Authors instructions

General Information

Paper category Maximum Page Length Camera Ready Deadline
Full technical papers 8 (excluding references) February 1, 2015
Mini conference papers 6 (excluding references) February 1, 2015
Short (poster) papers 4 (including references) February 1, 2015
Experience session papers 15 annotated visuals (including title and references) or
6 pages (including references)
February 1, 2015
Dissertation papers 6 (excluding references) February 1, 2015
Workshop full papers 6 (excluding references) February 15, 2015
Workshop short papers 4 (including references) February 15, 2015

Paper submission template

The paper submission template (IEEE double-column) can be found at:

Instructions for final manuscripts

If you have received a paper acceptance email from the TPC co-chairs, please use these author instructions to prepare your final camera ready paper.

Formatting checks are enforced in the submission phase for final manuscripts. Please allow extra time to fix any formatting errors and use PDF-eXpress to generate a compliant file. Due to IEEE technical co-sponsorship of IM, your final paper is planned to be included in IEEEXplore for archival value after the conference. However, IEEE reserves the right to exclude an acceptance paper from inclusion in IEEEXplore if it is not presented at the conference. Please follow the following steps to finalize the camera ready version of your paper:

  1. Prepare in the IEEE double-column format using IEEE Conference Proceeding templates (see also General Formatting Instructions at the bottom of this page). Attention: IEEE has updated the LaTeX template – please use the new template from the above link.
    1. For IEEEtran class in LaTeX, use the following as the first line in your LaTeX source file:
              \documentclass[10pt, conference]{IEEEtran}
      Note that with IEEE conferences, the author affiliation is listed under the author's name, unlike IEEE transactions.
    2. Do not add any page numbering, header or footer (other than the copyright info discussed below, if applicable).
  2. If all authors are employed by the US or a Crown government (UK, Canada and Australia), a copyright notice should be added to your paper before proceeding with the next step.  Please see below for details.
  3. Go to IEEE PDF eXpress Website.
    1. Create an IEEE PDF eXpress account (use conference ID: 32883X)
    2. Use 'new user' if you haven't used this site before.
    3. Use IEEE PDF eXpress to check if your PDF file is Xplore-compliant, OR, else, you can use this site to convert your source files into an IEEE Xplore-compliant PDF file (e.g., for LaTeX users, create a zip file that includes dvi and your eps figure files all together, and then upload the zip file for the system to convert into a compliant PDF file; for MSWord users, upload the Word file and let it convert and return a compliant PDF file).
  4. Log into JEMS and upload the following at your paper entry page:
    1. A copy of the compliance message from PDF eXpress.
    2. The PDF eXpress-passed compliant camera-ready copy of your paper (Do NOT use 'Approve for collection' in PDF eXpress, if requested).
    3. Signed IFIP copyright form with the relevant information (such as author, title, etc.) completed.
  5. To be published in the IFIP/IEEE IM 2015 Conference Proceedings and to be submitted for inclusion in IEEE Xplore® and other Abstracting and Indexing (A&I) databases, an author of an accepted paper is required to register for the conference at the full (member or non-member) rate and the paper must be presented at the conference. For authors with multiple accepted papers, one full registration is valid for up to 3 papers. Accepted and presented papers will be published in the IFIP/IEEE IM 2015 Conference Proceedings and submitted for inclusion in IEEE Xplore and other Abstracting and Indexing (A&I) databases.  The registration instructions will be soon available on registration page.
  6. If you require an assistance letter for requesting a tourist visum, please visit the VISA page.

Posters Presentation Guideline:

  1.  The poster sessions will be 45 minutes long.
  2.  The Authors(s) are expected to:
  • Be set up prior to the session.
  • Be present at their poster for the entire 45 minute session.
  • Sign-in to register that you presented you poster.
  • Explain their paper to the collected audience.
  • Answer questions and interact as appropriate.
  • Remove their materials
  1. Poster boards (4’ x 8’ double sided)  reside in the exhibit hall, a poster information table is next to the poster boards.
  2. The locations are assigned, check at the poster desk for directions to your assigned site.
  3. Poster setup can begin as soon as the previous session is completed.
  4. Poster setup should be complete 5 minutes before the scheduled presentation.
  1. All poster materials should be provided by the Author(s).
  2. Push pins will be provided at the poster desk to attach poster materials to the back board.
  3. The area for your poster materials is 8 feet (2.43 m) by 4 feet (2.22 m) with a 1 inch (2.54 cm) border.
  4. Please try your material layout before you arrive and make sure it fits in the assigned space.
  1. All poster materials should be removed within 30 minutes of the end of the scheduled session
  2. Be considerate, someone will be waiting to set up.
  1. The title of the poster session should be displayed in large font, 36 - 60 point, to help the audience find your paper.
  2. Your main point or conclusion should be in large font if it is not covered in the title.
  3. A font below 18 point is difficult for the audience to read. Try not to include any smaller print on your presentation.
  4. Avoid large sections of text in all capitals; it can be difficult to read. Use CAPITALS and/or bold to emphasize your points
  5. Display the highlights of your presentation in larger font, 24 - 40. Use color to emphasize the important points.
  6. Pictures, charts and graphs are very effective when kept simple. Too much detail will obscure the main points. Use color!
  7. Information flow is most effective if it is from left to right and top to bottom.
  8. Your posted materials should be as self explanatory as possible. Attract the audience's attention and then answer detailed questions.
  9. Consider that the viewers will be two to three meters away from your material and adjust the print font, charts, graphs, and figures accordingly. The audience will not have the time or the space to read pages of text.
  10. The audience at poster sessions moves! They may want to visit several posters during the session. If you are planning to give a presentation of your material it will probably have to be repeated several times as the audience changes. Keep it short, hit the high points and invite questions.
  11. Some visitors may be very interested in your topic and will want to monopolize your session time with questions. This may turn away other visitors that are also interested. Recognize this as a factor and be prepared to acknowledge all visitors.
  12. If you want to interact with certain audience members later, have cards with your contact information available.
  13. The complete paper is available in the Conference Proceedings that all attendees will have.
  1. Refer the audience to the paper for detailed information.

If all authors are employed by the US government, the notice "U.S. Government work not protected by U.S. copyright." should be added to your paper.  If all authors are employed by a Crown government, the notice "978-3-901882-50-0 ©2015 Crown" should be added instead.  This can be done as follows:

  • Latex users can add the following lines just before \begin{document} for the above copyright notice to show up (shown below as an example for crown):

\IEEEpubid{\makebox[\columnwidth]{978-3-901882-50-0~\copyright~2015 Crown \hfill} \hspace{\columnsep}\makebox[\columnwidth]{ }}
  • MSWord users can use: ‘Insert’ -> ‘Text box’, insert the appropriate copyright notice in the texbox, and place the box (without border) at the bottom left on the first page.

If you have any questions on creating the camera-ready paper, please contact the publication Co-Chairs: 
Voicu Groza,  University of Ottawa
Filip De Turck,   Ghent University-iMinds, Belgium