Papers for presentation at IAS-sponsored
conferences are selected, or invited, for presentation at a
technical conference by the designated officials of the IAS
Technical Committee (TC) that sponsors that conference or session.
Such papers must be judged by the TC to meet both the general
criteria of the IAS and the more specific criteria of that TC,
including any special requirements governing format, maximum
number of pages, and deadlines for receipt of manuscripts. All
conference papers must be prepared in strict accordance with
these instructions unless other instructions are received from
the Conference where the paper will be presented. In case of
conflict, specific instructions for paper preparation for a
conference supersede these instructions. Papers that do not
meet the requirements of the particular conference and that
do not follow these instructions will be returned to the author
for revision, or rejected. Authors of accepted papers will be
notified of acceptance by officials of the TC sponsoring the
conference or session. (For conferences which are cosponsored
by IAS in conjunction with other technical societies, the selection
and notification process will be conducted by the conference's
technical program committee rather than by an IAS TC.)
I. Requirements Specific
to Individual Conferences
Before starting a conference
paper, an author should know the requirements of the particular
conference for which his paper is intended. The conference's
Technical Committee Chairman and/or designated officials will
know three important facts about that conference's requirements
for paper preparation: 1) the format to use in preparing the
manuscript; 2) the maximum acceptable length for papers; and
3) the deadline for receipt of manuscripts intended for the
conference. For names and contact information, refer to the
on IAS web site.
There are two basic formats used by the IAS for preparation
of conference manuscripts. They are as follows.
- Double Column Format:
This is the most commonly used format; it is the format the
author should use unless instructed otherwise by a conference
official. The author should use a word processor or desktop
publishing system to produce a "camera ready'' paper
on plain 8.5 x 11-in (21.6 x 27.9 cm) or A4 paper. A sample
paper entitled "Preparation of Papers in Two-Column
Format for the Conference Record of the Industry Applications
Society Annual Meeting" may be found elsewhere on this
web site. For the general text of the paper, a 9-point type
size is recommended, but see Table I of the sample paper all
for type sizes to use. NOTE: The use of large reduction
mats, usually referred to as "model paper," is no
longer acceptable for IAS papers.
- Single Column Format:
This format, used only by certain entities of the IAS, requires
use of regular 8.5 x 11-in (21.6 x 27.9 cm) or A4 sheets of
clean, plain white bond paper to obtain reproduction of the
paper "as is,'' and without size reduction, in the Conference
Record. The author types and/or affixes the material (text,
figures, etc.) in a single column of single-spaced lines on
one side only, leaving ample margins at the top, sides, and
Authors of submitted papers
that do not follow the format for a particular conference will
be requested to reformat their papers if the content of the
paper is found acceptable for conference presentation. Even
though such papers are not in the approved format, they are
often sufficient to help TC personnel decide whether or not
the authors should be invited to present such papers at a conference.
Such manuscripts may also enable TRANSACTIONS and IEEE Industry
Applications Magazine review procedures to begin, once arrangements
for presentation of the paper at a conference have been completed.
Note: Because conference
papers are reproduced for Conference Record publication using
a process which renders exact replicas of the material supplied
by the author, the quality of the final product (the Conference
Record) is completely dependent upon the quality of the submitted
``camera ready'' manuscript.
These requirements are for the
submission of camera-ready copies of the manuscript. As IAS
and its conference committees move toward electronic publishing
of Conference Records, there may be other requirements for submission
of the manuscript in electronic form, either in addition to
or in place of the requirement for camera-ready copy. At the
present time these requirements vary greatly from conference
to conference, authors must take great care to comply with he
particular conference=s requirements, if any, for electronic
Maximum Length of Papers: The maximum number of pages for
conference papers is 15 pages, unless specified otherwise by
a designated conference official. The IAS Annual Meeting typically
specifies their maximum paper length, as printed in their Conference
Record, shall be 8 pages. Any pages in excess of 8 pages will
have excess page charges billed to the Author. The author should
check instructions for the conference where his/her paper will
be presented to ascertain maximum allowable pages and if excess
page charges will apply.
for Receipt of Manuscripts: The deadline for receipt of
conference manuscripts is 135 days prior to the date of the
conference, unless specified otherwise by a designated conference
II. Submitting the Conference
The most expeditious way to
submit a conference paper is to choose an IAS conference which
includes the topic of the paper. For information on these conferences,
refer to the Conferences
page on IAS web site. If the author has prepared the paper for
presentation at a particular IAS conference, the paper should
be submitted to the Conference Program Chairman or the person
listed in the "Call for Papers'' for that conference.
If the author is not responding
to a Call for Papers and does not have any particular conference
in mind, the paper may be submitted to the Editor of the IEEE
TRANSACTIONS ON INDUSTRY APPLICATIONS, whose name and address
found on the back cover of any recent issue of this TRANSACTIONS.
Such a submission to the Editor should be accompanied by a letter
of transmittal stating that the paper has not been presented
at an IAS-sponsored conference and also stating the author's
willingness to make such a presentation if the paper is selected
for conference presentation. The Editor will then forward the
paper to the appropriate TC for consideration for conference
The paper should be submitted
with all of the following materials:
- At least four copies of the
manuscript, each complete with all figures and tables, unless
specifically stated otherwise by conference officials. It
will save time ultimately for the Author if the format used
for the paper so submitted is arranged in the format specified
for that Conference Record. See above for information about
the format of conference papers.
