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Conference Secretariat
CCECE 2001
IEEE Canada
18 Robinhood Drive
Dundas, ON L9H 4G1

Phone: (905) 628 - 9554
Fax: (905) 628 - 9554

Author's Kit

Links, Hotels, etc. Conference Info
May 13-16, 2001
Delta Chelsea Hotel
Downtown Toronto
Ontario , Canada
CCECE 2001 Author's Kit

Authors are required to complete the procedure described below before March 12, 2001. Guidelines for each of these items are provided below. Authors are responsible for making sure that their papers are properly submitted for publication in electronic form as described below. Any paper that is not received by that date will not be included in the CCECE 2001 Conference Proceedings.
  1. (Required) Complete a camera-ready, properly formatted paper.
  2. (Required) Submit an electronic copy of the paper for CD-ROM Publication. 
  3. (Required) Register for the conference.
  4. (Required) Submit the signed IEEE Copyright form.
  5. (Informative) Prepare your oral presentation OR
  6. (Informative) Prepare your poster presentation
Please make sure to put the conference name (CCECE-2001) and your paper number on all correspondence, on the copyright form, and in all email correspondence. 

Additional questions regarding submission of papers should be directed to the following address: 

Conference Secretariat
CCECE 2001
IEEE Canada
18 Robinhood Drive
Dundas, ON  L9H 4G1  Canada
Phone: (905) 628 - 9554
Fax: (905) 628 - 9554

STEP 1: (Required) Complete a camera-ready, properly formatted paper

You are allowed a total of 6 pages for your paper. This includes all figures, tables, and references. Papers over 6 pages in length must be accompanied by a page charge of C$75 per page. Without this payment, the conference committee has stated that they will truncate any papers that exceed the 6 page limit. 

LaTeX users: A LaTeX environment with suitable margins, page layout, text as well as a bibliography style is available. Although this environment has been extensively tested, there may be rare instances when it is not fully robust. 

Microsoft Word users: A sample Word97 document is available for download. No problems with Office2000 tools have been encountered. 

Other users: When preparing your paper, please follow the following guidelines: 

  1. All manuscripts must be in English or French, in black text colour. 
  2. Any text or other material outside the margins specified below will not be printed: 
    1. All text and figures must be contained in a 175 mm x 226 mm (6.9 inch x 8.9 inch) image area. 
    2. The left margin has to be 19 mm (0.75 inch). 
    3. The top margin has to be 25 mm (1.0 inch), except for the title page where is has to be 35 mm (1-3/8 inches). 
    Additional margin specifications: 
    1. Text should appear in two columns, each 83 mm wide with 8 mm space between columns. 
    2. On the first page, the top 50 mm (2 inches) of both columns is reserved for the title, author(s), and affiliation(s). These items should be centered across both columns, starting at 25 mm (1 inch) from the top of the paper. 
    3. The abstract should appear at the top of the left-hand column of text, about 12 mm (1/2 inch) below the title area and no more than 80 mm (3-1/8 inch) in length. Leave 12 mm (1/2 inch) space between the end of the abstract and the beginning of the main text. 
    A format sheet with the margins and placement guides is available as a Word file, a PDF file, (when you print this file, make sure the "shrink to fit" box is not checked!) and a Postscript file. It contains lines and boxes showing the margins and print areas. If you hold it and your printed page up to the light, you can easily check your margins to see if your print area fits within the space allowed. 
    Papers must be submitted in electronic form as specified below, formatted for standard letter-size (8-1/2 by 11 inches) or A4-size paper. Keep the top and left margins as specified. 
  3. The paper title has to appear in capital letters, boldface if possible. The authors' name(s) and affiliation(s) appear below the title in capital and lower case letters. Papers with multiple authors and affiliations, may require two or more lines for this information. 
  4. Each paper should contain an abstract of 100 to 150 words that appears at the beginning of the paper. Use the text submitted electronically in the paper as well as a copy in the text of the submission email. 
  5. Major headings appear in capital letters, bold face if possible, centered in the column. Subheadings appear in capital and lower case, either underlined or in boldface. They start at the left margin on a separate line. Sub-subheadings are discouraged, but if they must be used, they should appear in capital and lower case, and start at the left margin on a separate line. They may be underlined or in italics. 
  6. List and number all references at the end of the paper. The references can be numbered in alphabetic order or in order of appearance in the document. When referring to them in the text, type the corresponding reference number in square brackets as shown at the end of this sentence [1].

