International Conference on Accelerator and Large Experimental Physics Control Systems

Instructions for Authors


The ICALEPCS '95 Proccedings will be published both in printed (as a Fermilab Report) and CDROM versions. Attendees were asked on the Preliminary Registration form to specify the version they would like to receive, and a final accounting will be made at the conference.

The use of CDROMs as media for publication of conference proceedings is becoming increasingly common. While the constraints of electronic publication may require some changes in the manner in which papers are ordinarily prepared, the results will repay the extra effort involved. Pay careful attention to the instructions for preparing your paper given below.

The CDROM will be prepared using Adobe Acrobat software. PostScript files submitted by authors are converted to PDF (Portable Document Format) files for inclusion on the CDROM. The PDF files may be read using the Reader or Exchange software provided by Adobe. Current versions of Reader for the PC, Macintosh, and Unix (Sun, Silicon Graphics and possibly HP-UX) will be provided on the CDROM.

The instructions which follow draw upon the experience of several previous conferences which used Acrobat for producing the CDROM version of their proceedings, including the 1994 Advanced Accelerator Concepts Workshop and the 1995 Particle Accelerator Conference. If you do not have the capability of following the instructions given, we request that at the least you bring a diskette containing all the text and figures of your paper. We shall make help available before and during the first two days of the conference to put papers in the proper form. Please notify us in advance if you will need to utilize this service.

Formatting Your Paper:

Pay careful attention to the fonts. Acrobat can only handle the specified fonts gracefully. Any other fonts will be stored as bitmapped images which will not be legible when displayed on the computer screen (except at high magnification) and will not be searchable by the Adobe Reader or Exchange software.

How To Submit Your Paper:

The following materials should be submitted no later than the second day of the conference. Use a 9 x 12 in. envelope with your name and paper title marked on the outside.
  1. A sheet listing the name(s) of author(s), title of the paper, submission date, and a list of all file names on the diskettes submitted, with a description of each file.
  2. A hardcopy of the paper, formatted as described in this document.
  3. One 3.5 in. DS HD (1.4 MB) diskette containing the complete PostScript version of your paper as a single file. If your file does not fit on one diskette you may use a standard compression utility (e.g. compress, pkzip, Stuffit). If you have access to Adobe Acrobat 2.0 you may substitute a PDF file of your paper instead. Be sure to label the diskette with the author's name, paper title, and file names with descriptions.
  4. One or more diskettes with the native word processor format (Microsoft Word, Word Perfect, LaTeX) and figure files. Be certain that all relevant files are included on these diskettes, so that we can reconstruct your paper should there be problems with your PostScript document. Don't forget to include the files containing your figures.

How To Create A PostScript Version
Of Your Paper:




Non-LaTeX Users

Restrict the fonts you use in text, equations, and figures to Times, Symbol, and Zapf Dingbats. Use the documentation for the word processing software you are using to incorporate graphics and produce a PostScript file of your paper.

LaTeX Users

The PostScript files produced by LaTeX yield probably the most problems with Acrobat of any word processor we have dealt with. With the exception of pslatex, a PostScript oriented version of LaTeX, most versions do not permit selection of Adobe Type I fonts.

Other problems involve the common use of site-specific or user-defined macros. Be sure that when you submit your document to include all the files specified in the /documentstyle line, in addition to all graphics and *.tex files.

If you do not have pslatex, please use the Computer Modern (default) fonts only. Compile your file to create a .dvi file. To produce a PostScript file, use the following command:
dvips <dvi-file> -o <Postscript-file> -D300

If You Have Problems:

If, after following these instructions you have still not been able to produce a working PostScript version of your paper, or are having problems with the submission procedures, send email to Paul Schoessow, pvs@hep.anl.gov. Describe your problems in detail. Do not send a copy of your document unless specifically requested.

Good luck!