Congratulations on the acceptance of your paper for Advanced Accelerator Concepts Workshop (AAC 2018).

IEEE Conference eXpress provides these instructions to help you with the final preparation and submission of your paper. For information about registration and other conference activities, please access the conference website.

Note: IEEE reserves the right to exclude a paper from distribution after the conference (e.g., removal from IEEE Xplore®) if the paper is not presented at the conference.  - IEEE Technical Activities

Important dates

Submission Deadline: 14 December 2018 — Approval of the PDF made from converting your source document and copyright submission is required by this date.

Conference Dates: 12-17 August — AAC 2018

Contact information

For help with submitting your conference article, contact Elizabeth Aubrey at

AAC Publication Editors:

Evgenya Simakov at
Nikolai Yampolsky at
Kent Wootton at

For information about other conference concerns, visit the conference website.

Final paper submission

Final paper submission consists of these critical steps:

  1. Manuscript preparation
  2. Create your author account
  3. Upload your source document
  4. Approve the PDF created from your source document
  5. Finalize your IEEE Xplore metadata
  6. Submit the IEEE Electronic Copyright Form (eCF)
Manuscript preparation

If you have not already finalized your manuscript this section provides guidelines regarding acceptable manuscript applications, layout, fonts, and graphics.

  1. Applications: Please use Microsoft Word or LaTeX to create your document.
    Note: A DVI (DeVice Independent file) and all image files (as .eps files only) are required for LaTeX submissions. Make sure that your LaTeX system can output a DVI; otherwise it cannot be accepted and converted. For TeX tools, see
  2. Templates: Optional templates are available that incorporate the correct formatting specifications.
    For those who choose not to use a template, download the Format Definition Table and Glossary (PDF, 263 KB) for complete formatting specifications.
  3. Page limit: 5 maximum number of pages
  4. Headers, footers, and page numbers: No headers, footers, or page numbers should appear on your manuscript.
  5. Margins: Papers cannot be accepted with margins smaller than those given in the table below:

    Margin US Letter A4
    Top 0.75 inch 19 mm
    Bottom 1 inch 43 mm
    Side 0.625 inch 13 mm
  6. Fonts:
    Below is a list of recommended fonts:

    Content Font
    Text Times New Roman
    Code Courier
    Equations Symbol

    Fonts must be either Post Script or True Type and licensed for embedding. Use of unlicensed and custom-made or hacked fonts is strictly prohibited; your submission will be rejected if it is found to contain them.
  7. Graphics and Images:
    -Choose vector graphics (e.g., .eps) over bitmap (.bmp) images because they are electronically efficient and will not conflict with conversions to PDF.
    -For LaTeX submissions, all images must be in .eps format and included with your submission in a compressed archive. It is recommended that you use WinZip or StuffIt for compressing your submission.
    -All images should be checked by printing to hardcopy if the conference will be producing a book, especially when color images in your paper will be translated to black and white in print.
    -Resolution should be between 150 and 300 dpi or less. Resolutions greater than 300 will cause down sampling; images below 300 will not render well in print.
    -Labels within graphics should have a type point size of 4 or higher.
    -Smooth Graphics should not be used as it often produces extremely large files with slow loading time. The Smooth Graphics option is usually found in the Page Setup Dialog box. 


Create your author account

To create your AAC 2018 Conference eXpress account, follow the steps below:

1. Select "Create/access your IEEE Conference eXpress author account" and click "Create an Account."

2. Enter aac18 in the Conference ID field, then enter your email address and create a password.

3. Select Submit, and then complete the Account Information form that follows.

For returning users, if your email address has not changed, all of your account information will self-populate if you use the same password.

Finalize IEEE Xplore metadata

Finalize MetadataFollow the steps below to complete your metadata for IEEE Xplore:

1. Open the source document of your paper to complete the metadata entries. 

2. Check the title in your source document for accuracy, then copy and paste it into the Paper Title field.

3. Check the names and affiliations of each author in your source document for accuracy, then copy and paste each name, affiliation, and country in the appropriate fields. Note: You are responsible for the accuracy of your own author information as well as your co-authors'.

4. Select the button Information is correct once you have verified the metadata. The paper title and author information cannot be revised or deleted once this is complete. 

The Paper Title and Author Information you have entered will be used to complete your electronic copyright form and to archive your paper in IEEE Xplore.

Upload your final submission

Please submit your paper as a source file(s) to your author account for conversion to PDF.

If submitting a LaTeX file, you must first compress your submission. All PDF proofs must be approved by 14 December 2018.

Copyright will be collected during the final round of paper collection, following the review period.
For additional information regarding copyright and copyright transfer, visit IEEE Intellectual Property Rights.
Frequently asked questions

Please visit the Conference eXpress Frequently Asked Questions for answers to the most commonly asked questions. If you still need assistance, please contact your project editor.