  7. [1] D. E. Ingalls, "An Important Paper," IEEE Trans. ASSP, vol. ASSP-36, pp. 1932-1948, 1988. 
  8. Illustrations must appear within the designated margins. They may span the two columns. If possible, position illustrations at the top of columns, rather than in the middle or at the bottom. Caption and number every illustration. All halftone illustrations must be clear black and white prints. Do not use any colours in illustrations. 
  9. To achieve the best viewing experience both for the proceedings and the CD-ROM, we strongly encourage to use Times-Roman font. In addition, this will give the proceedings a more uniform look. Use a font that is no smaller than nine point type throughout the paper, including figure captions. In nine point type font, capital letters are 2 mm high. 
  10. For 9-point type font, there should be no more than 3.2 lines/cm (8 lines/inch) vertically. This is a minimum spacing; 2.75 lines/cm (7 lines/inch) will make the paper much more readable. Larger type sizes require correspondingly larger vertical spacing. 
  11. Please do not paginate your paper. Page numbers, session numbers, and conference identification will be inserted when the paper is included in the proceedings. 
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STEP 2: (Required) Submit an electronic copy of the paper for CD-ROM Publication


The CCECE-2001 Conference Committee will provide attendees with a CD-ROM version of the conference proceedings. The CD-ROMs serve participants at CCECE conferences very well and increase the utility of papers as reference documents. You are required to submit an electronic file of your document with embedded figures. These electronic submissions are an essential step for CD-ROM development. 

Document Formats

Electronic papers must be submitted in Adobe Portable Document Format (PDF) or PostScript (PS) format. These submissions must be formatted to 8.5 x 11 inches page size, and in first-page-first order. Please verify that the final version of your PostScript file prints correctly to a PostScript printer or that the PDF file is readable by Adobe Acrobat before submission. Papers that do not print correctly cannot be published accurately. For best results, authors should avoid the use of custom half tones, bitmap pattern fills, and bitmap fonts. Use standard half tones and solid colour or grey fills instead. 

If you are unable to submit your paper in PDF or PostScript format, please contact the Confence Secretariat immediately. 

CCECE-2001 will use the Adobe's Portable Document Format (PDF), and deliver the papers in that format on a CD-ROM with PDF viewers for Windows, Macintosh, and Unix. 

If you are able to create a PDF file yourself, you are encouraged to do so. Papers in PostScript (PS) format will be converted to PDF. Since the final CD-ROM publication will contain PDF formats of all of the papers, translation errors will be minimized by your PDF submission, resulting in the best possible rendering of your paper. 

LaTeX Users: Generating a PostScript file is straightforward for all LaTeX packages we are aware of. When preparing the paper under LaTeX, it is preferable to use scalable fonts such as type I, computer modern. However, quite good results can be also obtained with the fonts defined in the CCECE style file recommended above (spconf.sty). For best PDF document quality, you may want to read Adobe's recommendations for generating PostScript and PDF files

Windows users: To save a document as a PostScript file:

  1. Install and select a PostScript printer driver.
  2. In your word processor, on the File menu, click Print.
  3. Select the PostScript printer which will be used to generate the file.
  4. Select the Print to File check box, and then click OK. 
  5. In the File name box, type a file name. If the file is saved with a .prn extension, rename it to a file with extension .ps. 
Macintosh users: To save a document as a PostScript file:
  1. Install and select a PostScript printer driver. 
  2. In your word processor, on the File>Print menu, click General. Go down to "Save as File." Make the following selections:

  3. Format: PostScript Job
    Postscript Level: Level 1 Compatible
    Data Format: ASCII
    Font Inclusion: All
    Destination: File
  4. Click "Save" and specify a file name.

