Instructions for the Preparation of Compatible Conference Publication PDF Submissions

Checklist for preparing and submitting conference publication PDF files in accordance with IEEE specifications. 

1.      Complete and submit an IEEE Conference Publication Form, which is required for inclusion in the IEEE Conference Publications Program. 

(Note: This program performs several key services, including providing conferences with the necessary cataloging information, submitting content for inclusion in INSPEC, and facilitating the process by which conference material is made available through IEEE Xplore.  Application for inclusion does not guarantee that your conference title will be acquired.)

2.      Read the Definition of Elements for Conference Proceedings to ensure that the PDFs prepared for submission to IEEE represent a complete conference publication.

3.      Prepare individual PDFs according to the IEEE PDF specification.

1. If your authors are preparing the PDFs, you can register for IEEE PDF eXpress -- a free, online service that will allow conference authors to either convert their documents into compatible PDFs or to submit their own PDFs for compatibility testing. To register, visit IEEE PDF eXpress.
   
   
2. If your authors choose not to use IEEE PDF eXpress, they can use the job options file to set Adobe Distiller to the correct requirements.
   
   

3. If a vendor is preparing the PDFs (or if any other group is handling the conversion in bulk), they should refer to the specification.

4.      Test the PDFs for compatibility with the specification.

(Note: Noncompatible files will not be accepted. They delay processing and may result in scanning the entire issue for posting in IEEE Xplore.)

5.       If your authors are preparing extended objects (multimedia) to supplement their articles, please refer to the "Requirements for IEEE Sponsoring Entities and Conference Organizers Submitting Extended Objects for IEEE Xplore®." The specification provides detailed information about support for multimedia or extended objects, how the files must be organized, and what support files are necessary. 

6.      Prepare a packing list using our packing list generator to identify all PDF files by their appropriate publication type, which ensures that all files can be accounted for during processing.

7.      Copy all files (including packing list) onto a CD-ROM as individual PDFs, not as a single, concatenated PDF.

(NOTE:  The CD requested here is not the same as the conference proceedings on CD-ROM to be distributed to attendees.  The conference CD-ROMs may not meet our requirements due to hyperlinks and other features that may be incorporated.  Therefore, please prepare this separate CD-ROM for submission to IEEE.)

8.      Deliver the PDF submission CD-ROM to the IEEE Conference Publications Product Management staff together with all other requested materials per the instructions in the Letter of Acquisition you receive after your IEEE Conference Publication Form is processed.

Links included on this page are also accessible on the IEEE Online Resource Center for Conference Publications Organizers and IEEE Conference Submission Standards pages.

An FAQ page is available to assist with any additional questions you may have.

For questions regarding the preparation of PDF files, please contact by email at pdfsupport@ieee.org or by calling +1 732 465 5888.

For questions about the IEEE Conference Publications Program process, please contact confpubs@ieee.org.

Rev. 16 November 2006