+ General Instructions

 

Abstract Title

 

Enter the title of the abstract with initial capital letters. For example: "This is a Paper Title in Initial Caps".

 

Abstract Content

 

Text should not exceed 1200 characters. Use asterisks (*) for footnotes (see below). Special Characters: Please avoid Greek symbols, superscripts, subscripts, LaTeX, MarkDown, etc., in your submission. Submit a text-only abstract here.

 

Footnotes/Funding Agency

 

Footnotes should not exceed 200 characters. Use carriage returns for each footnote or publication referenced by asterisks in the Abstract Text field. Enter funding agency information here. This field should not request conference sponsorship.

 

Contribution Type

 

Only poster presentations are accepted for IPAC’25. The Scientific Programme Committee will select abstracts for oral presentations.

 

Classification of Abstracts (tracks)

 

All contributions are classified into Main and Sub Classifications. Authors must correctly classify their abstracts to ensure proper placement in the conference programme. Scope descriptions are provided for assistance.

 

Entry of Co-authors

 

1. Please follow the provided instructions and screenshots to accurately enter all co-authors. Assume the submitting author will present the paper if selected for oral presentation.
2. Submitting authors or individuals giving oral presentations should be listed first in the authors' list in the program and author index of the proceedings. If someone other than the submitting author will present the paper, indicate this on this page.
3. If a paper is chosen for poster presentation, the role of Speaker will designate the presenter during the poster session.
4. Assigned roles determine the author sorting order in the table of contents. Primary/submitting authors' names should precede co-authors with the same affiliation, listed alphabetically. Co-authors from different affiliations are grouped by affiliation, also alphabetically.
5. Remember to include all co-authors. Failure to do so will result in their exclusion from the author index in the conference program booklet and proceedings.

 

+ JACoW Template

 

1.  

   Microsoft Word

    

   Microsoft Word is a word processing software developed by Microsoft
   
   

    

   GET TEMPLATE

2.  

   LaTeX

    

   LaTeX is designed for producing high-quality technical and scientific documentation.

    

   GET TEMPLATE

3.  

   OpenDocument

    

   The OpenDocument format (ODF) is a free, ISO-standardized format for documents.

    

   GET TEMPLATE

 

 

+ General Information

 

Use of the JACoW templates is mandatory for IPAC’25. Always download the latest template files before starting, even if you have them from previous conferences. Always use the styles contained in the templates. These styles will automatically ensure correct typesetting and layout, preventing the need for corrections.

*For authors who have requested Light Peer Review, it is recommended to use the JACoW LaTeX template. This will minimize the work of reformatting the contribution for the IoP version of the paper.

 

 

+ Length of Contributions

 

Papers for invited oral presentations may be up to 5 pages long. Papers for both contributed oral and poster presentations may be up to 3 pages long. If contributions contain numerous references, these may be included on an additional page. Only references are allowed on this extra page; no other parts of the paper are permitted. Page limits will be strictly enforced. Any papers exceeding their limit will be returned to the author for revision or, ultimately, rejected.

 

 

+ Basic Hints and Tools

 

Detailed instructions on how to write a good JACoW paper are included in the JACoW template. We also suggest reading through the following pages or using the linked tools to ensure the acceptable quality of your papers.

 

1. Common Author Oversights
2. Formatting Citations
3. Reference Search  Tool (instructions)
4. CAT Scan Editor – docx & LaTeX validator (instructions)
5. Description of Electronic Processing of Submissions

 

 

+ Naming of files

 

Only files named according to the paper’s programme code can be uploaded.Example for paper code MOPA888, the paper contains two figures, the file names should be:

 

1. MOPA888.tex (or .docx, .odt, etc) corresponding to the source file and are to be selected in the “Source File” upload box
2. MOPA888.pdf, selected in the “PDF” upload box
3. MOPA888_f1.eps (or .png, .tif, .jpg, .pdf …) corresponding to figure 1. Figures and other supporting files are to be selected in the “Other Supporting Files” upload box
4. MOPA888_f2.eps (or .png, .tif, .jpg, .pdf …) corresponding to figure 2. Figures and other supporting files are to be selected in the ”Other Supporting Files” upload box

 

 

+ References

 

We have observed that fixing bad references in submitted papers is the most time consuming job for editors in the Proceedings Office.

