The Publication Chair will:
IEEE provides information to help you prepare your papers for publication.
You may want to hire a publications service. They can help you prepare conference papers for IEEE Xplore and distribution at your conference.
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.
IEEE provides tools to help you ensure that technical papers are IEEE formatted properly for inclusion in IEEE Xplore.
|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.|
Review all submitted PDF files to make sure they adhere to the IEEE specifications for your conference and IEEE Xplore.
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.
Always 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. Please ensure that all paper file names are less than 50 characters.
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 Papers can only be withheld if authors were informed in advance that papers not presented at the conference will not be published in IEEE Xplore.
Copy 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.
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.
IEEE is ready to help. If you have questions about how to prepare papers for IEEE Xplore, please contact IEEE Meetings, Conferences & Events (MCE).
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