2008 Beam Instrumentation Workshop

Information for Authors

This page provides guidance for authors who are submitting manuscripts, giving talks or presenting posters at BIW08.

All speakers and poster presenters must submit a manuscript for publication in the proceedings.

Manuscripts will be submitted electronically via this Web site. The deadline for submissions is May 2, 2008.

Overview

Meeting participants and presenters who are familiar with JACoW manuscript templates, formatting, and submission procedures can go directly to the JACoW Web site and upload their files.

For those who are unfamiliar with these procedures, this page gives details on the page layout and other formatting decisions for the preparation of BIW08 manuscripts. The JACoW templates for Word make it easy to produce these results, and they show an example of a properly formatted paper. Authors may find this information (adapted from the ICALEPCS instructions by Charlie Horak) helpful in coping with special situations, deciding how best to use the JACoW templates, or attempting to produce JACoW-compatible documents in programs other than Word.

JACoW (PAC/EPAC-like) templates using Word (preferred) or LaTeX will be used for the manuscript preparation. The maximum number of pages permitted per manuscript is

5 pages for contributed papers
10 pages for invited papers
unlimited for tutorials or Faraday Cup Award papers

Authors exceeding these limits will be asked to edit for length. Authors will also have the option of uploading slides, which will be published (in PDF) on JACoW along with their manuscript. This should be thought of as a complement to, not a substitute for, preparing a manuscript.

Formatting

Format Considerations
These guidelines are reflected in the templates and are presented here as a reference and troubleshooting aid.

Paper Size, Layout, and Margins
Manuscripts should be prepared for one-sided printing. The paper size may be A4 (21.0 x 29.7 cm; 8.27 x 11.69 in.) or U.S. letter size (21.6 x 27.9 cm; 8.5 x 11.0 in.). Text must be single spaced in two columns of 82.5 mm (3.25 in.), with 5.3 mm (0.2 in.) separation. The margins are:

Margins	A4 Paper	U.S. Letter Paper
Top	37 mm	19 mm (0.75 in.)
Bottom	19 mm	19 mm (0.75 in.)
Left	20 mm	20 mm (0.79 in.)
Right	20 mm	26 mm (1.0 in.)

Text and Headings

Fonts
Please use only these fonts: Times New Roman (or, on the Macintosh, Times) and Symbol. All text should be in 10 pt font unless otherwise noted.

Page Numbering
Do not use page numbers. These will be added by the editing team when the final proceedings are produced.

Title
The title should use 14 pt bold uppercase letters and should be centered on the page.

Names
The names of authors, their organizations/affiliations, and mailing addresses should be in 12 pt uppercase and lowercase letters. When there is more than one author, the submitting author should be first, followed by the co-authors. Co-authors should be grouped by affiliation (to conserve space) and then be listed alphabetically. Authors are kindly reminded that it is their responsibility to check the accuracy of titles and co-author names.

Headings
Section headings should use 12 pt bold uppercase letters and be centered in the column. Section headings should not be numbered.
All section headings should appear directly above the text. There should never be a column break between a heading and the text that follows it.

Subsection headings should use 12 pt italic letters and be left aligned in the column. As with section headings, subsection headings should not be numbered; and again, there should never be a column break between a heading and the text that follows it.

Figures, Tables, and Equations
Figures and tables should be placed as close as possible to their first place of mention. Lettering in figures and tables should be large enough to reproduce clearly, using only the approved fonts. Use of nonapproved fonts in figures often leads to problems when the files are processed and could cause loss of information.

All figures and tables should be given sequential numbers (1, 2, 3, etc.) and have a caption placed below the figure or above the table being described. Captions that are one line should be centered; captions of more than one line should be fully (right and left) justified.

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

Reference Section
All bibliographical references should be numbered and listed at the end of the paper in a section called "REFERENCES." Corresponding reference numbers in the text should be placed in square brackets. See the templates for examples.

Artwork

Artwork tips are available from JACoW. Preparing technical graphics is a vast subject in its own right. These are a few common trouble areas:

Web images, which are often downsized to 72 dots per inch, can be problematic in high-quality printing. Work from the originals that were used to make the Web versions if possible.
Graphs and charts are also commonplace problem areas. At many institutions, a technical reports department can make considerable improvements with ease. If such help is not available, we recommend close inspection of papers on JACoW and imitation of easily readable and understandable examples.
Although the online version contains full-color PDFs, the printed edition will be black and white. Do not rely solely on color to convey important subtleties, especially in graphs.

Submitting a single Word document with embedded illustrations is acceptable. However, additionally submitting your original artwork in separate files gives the staff more troubleshooting options.

