Paper Preparation Guidelines

The deadline for the receipt of contributions to the Proceedings of EPAC'08 is

Wednesday, 18 June 2008

Described below are some basic requirements for the preparation of contributions - more complete guidelines are provided in the text of our templates, available at the JACoW Site.

All contributions should be submitted via the Internet according to the Paper Submission Instructions. Authors are reminded that, since no contributions are accepted for publication only, any paper accepted for presentation, which is not presented by one of the authors at the conference, will be excluded from the proceedings.

Furthermore, the Scientific Programme Committee reserves the right to refuse papers for publication which have not been properly presented in the poster sessions. Manuscripts of contributions to the proceedings (or enlargements of them) are not considered as posters and papers presented in this way will not be accepted for publication.


Authors are advised to use the Templates and in case of difficulties they should consult the JACoW electronic publication help pages. The templates contain styles which, when applied, will automatically ensure correct typesetting and layout.

Length of Contributions

Papers for both contributed oral and poster presentation may be up to 3 pages long and only invited oral presentations may be up to 5 pages.

General Layout

See the templates for a typical implementation of the requirements.

Manuscripts should be prepared for one side of the paper and have either:

  • A4 (21.0 cm x 29.7 cm; 8.27 in x 11.69 in) or US letter size (21.6 cm x 27.9 cm; 8.5in x 11.0 in)
  • Single spaced text in two columns of 82.5 mm (3.25 in.) with 5. 3 mm (0.2 in.) separation.
  • The text located within the margins specified as follows to facilitate electronic processing of the postscript file.

The margins should be as follows:

MarginsA4 paperUS Letter paper
Left20 mm20 mm
Right20 mm26 mm
Top37 mm19 mm
Bottom19 mm19 mm

Authors should use only Times or Times New Roman (in roman, bold or italic) and Symbol fonts. All contributions should use 10pt fonts for the normal text.


The title should use 14pt bold uppercase letters and be centred on the page.
The names of the authors and their organisation/affiliation and mailing address should be listed alphabetically in 10pt upper and lower case letters, grouped by affiliation. When there is more than one author, the submitting author's name should be listed first, followed by the other names in alphabetical order.

Section Headings

Section headings should use 12pt bold uppercase letters and be centred in the column. They should NOT be numbered.
Widow and Orphan Control: All headings should appear next to the following text - there should never be a column break between a heading and the following paragraph.

Subsection Headings

Subsection headings should use 12 pt italic letters, be left aligned and justified in the column. As for section headings, they should NOT be numbered.

Paragraph Text

Paragraphs should use 10pt font and be justified (touch each side) in the column. The beginning of each paragraph should be indented approximately 3 mm (0.13 in). The last line of a paragraph should not be printed by itself at the beginning of a column nor should the first line of a paragraph be printed by itself at the end of a column.

Figures, Tables and Equations

Place figures and tables as close to the place of their mention as possible. Lettering in figures and tables should be large enough to reproduce clearly, using only the approved fonts. Use of non-approved fonts in figures often leads to problems when the files are processed and may even cause loss of information.
All figures and tables must be given sequential numbers (1, 2, 3, etc.) and have a caption placed below the figure or above the table being described.
A simple way to introduce figures into a Word document is to place them inside a table which has no borders. This can be achieved by doing the following: To insert a full width figure:

  • Insert a continuous section break
  • Insert two empty lines (will make subsequent editing easier)
  • Insert another continuous section break
  • Click between the two section breaks and Format ? columns ? Single
  • Table ? Insert single column, two row table
  • Paste the figure in the first row and adjust the size as appropriate
  • Paste/Type the caption in the second row and apply figure caption style
  • Table -> Table properties -> Borders and shading -> None
  • Table -> Table properties -> Alignment -> Center
  • Table -> Table properties -> Text wrapping -> None
  • Remove the blank lines from in and around the table.
  • If necessary play with the cell spacing and other parameters to improve appearance.

If a displayed equation needs a number, place it flush with the right margin of the column.


All bibliographical and web references should be numbered and listed at the end of the paper in a section called “References.” When referring to a reference in the text, place the corresponding reference number in square brackets. A URL may be included as part of a reference, but its hyperlink should NOT be added.See the templates for a typical example.


Acronyms should be defined the first time they appear.

Page Numbers

DO NOT number pages. Page numbers will be added by the Editing Team when they produce the final proceedings.


Authors are strongly advised to use the template corresponding to the correct version of WORD and not to transport the document across different platforms e.g. MAC <-> PC or across different versions of WORD on the same platform.

Paper Preparation Checklist

  • Use only Times or Times New Roman (roman, bold or italic) and Symbol fonts (in the text and in the figures), 10 pt minimum.
  • Check that the postscript file prints correctly.
  • Check that there are no page numbers.
  • Check that there are no section or sub-section numbers.
  • Check that the margins are correct on the printed version (left 20mm (0.79in), bottom 19mm (0.75in), overall height of text 241mm (9.5in)). There may be differences of ±1 mm on the margins from one printer to another.

Once contributions are prepared, follow the Paper Submission Instructions.

last update March 31, 2008, at 03:36 PM
by Christine Petit-Jean-Genaz