Basic rules:

 

1. All bibliographical and web references should be disced and listed at the end of the paper in a section called “References.”
2. When citing a reference in the text, place the corresponding reference disc in square brackets, e.g. [3].
3. A URL may be included as part of a reference, but the hyperlink must be removed (In Word use ctrl+k to remove).

 

Citations of JACoW publications

 

To get citations of JACoW publications correctly formatted use the JACoW reference search tool.  Use this tool for all JACoW conference related citations, included those to papers presented to IPAC’25.

 

Citations of non–JACoW publications

 

It is crucial that all bibliographical references are written clearly and consistently across all the conference proceedings. Always use the EXACT formatting of references and citations in the templates. More examples and details can be found in the Annex B of the full template or on the JACoW website.

 

Basic Accelerator Conference Citation Formatting

 

Presented at IPAC’25, “this conference”

 

[1] A. Author, et al., “Paper title”, presented at the 16th International Particle Accelerator Conf. (IPAC’25), Taipei, Taiwan, June 2025 paper XXXXXX, this conference.

Note: “et al.” should be used for 4 or more authors.

 

Unpublished proceedings papers (e.g. IPAC’24)

 

[1] A. Author, B. Author and C. Author, “Paper title”, presented at the 15^th International Particle Accelerator Conf. . (IPAC’24), Nashville, USA, May 2024, paper XXXXXX.

 

Published papers (e.g. IPAC’24)

 

[1] A. Author and B. Author, “Paper title”, in Proc. 15^th Int. Particle Accelerator Conf. (IPAC’24), Nashville, USA, May 2024, pp. nnn-nnn. doi:10.18429/JACoW-IPAC2024-XXXXXX

Where XXXXXX denotes the paper ID, e.g. MOPWA888.

+ General Information

 

Each poster will be displayed on a single board with dimensions of 100 cm (39.4 inches) wide by 200 cm (78.7 inches) high. We recommend preparing and printing a poster in ISO A0 (84.1 cm x 118.9 cm) or US Arch E (36 in x 48 in) sizes in PORTRAIT orientation. Please avoid landscape orientation for the A0/Arch E formats, as they will be too wide to fit the poster boards.

 

The Conference Organizers will provide all necessary supplies for mounting the posters, such as tape. Poster preparation guidelines are the same for both the standard Poster Sessions and the Student Poster Session.

 

The Scientific Program Committee reserves the right to reject papers that have not been properly presented or attended to during the poster sessions. Manuscripts of your contributions to the proceedings (or enlargements of them) are not considered posters, and papers presented in this manner will not be accepted for publication.

 

 

+ Poster Display times

 

Assigned poster boards will be ready each morning starting at 09:30. All presenters are strongly recommended to hang their posters during the morning coffee break in the assigned poster session. This allows all delegates to study the posters in advance and come prepared with specific questions. Presenters are also asked to remove their posters at the end of the session. Any poster left unattended on its board after 18:15 will be removed.

 

+ Resources

 

1. 

    

   IPAC’25 Logo / Color version

2. 

    

   IPAC’25 Logo / White version

 

 

 

+ General Information

 

Speakers must adhere to the following guidelines:

 

1. Slides will use the 16:9 aspect ratio.
2. Presentations must be uploaded to Indico at least 12 hours before the scheduled time for verification and transfer to the conference A/V file server system.
3. The speakers are not permitted to use personal computers under any circumstances.
4. Each invited Oral will last 25 mins + 5 mins Q&A.
5. Each contributed Oral will last 15 mins + 5 mins Q&A.

 

Once presentations are uploaded to the conference server, check them on the provided computers in the Speaker Preparation Room. Successfully submitted and presented slides will be published in the web proceedings without additional action required from speakers. For any questions about preparing your oral presentation, please contact the Presentation Manager. If you have specific requirements for visual aids (such as movies or audio), please contact the IPAC’25 Editorial Team via email at scientific.secretariat@ipac25.org before the conference or at the Speaker Preparation Room before your presentation.

 

 

+ Speaker Preparation Room

 

The Speaker Prep Room is at Meeting room A5, second floor of TWTC. Speakers must check their slides on the same computers used in the auditorium the day before their presentations.

 

Speaker Preparation Room hours:

Sunday, June 1: 14:00 – 17:30

Monday, June 2 to Thursday, June 5: 08:15 – 12:30 and 14:00 – 17:00

Friday, June 6: 08:15 – 11:00

 

 

+ Presentation Equipment and Software

 

Speaker must use the provided computers and are not permitted to use their personal devices. Laptop PCs running Windows 10 will be used for displaying presentations.

