Speaker Preparation Guidelines  

• Slides will use the 16:9 aspect ratio. 
• Presentations must be uploaded at least half a day before their scheduled time in order to allow verification and transfer to the conference A/V file server system. 
• There will be absolutely no provision for authors to use their personal computers under any circumstances. 
• All presentations must be checked together with the speaker ready room. 
• Invited Orals: 25 mins + 5 mins questions 
• Contributed Orals: 15 mins + 5 mins questions 

Once the presentations have been uploaded to the conference server, they can be checked on the conference computers provided in the Speaker Ready room. 

Slides that have been successfully captured will be published in the web version of the proceedings without further action on the part of the speaker. 

Please do not hesitate to contact the Presentation Manager Roman Panaś for any questions you may have on how to prepare your oral presentation. 

Upload of Presentations

Speakers are required to upload their presentation in exactly the same way as their contributions. 
The files of the presentations should be uploaded to our fileserver as early as possible and no later than half a day before the presentation. Files should be named with the program code followed by “_talk”. E.g. 

 

• MOXAA1_talk.ppt 
• MOXAA1_talk.pdf 

and then uploaded through the IBIC'22 SPMS Author Accounts. The program codes assigned to presentations are visible when logging into accounts, or via “Search”. 

Those authors who are unable to upload to the server should copy the file on to a memory stick and bring it to the Speaker Ready room or Author Reception at least one day before the presentation. 

Presentation Equipment and Software

Computers used for displaying presentations will be laptop PCs with Windows 10. There will be no provision for authors to use their personal computers under any circumstances. The Keynote format can be converted together with speaker ready room. 

The following software will be pre-installed on the computers for the presentations: MS Office Powerpoint (version?), Firefox, Chrome and Adobe Acrobat (version?). 

On the lectern, speakers will be presented with a screen to display their presentation, a laser pointer and remote control for slide advancement.  

A countdown timer will also be visible to the speaker with warning light for two minutes left (yellow) and end of presentation time (red). 

Speaker Ready room

All speakers are encouraged to visit this room one day before their presentation to verify their presentation are working correctly on laptops identical to those being used in the auditorium. 

Speaker slide room hours (Slide Room - ground floor of the Auditorium Maximum): 
11 Sep, Sunday, 14:00 – 18:00 (16:00-18:00 is registration time, Welcome Recepiton is after 18:00) 
12-14 Sep, Monday to Wednesday 08:15 – 18:00 

During the Presentation

The session chair assistant will help speakers with their presentations and any minor issues. For technical AV issues an auditorium technician will be on hand to assist. 
Conf. AV techician will start the presentation for you. 

 

Poster Sessions  

The Poster Sessions will take place from Monday to Wednesday in the afternoons. 
An A0 sized poster (in Portait) is recommended. Posters must be mounted between 8:30 and 13:00 on the day of the presentation.
Posters must be manned between 14:30 and 16:00, and removed at the end of the last oral session of the day, or posters will be trashed.
The SPC reserves the right to reject publication of papers which have not been properly presented or manned in the poster sessions. Manuscripts of contributions to the proceedings (or enlargements of them) are not considered as posters and papers presented in this way will not be accepted for publication. 

Poster Preparation

The suggested usage is the display of an A0/US Arch E page in PORTRAIT orientation.  
For reference an ANSI A0 page size is 84.1 x 118.9 cm and US Arch E format is 36 in x 48 in. It is recommended to avoid using paper size smaller than 50 cm (20 in).
The necessary material for poster display (pins, etc.) will be provided by the Conference Organizers. 
Note: You have to avoid LANDSCAPE orientation for the A0/Arch E formats, since it is too wide to fit in the poster boards! 
If you have any questions during the poster session, please contact our Poster Manager Roman Panaś. 

 

Paper submission starts on July 1st 2022, closes on September 7th 2022.

Complete guidelines about a paper preparation are provided in the Jacow website.  
Authors are reminded that, since no contributions are accepted for publication only, any paper accepted for presentation, which is not presented by one of the authors at the conference, will be excluded from the proceedings. 
Furthermore, the Scientific Committee reserves the right to refuse papers for publication which have not been properly presented in the poster sessions. Manuscripts of contributions to the proceedings (or enlargements of them) are not considered as posters and papers presented in this way will not be accepted for publication.  

Length of Contribution 

• Papers for both contributed oral and poster presentations may be up to 4 pages long.  If contributions contain numerous references, these may be carried over to an extra page.  
• Papers for invited oral presentations may be up to 5 pages long.  If contributions contain numerous references, these may be carried over to an extra page.  
• Papers for tutorials may be up to 7 pages long.  If contributions contain numerous references, these may be carried over to an extra page.  

Page limits will be strictly adhered to, all papers exceeding their limit will be returned to the author for revision.

Manuscripts 

Authors are advised to use the Templates and consult the JACoW electronic publication help pages. The templates contain styles which, when applied, will automatically ensure correct typesetting and layout.  
IBIC supports three types of documents, .dotx files from MS Word, .tex files generated by LaTeX, and .odf files from OpenDocument. The corresponding templates can be downloaded below:  

• MS Word Templates: http://www.jacow.org/index.php?n=Authors.MSWord 
• Latex Templates: http://www.jacow.org/index.php?n=Authors.LaTeX 
• OpenDocument Templates: http://www.jacow.org/index.php?n=Authors.OpenDocument 

Authors are strongly advised to use the template corresponding to the correct version of MS Word and not to transport the document across different platforms e.g. Mac <-> PC or across different versions of MS Word on the same platform.  

