This document contains information about:

General Layout of Manuscripts
Page numbering (none)
Additional Information to Accompany the Paper

Downloadable Software
Testing of PostScript Files 
Submission of Electronic Files 
Special precautions for electronic documents



This document describes the requirements for submission of papers to ICALEPCS'99.
The adopted standards for electronic publication are those proposed in the Joint Accelerator Conference Website for the Asian, European and American Particle Accelerator Conferences (JACoW). JACoW already unifies the electronic publication standards of APAC, EPAC and PAC.

The final deadline for the submission of contributions is at the Conference, but contributions may be submitted ahead of the Conference by ftp.
Authors should in any case submit a paper hard copy together with a diskette at the Conference.
All of the source files (text and figures) needed to make the paper (see below), together with its PostScript version, must be submitted.

For ICALEPCS'99, a service will also be offered in which authors may view the results of the electronic processing of their papers ahead of the Conference via the ftp server (see below for details).


Authors are strongly advised to use the templates and, in case of difficulties, to consult the ICALEPCS'99 electronic publication help pages


Contributed papers (and posters) may be up to 3 pages long and invited papers up to 5 pages. Since the Proceedings will also be published in paper form it is necessary to respect these limits.

General Layout

See the sample paper for a typical implementation of the requirements. You will need Acrobat Reader 3.0 or later to view this file.

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

The margins should be as follows:

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


In order to be compatible with the Adobe Acrobat Distiller, use only TIMES (in roman, bold or italic), symbol and Zapf Dingbats.

All contributions must use 10pt fonts for the normal text.


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

The names of the authors and their organisation/affiliation and mailing address should be listed alphabetically in 12pt upper and lower case letters, grouped by affiliation. When there is more than one author, the submitting author's name should be first.

Section Headings

Section headings should be numbered and centered in the column. Use 12pt bold uppercase letters. 

Subsection Headings

Subsection headings should be numbered (e.g. 2.6 Figures, Tables and Equations), have 12pt italic letters and be left aligned and justified in the column.

Figures and Tables

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.
Use only the approved fonts (see above).

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.

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


All bibliographical 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. See the sample paper for a typical example.

Symbols and Acronyms

The use of the International System of Units (SI units) is advocated. Acronyms should be defined the first time they appear.

Page Numbers

DO NOT have page numbers.

Additional Information to Accompany the Paper

In order to facilitate the processing of the papers as they are received by the Editorial Team, authors are requested to supply additional information about the paper and how it was prepared together with the keywords. A Paper Submission Sheet for this purpose, pre-printed with the paper's programme code etc., is sent to authors enclosed with these instructions.

The information on the sheet comprises:


Templates and examples can be retrieved through Web browsers like Netscape and Internet Explorer. See your local documentation for details of how to do this.

Template documents for the recommended word processing software can also be retrieved from the ftp server [ (]; they can be found in the directory (folder) templates and exist for LaTeX and WORD (Mac and PC) for US letter and A4 paper sizes. The file templates.txt in the same directory (folder) contains a description of the various files.

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.

Downloadable Software

A number of software packages like PostScript viewers for Macintosh and PC are available from the ftp server and they can be found in the directory downloads. Information concerning the packages available is maintained elsewhere in the ICALEPCS'99 web pages.


Contributions to the Proceedings will be processed during the Conference and authors will be kept informed during the Conference of the success or otherwise of the processing.

The final deadline for submission of contributions is at the Conference, but the deadline for papers submitted by ftp is 24:00 (MET) on Wednesday 29th September. This is some days earlier then the opening of the Conference, so that problems with the paper can be analysed and then discussed with authors at the Conference.

Testing of PostScript Files

Authors may send PostScript files to the anonymous ftp server ( and have them automatically processed into PDF files. In order to use this facility, authors should place their PostScript file in the testps/in directory on the ftp server. After a short delay (say 15-20 minutes) the file will be transferred to the testps/out directory together with a PDF and/or log file bearing the same name and appropriate extension. Authors may then retrieve the files and inspect the results.
Files are automatically removed from the testps/out directory after 15 days.

Some features worth looking at in the resultant file are the following:

In case of problems, authors should contact the Editorial Team who will try to help. This assistance will be increasingly difficult to provide as the Conference approaches; therefore authors are advised to make early use of this possibility.

Submission of Electronic Files

For submission by ftp:

Authors are reminded that the deadline for submission by ftp is 24:00 (MET) on Wednesday 29th September 1999. Since the Paper Submission Sheet cannot be used via ftp, a Web form has been created so that the requested information can be sent directly to the Editorial Team. Those authors who cannot use the Web form should create a plain text (ASCII) file (use the extension `.txt') containing the additional information described above and submit it with all of the files by ftp as described below and send an e-mail to the Editorial Team ( and informing that the files have been submitted.

Special Precautions for Electronic Publication


Photo by Ugo Borsatti, Archivio Storico "Foto Omnia"