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Paper Submission

Paper Preparation, Electronic Submission and Conference Proceedings

The International Free Electron Laser Conference is one of several Conference series adhering to the JACoW (Joint Accelerator Conferences Web Site) standard for electronic publication of proceedings. Authors are required to abide to the specifications outlined in “Preparation of Papers for JACoW Conferences”. This document not only provides precise instructions for preparing the manuscript, but it’s source file (available in Word, Latex and Open Office) also serves as a template for authors.

Use of the template and careful attention to the specifications will help the Editors to quickly process papers and enable a speedy delivery of the Conference Proceedings. Instructions for downloading templates are given below. Papers should be submitted (i.e. uploaded) by the deadline of Wednesday, August 22, 2012 at Midnight, Japan Standard Time. This deadline will allow the Editors to make an early start on paper processing, enabling any outstanding problems to be resolved during the Conference. Papers passed through the editorial process will be sent in sequence to referees and refereed before the end of the Conference. Authors will be kept informed of the status of their papers by viewing the electronic status board at the Conference and or by logging in to their FEL12 SPMS account.

Conference Proceedings

The Proceedings will be published on the JACoW website. Contributed oral presentations and poster presentations may be up to 4 pages long and only invited oral presentations may be up to 8 pages. Contributions for publication only are not permitted, hence any paper accepted for presentation, but not subsequently presented at the Conference, will be excluded from the proceedings. Furthermore, the Programme Committee reserves the right to refuse for publication work not properly presented in the poster sessions.

Paper Preparation

Manuscripts should be prepared to have:

  • Either in A4 (8.27 in x 11.69 in; 21.0 cm x 29.7 cm) or US letter(8.5 in x 11.0 in; 21.6 cm x 27.9 cm) paper size.
  • 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 PDF file.

The margins should be as follows:

MarginsA4 PaperUS Letter Paper
Top37 mm (1.46 in)0.75 in (19 mm)
Bottom19 mm (0.75 in)0.75 in (19 mm)
Left20 mm (0.79 in)0.79 in (20 mm)
Right20 mm (0.79 in)1.0 in (26 mm)

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

The “Preparation of Papers for JACoW Conferences” templates contain styles that, when applied, will automatically ensure correct typesetting and layout. To download an appropriate template, go to the JACoW website and follow the "Template for Papers" link. Authors are strongly advised to use the template that corresponds to the version of software they are using and to not transport the document across different platforms (e.g. MAC «-» PC) or across different versions of WORD on the same platform.
Finally, having prepared the paper according to the JACoW standard, we kindly request that authors check their paper for a number of “Common Oversights” listed below, before uploading their final version. 

Electronic File Submission

Authors are required to create a Portable Document Format (PDF) file of the paper. Each author should submit the PDF and all of the source files (text and figures), to enable the paper to be reconstructed if there are processing difficulties. Authors are advised to follow the guidelines for the creation of PDF files ( follow the links “JACoW.org Home” -> “Information and help” -> “About electronic processing”). Be sure to check that the PDF file prints correctly. The electric file submission system will be activated on July 30, 2012.

Common Oversights

Please check your paper against this list of common oversights before submitting your paper, especially giving particular attention to the formatting of Figures, Tables and References.

  • Title: The TITLE should use 14 pt BOLD UPPERCASE letters and be centered on the page. Individual letters may be lowercase to avoid misinterpretation (e.g., mW, MW).
  • Authors: The names of authors, their organizations/affiliations and mailing addresses should be grouped by affiliation and listed in 12 pt upper and lowercase letters. The name of the submitting or primary author should be first, followed by the co-authors, alphabetically by affiliation.
  • Section Headings: SETION HEADINGS should NOT be numbered. They should use 12 pt BOLD UPPERCASE letters and be centered in the column.
  • Subsection Headings: Subsection Headings should NOT be numbered. They should use 12 pt italic letters and be left aligned in the column.
  • Third-level Heading is a new style, but authors must bold text themselves; it should be used sparingly. It is a run-in heading in 10 pt bold font followed by regular text.
  • Paragraph Text: Paragraphs should use 10 pt 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 their place of mention as possible. Lettering in figures and tables should be large enough to reproduce clearly. Use of non-approved fonts in figures can lead to problems when the files are processed.
  • All figures and tables must be given sequential numbers (Figure 1, 2, 3, or Table 1, 2, 3 etc.).
  • Figures: Figure captions should be placed below the figure and centered if on one line, but justified if spanning two or more lines:
    • Figure 1: A one line figure caption.
    • Figure 2: A figure caption that takes two lines or more is justified.
    • Note the colon ":" after the figure number and the period "." at the end of the caption.
    • When referring to a figure from within the text, the convention is to use the abbreviated form, i.e., Fig. 1, unless the reference to the figure is at the start of the sentence: Figure 1 shows a schematic view of..., ... as shown in Fig. 1.
  • Tables: Table Headings should be placed above the table and centered if on one line, but justified if spanning two or more lines:
    • Table 1: Table Heading (if on one line is centered)
    • Table 2: A Particularly Long Table Heading Spanning Two Lines (is justified)
    • Note the colon ":" after the table number, initial letters of the table heading are capitalized, and the absence of a period at the end of the caption. It is also acknowledged, however, that in some instances authors find it necessary to replace the table heading with an actual sentence. In such a case, the formatting rules given for figure captions are best followed. The table caption should, however, always be placed above the table.
    • When referring to a table from within the text, the convention here is NOT to abbreviate, i.e., Table 1.
  • Equations: If a displayed equation needs a number, place it flush with the right margin of the column. The equation itself should be centered, if possible. Units should be written using the roman (standard) font, not the italic font.
  • References: All bibliographical and web references should be numbered and listed at the end of the paper in a section called “References.” When citing a reference in the text, place the corresponding reference number in square brackets [3]. A URL may be included as part of a reference (no period after), but its hyperlink should NOT be added.

SPMS data will be used for the production of the table of contents and author index of the proceedings. Failure to enter all co-authors means they will be omitted from the author index.

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Page last modified on July 20, 2012, at 08:57 PM