General Layout  

See the templates texts for a typical implementation of the requirements. Manuscripts should be prepared for the appropriate paper size and have:  

• US letter size (8.5 in x 11.0 in; 21.6 cm x 27.9 cm) or  
• A4 (8.27 in x 11.69 in; 21.0 cm x 29.7 cm)  
• Single spaced text in two columns of 3.25 in (82.5 mm) with 0.2 in (5.3 mm) separation.  
• The text located within the margins specified as follows to facilitate electronic processing of the PostScript file.  

The margins should be as follows:

Margin	A4 Paper	US Letter Paper
Top	37mm	19mm
Bottom	19mm	19mm
Left	20mm	20mm
Right	20mm	26mm

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

Title 

The title should use 14 pt bold uppercase letters (except for instances such as GeV, Nb, etc.) and be centred on the page. 
The names of the authors and their organization/affiliation and mailing address should be listed alphabetically in 12 pt upper and lower case letters, grouped by affiliation. When there is more than one author, the submitting author's name should be listed first, followed by the other names in alphabetical order.  

Section Headings

Section headings should use 12 pt bold uppercase letters (except for instances such as GeV, Nb, etc.) and be centred in the column. They should NOT be numbered. 
Widow and Orphan Control: All headings should appear next to the following text - there should never be a column break between a heading and the following paragraph.  

Subsection Headings 

Subsection headings should use 12 pt italic letters, be left aligned and justified in the column. As for section headings, they should NOT be numbered. 

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 the place of their first mention as possible. Lettering in figures and tables should be large enough to reproduce clearly, using only the approved fonts. Use of non-approved fonts in figures often leads to problems when the files are processed and may even cause loss of information, unless the fonts are embedded. 

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. A simple way to introduce figures into a Word document is to place them inside a table which has no borders. This can be achieved by doing the following. 
To insert a full width figure: 

• Insert a continuous section break 
• Insert two empty lines (will make subsequent editing easier) 
• Insert another continuous section break 
• Click between the two section breaks and Format -> columns -> Single 
• Table -> Insert single column, two row table 
• Paste the figure in the first row and adjust the size as appropriate 
• Paste/Type the caption in the second row and apply the appropriate single or multi-line figure caption style 
• Table -> Table properties -> Borders and shading -> None 
• Table -> Table properties -> Alignment -> Center 
• Table -> Table properties -> Text wrapping -> None 
• Remove the blank lines from in and around the table. 
• If necessary play with the cell spacing and other parameters to improve appearance. 

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

References 

JACoW uses a reference style based on an IEEE style. A comprehensive set of guidelines and JACoW citation examples are given here. 

Acronyms 

Acronyms should be defined the first time they appear. 

Page Numbers 

DO NOT number pages. Page numbers will be added by the Editing Team when they produce the final proceedings. 

Preparation Checklist 

• Use only Times or Times New Roman (roman, bold or italic) and Symbol fonts (in the text and in the figures), 10 pt minimum.  
• Check that there are no page numbers.  
• Check that there are no section or subsection numbers.  
• Check that the margins are correct on the printed version (left 20 mm (0.79 in), bottom 19 mm (0.75 in), overall height of text 241 mm (9.5 in)). There may be differences of ±1 mm on the margins from one printer to another.  
• Check that the length of the paper does not exceed the limit.  
• Ensure your references are correctly formatted. See details above. 

Please have a look to the common oversights before submitting the paper, giving particular attention to the formatting of Figures, Tables, and References.  

All contributions to IBIC22 must be uploaded using the JACoW Scientific Program Management System (SPMS). 
Click here to start your paper submission. 
Authors are reminded that, since no contributions are accepted for publication only, any paper accepted for presentation, which is not presented by one of the authors at the conference, will be excluded from the proceedings.  
All work properly submitted and presented for IBIC22 will be included in the conference proceedings, which will be published at the JACoW website shortly after the conference.  

Submission of electronic files 

All contributions shall submit: 

• Source file: MS Word, Latex, or OpenDocument  
• PDF of source file  
• Figure files: eps, tif, jpg, png or gif  

Only files named according to the paper's programme code can be uploaded via the system. ALL files used to produce the contribution must be uploaded, for example, for paper MOPC001, which has two figures, file names should be:  

• MOPC001.tex (or .docx, .odf, etc) , corresponding to the source file  
• MOPC001.pdf , corresponding to the pdf of source file  
• MOPC001f1.eps (or .png, .tif, .jpg, …) , corresponding to Figure 1.  
• MOPC001f2.eps (or .png, .tif, .jpg, …) , corresponding to Figure 2.  

Once all files are ready for submission, login to your IBIC2022 Author Accounts and proceed to the submission.  
Please make sure that the paper title and co-authors on the paper are identical to the paper title and co-authors entered into the SPMS. If this is not the case, click on the links "edit" or "authors" and update. SPMS data will be used for the production of the table of contents and author index of the proceedings.  
Papers will undergo processing by the technical editors and authors will be able to check the result by logging into their IBIC2022 Accounts. E-mail notifications of the processing status will also be triggered to primary (submitting) authors as processing is completed. During the conference an electronic display will show the status of your paper.