 

The software pre-installed on the computers for presentations includes MS PowerPoint, LibreOffice, Firefox, Chrome, and Adobe Acrobat.

 

Speakers on the podium will have access to a screen displaying their presentation, a remote control for advancing slides, and a countdown timer with warnings.

 

 

+ Preparation of Presentation Slides

 

Both the presentation source file and a PDF are needed for the conference proceedings. Ensure that all fonts are embedded in the PDF, PowerPoint, and LibreOffice Impress files; do not use external resources such as linked images.

 

 

+ Upload of Presentations

 

Speakers must upload their presentation in the same format as their paper contributions. Presentations should be uploaded to Indico as soon as possible and no later than 12 hours before the scheduled presentation time.

 

Files should follow the format of the program code followed by '_talk', for instance:

1. MOPA888_talk.pptx
2. MOPA888_talk.pdf

 

and then submitted through the 'My Contributions' section of the IPAC’25 Indico platform.

Please ensure you select 'Slides' when submitting files via the 'Submit files' button in the Editing section of your contribution.

 

 

 

+ During the Presentation

 

The session chair's assistant will aid speakers with presentations and minor issues. A technician will be available to resolve technical AV problems in the auditorium, and the Presentation Manager will assist with presentation issues

+ General Information

 

Chairs should check the conference program for their session's time and place and aim to arrive 10 minutes early. Each Chair should be clearly visible to the speaker.

 

Each session will have a chair and an assistant. At the start, the chair should introduce themselves, announce the session title, and specify the duration. The main tasks of the Session Chair are:

 

1. Introduce speakers by name and affiliation, then announce the talk title.
2. Highlight key points from the speaker’s bio and invite them to begin.
3. Ensure the session runs smoothly.
4. Keep to the schedule.

 

Before the session begins, the Chair should:

 

1. Confirm with the assistant that the pointing device works and the bio is available.
2. Invite speakers to sit in the front row for a quick handover.

 

At the end of the session the Chair should :

 

1. Thank the participants and audience.
2. Make any necessary housekeeping announcements on behalf of the LOC.
3. Formally close the session.

 

Note: If a speaker is missing, the session will be suspended, and the chair will announce a break. The session will resume with the next scheduled presentation.

 

The assistant’s tasks are to:
Manage the speaker and audience microphones.

 

1. Check the countdown timer.
2. Ensure the pointer device and slide remote are available and working.
3. Ensure a hard copy of the bio is on the stage desk.
4. Assist with attaching microphones to the next speaker.
5. Handle any general technical issues related to the presentation.

 

 

+ Presentation slides

 

All slides will be preloaded after quality checks by Presentation Managers in the Speaker Preparation Room.

 

The Audio Visual technician  at Taipei International Convention Center will display the correct slides on the presentation laptop (no personal laptops or thumb drive downloads allowed).

 

For slide preparation details, refer to the SPEAKER PREPARATION GUIDELINES.

 

Talk timing:

 

1. Invited speakers: 25 mins + 5 mins for questions
2. Contributed speakers: 15 mins + 5 mins for questions

 

 

+ Speakers introductions

 

Speakers were asked to submit a brief bio before the conference. These bios will be sent to each session chair via email and also distributed as printed copies on stage. To maximize time for speakers’ presentations, session chairs are advised to keep introductions as concise as possible. For longer bios, chairs should focus on mentioning key highlights.

 

 

+ Microphones

 

Please use the chair's table for speaker introductions and your own questions. Speakers should have their microphone attached before starting their talk. The session assistant will handle this. Speakers should promptly return their microphone to the sound table or session assistant after their talk. Two earpiece mics per room will be provided for sharing among speakers. Two runners equipped with handheld microphones will be available in each room to take audience questions. Either the chair or presenter should always repeat any question asked by an audience member without a microphone.

 

 

+ Question time

 

Ideally, audience questions are preferred. However, the chair should be ready to ask questions if none are forthcoming. A closing remark that ties together all session talks is also valued. Please verify if any questions have been posted in the app's chat. Refrain from asking questions if the presenter has utilized all their allotted time. If the chair perceives contention or grandstanding in a delegate's question to the speaker, suggest that the parties discuss the matter privately after the session.