers for compliance;
  • create the packing list using the IEEE Packing List Generator;
  • copy all files to a CD, DVD, or USB.

IEEE provides information to help you prepare your papers for publication.

 
 

top of page

 

Hire a publications service

You may want to hire a publications service. They can help you prepare conference papers for IEEE Xplore and distribution at your conference.

 
 

top of page

 

Set up a PDF eXpress or PDF eXpress Plus Web site

The easiest way for your authors to create IEEE Xplore-compliant files is for the Publication Chair to request a PDF eXpress site. PDF eXpress is a free, online tool from IEEE that helps authors create IEEE Xplore-compliant PDF files.

 
 

top of page

 

Provide tools for creating and reviewing PDF files

IEEE provides tools to help you ensure that technical papers are IEEE Xplore–compliant. 

Tool Description
Adobe Distiller Settings Authors can create compliant PDF files by using these settings. Some settings are required, while others are recommended or suggested.
Supplemental Electronic Material Metadata Capture Tool Authors can use this tool to automate the process of creating links in their PDF file that access their supplemental electronic material.
Pitstop Professional and Pitstop Server Profiles Conferences can use these tools to test and correct PDF files. Pitstop Pro is a manual editing tool that allows you to correct last-minute problems in PDF files and make them suitable for production. Pitstop Server allows you to automate inspection and correction of PDF files.
Packing List Generator This tool allows you to identify all PDFs by content type, which ensures that all files can be accounted for during processing.

light bulbRequest that your authors add the appropriate footers to their PDF files before submitting them to PDF eXpress. This is needed to ensure IEEE Xplore compatibility.


 

 
 

top of page

 

Review papers for IEEE Xplore compliance

Required Task for Conference OrganizersReview all submitted PDF files to make sure they adhere to the IEEE specifications for your conference and IEEE Xplore.

 
 

top of page

 

Create the packing list

The packing list contains the list of files you would like posted to IEEE Xplore. IEEE uses this list to verify that all the PDFs in the packing list are on the disc. It also provides other information required by IEEE so that you can avoid delays in processing your files.

Required Task for Conference OrganizersAlways use the IEEE Packing List Generator to create the packing list. Remember to include all files you wish to be posted to IEEE Xplore when creating the packing list. In addition to the technical papers, please include copyright page, title page, table of contents, and author index. 

If you have a policy that non-presented papers will not be posted to IEEE Xplore, you can indicate suppressed papers when creating the packing list. Papers can only be withheld if authors were informed in advance that papers not presented at the conference will not be published in IEEE Xplore.

  • Include the files of the non-presented papers on the CD, DVD, or USB and in the packing list.
  • Choose "Suppress" in the Packing List Generator.
 
 

top of page

 

Submit your files

Required Task for Conference OrganizersCopy the packing list and all Xplore-compliant PDFs listed in the packing list onto a CD, DVD, or USB. All papers must be included, even if they are tagged as not-presented. The files should be individual PDF files, not a single, concatenated PDF. The Xplore-compliant files are not the same as the conference proceedings distributed to attendees at the conference.

Deliver the IEEE Xplore-compliant submission to IEEE within 30 days of the end of the conference. Send all materials requested in the Letter of Acquisition together in one shipment.

 
 

top of page

 

Search for a conference title in IEEE Xplore

IEEE has spreadsheets of all conference titles found, or soon to be found, in IEEE Xplore. These lists are fully searchable and include data such as conference titles, meeting dates and locations, ISBNs (if applicable), and subscription package information. These spreadsheets are updated frequently and the last update is listed for each spreadsheet.

 
 

top of page

 

Who do you talk to at IEEE?

IEEE is ready to help. If you have questions about how to prepare papers for IEEE Xplore, please contact Conference Operations.

Do you have other questions about organizing a conference? Please contact the IEEE Conferences and Events Customer Relationship Management (CRM) team.

Do you have feedback on the information on this page?

  • Is there missing or incorrect information?
  • Do you have a tip to share?

Please send your feedback to ieee-mce@ieee.org

 
 

top of page

 

Contact Information

IEEE Meetings, Conferences and Events Customer Relationship Management is available to assist you with any questions.

screenshot of video

Meet MCE!

E-mail ieee-mce@ieee.org with questions or concerns, or call:
Toll-Free: +1 855 340 4333 (US & Canada)
Toll: +1 732 562 3878 (worldwide)

Conference resources

Conferences provide an opportunity for technical professionals to share information and connect with each other.

conference attendee taking notes