Submitting a Proceedings Manuscript

Everyone giving a presentation at BIW08 is required to write a paper for the Proceedings, which will be published on the JACoW Web site and in book form. Manuscripts are due, in final form by May 2, 2008.

To upload your mansucript(s)

Go to the JACoW Web site.
Log in to your JacCOW account.
Select File Upload.

What to Submit

A properly formatted Word (strongly preferred), OpenOffice, or LaTeX (preferably LaTeX2e) version of your paper. If you upload only one thing, this should be it.
A PostScript file made from that document. The Adobe PostScript driver gives the most consistently good results.
Preferably, a separate file containing each original illustration in its native format. For an appearance of uniform high quality, we will make our own PDF files in a standardized way. We usually do not use author-created PDFs.

What Happens Next

At the conference, please hand in a color printout of your manuscript.
An editor will bring any obvious problems to your attention so that they can be solved while we are together and thinking about the subject.
After the conference, BIW08 staff will optimize the format, make the PDFs fully searchable, prepare the front and back matter, and produce a finished Proceedings in both JACoW and book form.

The sooner the Proceedings is available to the world, the more valuable it will be. Our goal is to have the proceedings on JACoW, and camera-ready copy sent to the publisher, within two months. You can help by submitting a properly formatted and final manuscript before the conference, and working with us to correct any problems noted on the JACoW "dot board."

Content Considerations

Papers must not exceed 5 pages (posters and contributed orals) or 10 pages (invited orals) in the final format. Authors exceeding this limit will be asked to edit for length. (Manuscripts for Tutorials and for the Faraday Cup Award talks have no page limit.)

Neither BIW nor JACoW will be able to provide language editing. Before submitting your paper, please have someone who is fluent in English and has a keen eye for mistakes read it.
Work should be worthy of publication in the archival literature (even though this will be an unrefereed Proceedings). It must be
- Significant and possibly original: new concepts, new devices, new analysis of existing concepts or devices, new methods, as well as new implementations of existing concepts and schemes, etc.
- As accurate as possible in factual material, mathematical formulations and analysis; avoid stating opinion as fact.
- High in its scholarly standards, with references that give proper credit to the ideas of others and the work that has gone before.
- Compliant with "fair use" standards when excerpting and attributing the works of others.
We do recognize that conference papers, by their nature, often describe work in progress, and that the length limit does not invite an exhaustive review of past work and survey of a field. The introduction, discussion and conclusion sections are good places to acknowledge these limitations and describe the work yet to be done.
Figures and tables must be of publication quality, another subject discussed on the formatting-details page.

Slides

You will have the option of uploading your slides, which will be published (in PDF) on JACoW along with your manuscript. Uploading slides should be thought of as a complement to, not a substitute for, preparing a manuscript.

Terms and Conditions

Copyright
Because the Proceedings of BIW08 are published by the conference rather than by a commercial publisher or a society, there is no copyright form. BIW08 and the Joint Accelerator Conferences Website (JACoW)

Do not assert copyright or restrict your further use of the material in any way.
Assume no responsibility for author infringements of the rights of others.
May reject papers that are submitted with copyright restrictions that would impede or restrict making papers publicly and freely available through a website (which is basic to the very nature of JACoW).

Readiness for Publication
Please submit only final manuscripts that have been fully cleared for release under your home institution’s policies and procedures, and which BIW08 and JACoW are free to publish.

The Presentation Imperative
The Proceedings is for papers that were actually presented. If the presenting author cannot attend the conference and give the talk or poster, please designate a co-author or other knowledgeable colleague to make the presentation, and send us a note beforehand, if at all possible. The Program Committee has the option of rejecting manuscripts that were not presented.

Oral Presentations

All speakers must give their presentations using the computer system set up in the presentation hall; use of personal laptops cannot be accommodated. A preview/testing area will be available in the Workshop Secretariat and Proceedings Editor's office.

Visuals for oral presentations should be in Microsoft PowerPoint, version 2003 or later. Presentations in PDF format are also accepted although not advised. Any animation or video files must be compatible with Windows XP and Windows Media Player.

PowerPoint files should be uploaded through the BIW08 database used for abstract and manuscript submission (select "Transparencies"). Any animations or video files referenced within presentations must be uploaded along with the presentation file (select "Supporting Files").

To ensure that presentations can be reviewed ahead of time to check for any display problems (fonts, readability, etc.), files must be submitted well before the talk time.

PDF files of oral presentation will be available on JACoW.

Posters

The maximum size for posters is 4 by 4 square feet (1.22 by 1.22 square meters). Copies of the manuscript pages will NOT be accepted for poster presentation.