Preparing Conference Content for the IEEE Xplore® Digital Library | 
Printer Friendly |
An IEEE Conference Proceeding is the official record of an IEEE Conference. It is a collection of documents, paper or electronic, which corresponds to the papers accepted for presentation at the conference, along with additional information such as title and copyright pages that identifies the collection as a set or group.
Conference proceedings must be prepared according to the following specifications. This will ensure that papers are prepared and submitted as Xplore-compatible PDFs for distribution through the IEEE Xplore Digital Library. View IEEE PDF Specification for IEEE Xplore.(ZIP, 789 KB).
There are three options to ensure that PDFs are in the correct format.
On this page:
Preparation by IEEE
|
IEEE eXpress Conference Publishing and Conference Publishing Services (CPS), a division of IEEE Computer Society both offer fee-based publishing services including preparation of PDFs for the IEEE Xplore Digital Library. Contact the preferred IEEE publishing group. |
Preparation by a qualified third-party vendor
|
Xplore-compliant PDFs may be prepared by a third-party vendor. The vendor should review the IEEE Xplore® requirements and confirm its capability to deliver an Xplore®-compliant package of files. We recommend that vendors test for compatibility by using PitStop quality control software. Pitstop is available from Enfocus Software. Vendors should download the IEEE PitStop parameters profile for testing needs. |
Preparation by an IEEE Conference Organizer
|
Conference Organizers whose authors are preparing their own PDFs must first register their conference for IEEE PDF eXpress -- a free, online tool for authors that will allow them to either convert documents into compatible PDFs or to submit PDFs for compatibility testing. Visit IEEE PDF eXpress for more information and to register. The following steps are for Conference Organizers not using an IEEE Publishing Service option. 1. Read IEEE Conference Proceedings Defined (PDF, 40 KB) to ensure that the PDFs prepared for submission to IEEE represent a complete conference publication. At minimal, conference proceedings include a cover, front and back matter and authors’ technical papers. 2. Download the Adobe Sample distiller settings (ZIP, 53 KB) to ensure Xplore compatibility if accepting PDFs from various sources. Note that some settings are required, some recommended and others suggested. 3. Refer to the Supplemental electronic material (multimedia) overview (ZIP, 379 KB) if allowing authors to prepare PDFs containing supplemental electronic material (multimedia). This overview provides detailed information about support for multimedia and explains how the files must be organized and what support files are necessary. Choose between two methods of multimedia access, both described in the overview. Use the Supplemental Electronic Material Metadata Capture Tool (ZIP, 1MB) to make supplemental electronic material accessible via links within a PDF. 4. Once all author PDFs are obtained, prepare a packing list using the Packing List Generator Tool (ZIP, 1.95 KB) to identify all PDF files by publication type, which ensures that all files can be accounted for during processing. Use the Packing List Checker Tool (ZIP, 237 KB) to ensure that the packing list is correct before submitting content to IEEE. 5. Copy all files (including packing list, covers, front matter, table of contents, back matter and author index) onto a CD-ROM as individual PDFs, not as a single, concatenated PDF. This is your IEEE Xplore-compliant CD. Note that this Xplore-compliant CD is not the same as the conference proceedings on CD-ROM that may be distributed to attendees at the conference. 6. Deliver the Xplore-compliant CD to the IEEE Conference Publications Program staff. Include the materials requested in the Letter of Acquisition. |