Delivery Channels

Electronic submissions must be sent via email to: All submissions must include in the main email body:
  1. Author name(s) and affiliation(s)
  2. Paper title
  3. Contact author's name, postal address, telephone number, and email
  4. Abstract in text format (100-150 words)
  5. Audio visual needs in addition to overhead projector or data projector for lecture presentations
The paper must be included as an attached file. The filename of the PDF file must be the paper number assigned to you by the CCECE committee, followed by the Portable Document Format extension (.pdf) or PostScipt extension (.ps) as applicable. For example, if the CCECE committee assigned you the number 1667, you would submit your file as "1667.pdf".

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STEP 3: (Required) Registration

NOTE: All fees are in Canadian dollars.

By submitting your final camera-ready paper as above, you commit yourself or one of your co-authors to register and present the paper(s) at the conference. The first paper of all final camera-ready paper submissions must be accompanied by at least one full registration (C$350 for IEEE Member or C$475 for non-IEEE member) to assure paper publication in the IEEE CCECE 2001 Conference Proceedings. Multi-paper authors must pay C$175 for each additional paper, unless a co-author has also registered and has paid the registration. Student registration qualifies as co-author, as long as at least one author has paid the full registration. Should you be unable to attend the conference to present your paper(s), please promptly notify the Technical Program Chair. For registration and accommodation, please use the forms you can find from the CCECE 2001 Registration page. 

Any paper received without a registration form by March 12, 2001 will not be published. 

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STEP 4: (Required) Submit the signed IEEE Copyright Form

As stated in the proceedings guidelines, a copyright release form must be signed and mailed to the conference secretariat as above. Note that in this copyright agreement, you are stating that the material in your paper is original and you have not previously released any copyright to it.  

Any paper received without a copyright form by March 12, 2001 will not be published. 

Please mail the signed copyright form to: 

Conference Secretariat
CCECE 2001
IEEE Canada
18 Robinhood Drive
Dundas, ON  L9H 4G1  Canada

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STEP 5: (Informative) Prepare your lecture presentation

Your acceptance email states whether your paper will be presented in a poster or lecture session. 

Time is critical. Each paper is allocated 20 minutes. Presentation of your slides should take about 17-18 minutes. The rest of the time will be taken up with the introduction, summary, and questions from the audience. 

Try to organize your slides or viewgraphs around the points you intend to make, trying to use no more than one slide per minute. A reasonable strategy is to allocate about 2 minutes per slide when there are equations or important key points to make, and one minute per slide when the content is simpler. Slides attract and hold attention, and reinforce what you say - provided you keep them simple and easy to read. Plan on covering at most 6 points per slide, covered by 6 to 12 spoken sentences and no more than about two spoken minutes. 

It should be easy for you to look at each slide and speak easily and naturally about it for one or two minutes. Make sure each of your key points is easy to explain with aid of the material on your slides. Do not read directly from the slide. You shouldn't need to prepare a written speech, although it is often a good idea to prepare the opening and closing sentences in advance. It is very important that you rehearse your presentation in front of an audience before you give your presentation at CCECE. Surrogate presenters must be sufficiently familiar with the material being presented to answer detailed questions from the floor. In addition, the surrogate presenter must contact the Session Chair in advance of the session. 

The following standards should be followed to achieve the best results for the presentation of your paper at this year's CCECE. It is imperative that you follow the guidelines to ensure that the entire audience will be able to see your slides. Your Session Chair may contact you in advance of the conference and request copies of your visual aids for approval before the conference. 

