Abstract submission

Please note that abstract submissions are now closed. 

  • PLEASE NOTE, new keyword requirement
      • Please ensure that the last line of your abstract includes up to 5 keywords. Details are in the `Keywords` section below.

    Abstract submission for ICALEPCS 2023 opens on 15 February 2023 and closes at midnight on 14 May 2023.

    All contributions to ICALEPCS 2023 will be managed using the JACoW Scientific Program Management System (SPMS) via this link. All authors must have a profile and an associated account within the JACoW Repository before submitting an abstract. Only one account is needed for multiple entries.

    Submitting an abstract includes the following:

    • You must check whether you already have a JACoW profile and associated account, and create these if it is not already the case.
    • To ensure that contributions are correctly placed within the conference Program they need a main classification. Please see the information on the program tracks page.
    • When you have entered the title, presentation type, main classification, abstract text including keywords, footnotes and funding agency, click on “submit”. Once your abstract(s) have been submitted, you will be able to edit or modify as necessary.
    • After your abstract has been submitted, a new window will open to insert the names of co-authors and to indicate who would present the work should it be selected for oral presentation, or who is the primary author, if the primary author is not the submitting author.

    More guidelines for the preparation of abstracts are provided below.

    Guidelines for abstract submission

    Detailed instructions with screenshots are given here on how to create profiles, log onto your account, submit your abstract(s) and insert co-authors.

    Abstract title

    Enter the title of the contribution using initial capital letters, for example, “This is a Paper Title in Initial Capital Letters”.

    Presentation type

    The contribution shall be submitted as one of the following types: “Oral”, “Speakers’ Corner and Poster”, “Available for Mini-Oral” or “Poster”. The Scientific Program Committee will make their selection of the abstracts submitted into these categories depending on the suitability and availability according to the program. The proceeding paper shall be submitted to SPMS in any of the four cases.

    • Oral: A time slot will be reserved within a session when the speaker will present the contribution to the audience.
    • Speakers’ corner and poster: this category is for those contributions that are suitable for a live demonstration.
      • A screen and a table will be provided for the demonstration, which will take place during the poster sessions. The speaker will need to bring a laptop, tablet or similar in order to execute the demo.
      • The poster shall be submitted to SPMS as well.
    • Poster: the contribution will be presented with a poster.
    • Mini-Oral: this contribution will be presented with a poster and a three (3) minute oral presentation using a maximum of three (3) slides, plus one author / title slide.

    Initial main classification of abstracts

    The Program Committee have decided to propose three (3) initial tracks and will then refine the program during the abstract selection process according to the contributions received.

    Authors are requested to select a classification based on the initial program tracks for the conference. Keywords provided with the abstract text will assist the Program Committee to place the abstract within the refined conference program. The Scientific Program Committee reserves the right to change the classification of your abstract if considered appropriate.

    Keywords

    Please indicate in the last line of your abstract text a maximum of five keywords in this format:

    Keywords: keyword1, keyword2, keyword3… e.g. Keywords: data transfer, GUI, framework

    These keywords can be drawn from the keywords provided in the initial program tracks page, but these are suggestions only and other keywords can be provided.

    Abstract text

    Since an abstract is a concise summary of a paper, it should include a statement of the issue, research methods, and significant findings. Abstract text should not exceed 1600 characters. Because electronic submission over the web does not allow a simple, straightforward system to enter symbols, superscripts, or subscripts, authors are requested to avoid using them. Also, equations and footnotes are not acceptable within the body of abstracts. Please note that footnotes and references to funding agencies may be entered in their designated fields (see below).

    Footnotes

    Footnotes not exceeding 200 characters may be inserted in the footnote field for references to co-authors, institutions, etc.

    Funding agency

    References to funding agencies may also be included and should not exceed 200 characters.

    Following abstract submission

    Entering co-author information

    After having “submitted” the abstract, a new window allows authors to print, edit, withdraw, and also to enter co-authors and designate their roles:

    • primary/submitting authors (the persons normally contacted on matters concerning the program and the conference organisation);
    • presenter/speaker (the person who would present the invited oral/contributed oral/poster);
    • co-author.

    It is also possible to assign multiple affiliations to authors and to remove authors.

    Note that when you enter co-authors, the JACoW SPMS system will search to see whether a profile/account already exists for the co-author. If it does not, you will have to create a profile for them. Please be extremely careful with your data entry as this profile will be added to the JACoW repository. Co-authors properly entered in the SPMS will thus appear in the list of co-authors, which will be included in the program booklet and in the author index of the proceedings. Failure to do so means they will be excluded from the author index in the conference program booklet and in the proceedings.

    If a paper is selected for oral presentation, the role “presenter” automatically becomes “speaker”. The roles thus assigned are used to generate the sort order for co-authors in the table of contents. The names of primary/submitting authors appear first in the list of co-authors, followed in alphabetical order by co-authors with the same affiliation. Co-authors from other affiliations are grouped by affiliation, in alphabetical order.

    Always click on “Update” to save changes.

    Note that failure to enter all co-authors means that they will not appear in the SPMS and will subsequently not appear in any searches made on the JACoW database for this conference.

    Making changes to your abstract

    Once the author information is complete, clicking “Return to abstract list,” will allow you to print, edit, or withdraw the abstract. You can log in to SPMS and make changes to your abstract and author information at any time before the submission deadline of:

    Midnight, 14 May 2023, Central European Time (UTC + 1 hour).

    Notification of acceptance

    Notification of the acceptance of contributions for presentation at the conference will be made to all submitting authors at the end of June 2023, following the meeting of the Scientific Program Committee.

    All contributions properly presented at the conference are eligible for publication in the conference proceedings at the JACoW site.

    Contact

    Please contact the Conference Proceedings Editor, if you have questions or difficulty submitting your abstract.

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