- For those conferences, such
as the IAS Annual Meeting,) that also require the manuscript
be submitted electronically, a disk which exactly matches
the hard copies described in the immediately preceding paragraph
must also be provided with the copies of the manuscript. Unless
otherwise stipulated in the instructions to authors by the
specific conference officials, the author(s) should comply
with the following for preparing their disk:
- A letter of transmittal:
This should contain, at minimum, the following information:
- the name and date of
the conference at which the author wishes to present his
- the name of the TC sponsor
of the conference; or in the case of joint or multiple
sponsors, the name of the TC he wishes to review his paper;
- a statement affirming
that the paper has not been published previously;
- the name(s) of the author(s)
accepting responsibility for presentation of the paper
at the conference;
- the complete mailing
address, phone, fax number, and e-mail address of each
author, which must be kept current (updated) thereafter
by the Corresponding Author so that communications will
not be hindered;
- the name of the one
author who will act as the Corresponding Author, who will
take responsibility for all correspondence necessary to
the future processing of the paper. Note: Communications
from officials of the IAS that go unanswered, or are not
answered promptly, by the Corresponding Author will result
in rejection of the paper.
- An IEEE Copyright Form: The
form should be filled out completely, signed, and dated by
at least one author. This form may be found at the IEEE
Copyright information web site.
original manuscript of a conference paper will not be
returned to the author after the conference unless the
author specifically requests in advance that such action
be taken. The author should retain copies of all of the
submitted information, including the electronic files,
for future use if the paper is selected for publication
in IEEE TRANSACTIONS ON INDUSTRY APPLICATIONS. The author
must especially retain the negatives of any photographs
used as figures in the paper, as new glossy prints will
be required for publication of the paper in TRANSACTIONS.
III. Presenting the Conference
A technical conference consists
of blocks of presentations in which the material being presented
is on the same topic; these blocks are called technical sessions.
Each technical session is headed by a Session Chairman and is
organized by a Session Organizer. It is the Session Organizer
who makes the actual arrangements with authors of papers intended
for that session. As a rule, three to six papers are presented
at each technical session. Twenty minutes presentation time
per paper is the usual allotment, but this may vary to allow
for adequate presentation or discussion of the material.
English is the official language
for paper presentation. If an author is not sufficiently fluent
in English to present his paper, or if an author cannot present
his paper for any other reason, it is mandatory that mutually
agreed upon arrangements be made with the Session Organizer
(or his designated representative) for a substitute presenter.
If such arrangements are not made, the paper will be rejected.
It is always best if the author
makes his own arrangements for a substitute presenter, because
the author is the best person to present the paper and to respond
to questions. Furthermore, the burden of finding substitute
presenters is great, and for some Technical Committees it is
beyond the extent of their time and abilities. For this reason,
authors wishing to arrange for substitute presenters through
the Session Organizer (or his representative) may encounter
reluctance, if not outright refusal, to take responsibility
for such arrangements. Assistance should be requested, however,
if no other arrangements can be made by the author himself.
In unusual circumstances at the discretion of Conference organization,
a paper may be presented by title only.
IV. Visual Aids and Conference
Effective use of visual aids
is the key to a successfully paper presentation. The visual
aids used may take any one of several forms. Standard 35?mm
slides are usually preferred, and a projector for these slides
will always be available. Overhead projectors for transparencies
may also be available, but some conferences prohibit their use.
If used, these transparencies should be prepared in advance
in a professional manner. Handwritten transparencies should
not be used except in answering questions from the audience
following the presentation. Some conferences are now providing
equipment which allows projection of slides directly from computer
files, using programs such as such as Microsoft PowerPoint.
If absolutely necessary for a particular presentation, conference
officials can usually arrange for video or film projection equipment,
but the author will usually be asked to bear the cost of this
special equipment. Visual aids can be used either continuously
throughout the presentation or intermittently to emphasize important
points. Each frame must convey and strengthen the message rather
than merely repeat it. Each frame must blend with the continuity
of the talk.
Message Impact: The most
fundamental rule to remember is to keep all visual aids as simple
as possible. Two simple frames, each limited to one main idea,
are better than one complicated frame. By avoiding clutter,
the message is emphasized and confusion prevented. Frame content
should be self?explanatory, not requiring time-consuming clarification.
Use few words - selected for effectiveness and immediate clarity
- and eliminate detail, i.e., use simplified charts, graphs,
tables, etc. Remember that line drawings and schematics usually
have more impact than photographs, just as graphs have more
impact than tables.
Visual Clarity: Again,
simplicity is essential both in wording and in use of space.
Do not jumble or crowd the picture (what is legible on the book
page usually is not legible on the screen). A rule of thumb
is that a slide should have print large enough that it is readable
when held up to the light. Usually the slide can then be read
from the back of an average-sized conference room during a presentation.
Typeset copy or mechanical lettering (available in colors) should
be used for best results. Typewriter print is not recommended
unless a bold or jumbo type font is used. Space words at a distance
at least twice the letter height. Prepare copy and artwork so
that, when reduced, they will fit comfortably within the slide
space, yet be large enough for people in the back rows to see.
Color: For line drawings,
use white or pastel?colored lines and copy on a relatively deep?colored
background. Try not to use solid white backgrounds; they create
planning is the difference between success and failure. A good
rule of thumb to follow is to spend at least one hour of preparation
time for each minute of presentation. Do not lose contact with
the audience by turning and talking toward the screen. With
a neck microphone, turning toward the screen is sometimes possible.
With a podium microphone, however, moving away from the microphone
results in inaudibility. Finally, use duplicates to refer to
the same slide at several different times. It is impractical
for the projectionist to reshow a slide.
Commercialism: The same
rules concerning appearance of company or institutional names
and product names which apply to the written paper also apply
to visual aids used in presentation. The author(s) name(s) and
affiliation(s) may appear on the first slide of a presentation.
Company or institutional logos should not be used. If the Session
Chairman deems the visual aids to be too commercialized, their
continued use in the presentation may be prohibited.