All presentation rooms will be equipped with an overhead projector, data projector, a microphone, a lectern, and a pointing device. If you need any other audio or visual equipment, such as a PAL or NTSC VHS player, or 35mm slide projector, please indicate so in the email submission of your paper (extra charges may be required). Failure to make prior arrangements may mean that the equipment will not be available to you. 

Transparencies (viewgraphs) for presentation on an overhead projector are recommended for your talk at CCECE. Authors who would like to present using a laptop computer and data projector must provide their own computer. 

Viewgraphs should be oriented vertically. Their contents should fit within a rectangle 19cm wide by 23cm high. Lettering: A minimum font (type) size of 24 point (capital letters at least 6mm high) should be used. If possible, use a "sans serif" font, for example "cmss" in the Computer Modern family or the "Helvetica" Postscript font. It will make your viewgraphs easier to read. Spacing: A minimum of 5mm of blank space should be left between lines; more is preferable. Do not overcrowd your viewgraphs. Leave as much "white space" as possible, to make them easily readable. 

Following the above guidelines, you will easily be able to put as much information on the viewgraph as your audience can absorb in one minute. Remember, you can expand upon some points in your lecture presentation. The viewgraphs need not contain every minor piece of information. It is more important that they be easily readable by the audience. 

35mm slides may be formatted either vertically or horizontally. In other respects, slides must conform to the same standards as set out above for viewgraphs, scaled down appropriately. In particular, the type size must be no smaller than 0.8mm and the line spacing must be at least 0.7mm on the 35mm slide. 

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STEP 6: (Informative) Prepare your poster presentation

Your acceptance email states whether your paper will be presented in a poster or lecture session. 

Poster sessions have become a good way for authors to present papers and meet with interested attendees for in-depth technical discussions. In addition, attendees find the poster sessions a good way to sample many papers in parallel sessions. Thus it is important that you display your message clearly and strikingly so as to attract people who might have an interest in your paper. 

Authors will be required to man their Poster for their alloted time slot as indicated in the Final Program. 

For your poster, a board will be provided which measures 120cm by 240cm (landscape). Push tacks will be available to tack your poster to the board. 

Carefully and completely prepare your poster well in advance of the conference. There will be no time nor materials available for last minute preparation at the conference. Try tacking up the poster before you leave for the conference to see what it will look like and to make sure that you have all of the necessary pieces. 

Your poster should cover the key points of your work. It need not, and should not, attempt to include all the details; you can describe them to people who are interested. The ideal poster is designed to attract attention, provide a brief overview of your work, and initiate discussion. 

The title of your poster should appear at the top in CAPITAL letters about 25mm high. Below the title put the author(s)' name(s) and affiliation(s). The flow of your poster should be from the top left to the bottom right. Use arrows to lead your viewer through the poster. Use colour for highlighting and to make your poster more attractive. Use pictures, diagrams, cartoons, figures, etc., rather than text wherever possible. Use text sparingly. Try to state your main result in 6 lines or less, in lettering about 15mm high. This way people can read the poster from a distance. 

People will not read a lot of text, and certainly won't read typewriter-sized text. The smallest text on your poster should be at least 9mm high, and the important points should be in a larger size. If possible, use a ``sans serif'' font, for example ``cmss'' in the Computer Modern family or the ``Helvetica'' Postscript font. It will be easier for people to read from a distance. 

Make your poster as self-explanatory as possible. This will save your efforts for technical discussions. 

There will be not be any summaries given at the beginning of the poster sessions at CCECE-2001, so authors need not prepare any overhead slides for their poster presentations. 

Prepare a short presentation of about 5 or 10 minutes that you can periodically give to those assembled around your poster. Plan on giving this talk several times during your session. Plan to spend the entire session at your poster. 

If possible, more than one author should attend the session to aid in presentations and discussions, and to provide the presenters with the chance to rest or briefly view other posters. 

You may bring additional battery operated audio or visual aids to enhance your presentation. Authors must indicate any such plans in the submission email so that any necessary accommodations can be made. 

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Last Updated: February 2, 2001