Abstract submission

 

closed on 10 December, 2024, 23:59 CST(UCT+8).

Check your JACoW account

 

All primary authors must have a JACoW account before submitting an abstract.

 

1. If you're unsure, search your name in the Central Repository and follow the instructions to create an account if needed. Detailed instructions are available on the IPAC official documentation website.
2. Before submitting, ensure your personal data in the Central Repository is accurate and up-to-date (e.g., email address, main affiliation). This information is used in the Indico system for author lists, the abstract booklet, and final proceedings on JACoW. Update your data by clicking the “Modify Your Profile” link.

 

IPAC’25 Indico system

 

Login

 

Abstract Title

 

Enter the title of the abstract using Sentence case. Use capitals only where appropriate, as for acronyms or SI units. For example: The EXP experiment running at 4 GeV.

 

Abstract Content

 

Text should not exceed 1200 characters. Use one or more asterisks (*, **, etc.) to indicate text for the footnotes field. Avoid Greek symbols, superscripts, subscripts, LaTeX, and Markdown in the abstract. Enter a text-only abstract here. Note: Indico may misinterpret asterisks as Markdown, but the text will appear correctly in the Abstract Booklet and proceedings.

 

Contribution Type

 

Only poster presentations can be submitted for IPAC’25. The Scientific Programme Committee will select certain contributed abstracts for oral presentations.

 

Classification of Abstracts (tracks)

 

All contributions are categorized into Main and Sub Classifications. Authors must properly classify their abstracts to ensure correct placement within the conference program if accepted. A description of the classifications' scope is provided to assist authors (see the Main and Sub Classifications section).

 

Authorship (Co-authors)

 

Please follow the dedicated instructions and screenshots to correctly enter all your co-authors. Briefly, only the main (first) author should be listed in the “Authors” section of the abstract in Indico. All other authors must be added as “Co-authors.” Ensure that all co-authors are included. Failure to do so will exclude them from the author index in the proceedings.

 

Identify a presenter (speaker)

 

It is assumed that the main/first author or the one marked as 'speaker' (presenter) in Indico will submit a paper for the conference proceedings. If someone other than the submitting author will present the paper, this should be indicated on this page.

 

Footnotes/Funding Agency

 

Footnotes must be concise, limited to 200 characters. List references and publications noted by asterisks in the Abstract Text field, with each entry on a new line. Include funding agency information here. Do not use this field to request conference sponsorship.

 

Use the Latest JACoW Template

 

Always download the most recent JACoW template before writing your paper, regardless of your experience or past submissions to JACoW conferences.

Access the template files through the links below:

 

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

 

Read guidelines for paper preparation

 

You can check the online guidelines for paper preparation or download them from the link below.

 

Guidelines Download

Paper title / Authorship Verification

 

1. Confirm that the title in Indico matches your paper. Update Indico if necessary. Note: The paper title should be in all uppercase letters, while the Indico title should be in sentence case.
2. Ensure the author list in your paper matches your Indico contribution. If not, update your contribution to include all authors and co-authors. Only the main (first) author should be listed under "authors" in Indico; all other authors should be listed under "co-authors." Verify that the selected speaker corresponds to the actual presenter at the conference. This information will be used for the table of contents and author index of the proceedings. Failure to include all co-authors may result in their omission from the author index.

 

JACoW tools for Checking Your Paper

1. Before submitting Word and Latex documents, use JACoW’s Cat Scan Editor for instant feedback on common formatting issues. This tool allows you to correct your paper before uploading it to Indico, speeding up the editing process and reducing time-to-publication.
2. To ensure JACoW citations are correctly formatted, use the provided citation tool for all conference-related references, including papers submitted to IPAC’25.

1. 

    

   Cat Scan

2. 

    

   Reference Search

 

Paper Submissions

 

Closed on Wednesday, 28 May, 2025 23:59 CST(UCT+8).

IPAC’25 Indico system

 

Login

 

Identify a presenter (speaker)

 

1. For oral presentations, the 'Speaker' will deliver the paper during an oral session.
2. For poster presentations, the 'Speaker’ must present the poster in a poster session.

 

Verify Filename and Files

 

Most authors can generate PDFs, but varying standards often render them unsuitable for JACoW proceedings. Therefore, we don't accept submissions that are PDF-only. Contributions lacking a source file (.tex, .docx, or .odt) are incomplete and cannot be processed by the editorial team. Once the contribution is prepared using the JACoW template and adheres to the IPAC’25 Paper Preparation Guidelines, authors should submit all necessary files:

 

1. Source File: Properly formatted MS Word, LaTeX, or OpenDocument.
2. PDF File: Generated from the source file with embedded fonts.
3. Figure Files: All figures in their original format (.jpg, .gif, .tif, .png, .eps, .pdf, etc.). Ensure image quality matches that in the source file, especially for color images, with readable text.

 

Only files named according to the paper’s programme code can be uploaded.

 

 

Uploading Files via Indico

 

Depending on your contribution type, prepare the following files for submission:

1. Poster contributions: Submit only the Paper file; ignore the “Slides” option.
2. Oral contributions: Submit both Paper and Slides (view slide preparation instructions here).

 

To submit your files:

1. Log in to the IPAC’25 Indico system and go to “My Contributions” using the left-hand menu.
2. Open the relevant contribution and scroll to the bottom.
3. Click “Submit files” and select your file type (refer to the figure below).
4. After selecting the appropriate button, a window will appear. You can drag and drop files into the designated areas or click the "+" sign to browse your computer for files.
5. Ensure all filenames adhere to the paper’s program code to activate the “Submit” button.

 

Support

 

For managing paper submissions in Indico, refer to the official JACoW-IPAC documentation. For further assistance, contact the IPAC’25 scientific secretariat

 

Acceptance

 

The papers will be processed by the editorial team starting during the week before the conference. Authors will receive an e-mail about the processing status.

Alternatively authors should check the status board (green=accepted, yellow=request of proof-reading, red=problem).

 

Withdraw a Paper

 

Authors can independently withdraw abstracts until acceptance into the program. If you need to withdraw your contribution thereafter, please contact the IPAC’25 scientific secretariat specifying your abstract title and ID.