Instructions and Guidelines for Participants

Submission of the Final Version of a Paper

Prior to submission of the final version of a paper for inclusion in the Conference Proceedings, the authors are requested to prepare:
  • the final version of the paper
  • the PDF version of the paper
  • the IEEE Copyright form
To submit your paper you should log in to your account at and click the Upload button in the accepter paper line.

Preparation of the Final Version of the Paper

The final version of a paper must be 4-6 pages in lenght and must be prepared according to the following guidelines in DOC/RTF, and LaTeX, and PDF formats. An extra fee of EUR 15 will be charged for each additional page above 6 pages.

Preparing DOC / RFT document Preparing LaTeX document Preparing PDF document for final submission
Regardless of its initial format, the file containing the final version of the paper must be transformed in the PDF format taking into account the PDF conversion requirements that are necessary for IEEE Xplore©. If you want to know more information about IEEE PDF requirements you can read the PDF Specifications for IEEE Xplore©. This document version 4.01A provides detailed information on the requirements for PDFs on IEEE Xplore©.

Preparation of the Copyright Form

Download the IEEE Copyright Form: Instructions for Preparation the IEEE Copyright Form:
  • Print your paper number (e.g., #i09-020) in the upper right corner of the form.
  • Fill in the paper title and the names of all authors.
    In the "IEEE Publication Title" type "IDAACS'2009 Proceedings".
  • Sign your name in the space for "Author/Authorized Agent for Joint Authors" or in the space for "Authorized Signature". Type your name below your signature.
  • Type the date in the "Date" field.
  • If applicable, the "U.S. Government Employee Certification" and the "Crown Copyright Certification" should be also filled and signed.
  • The IEEE is enforcing strict copyright rules. Electronic forms and signatures will not be accepted.


Oral Presentation Guidelines

The presenters have come in the assigned meeting room at least 15 minutes before the session to meet the Session Chair and receive the last minute instructions. If you have electronic presentation you should pass it to the Organizing Committee. Note that Microsoft PowerPoint format ONLY is acceptable for the presentations. The following short guidelines for the oral presenters will help to have the uniformly high-standard presentations at the Workshop.
  1. Prepare visual aids (transparencies or electronic presentation). Use approx. 8-10 mm high (or even higher) letters on the transparencies (the single of typewritten texts is usually too small for overhead projection). Avoid presenting long proofs or detailed derivations in the visual material.
  2. Do not read your submitted written text word by word. It is preferable to point out only the basic ideas and/or heuristic explanations.
  3. In case you cannot attend the Workshop, please notify us in advance.
  4. Prepare and print a short biography including your affiliation and main activities (not more than 100 words). Give it to the chairman during the pre-session meeting.
  5. During the oral presentation: Inform your audience with a few introductory sentences about the broader significance of your paper. Speak as slowly and simply as possible. Keep a check on your presentation time. Approx. 15 minutes will be reserved for your oral presentation, but if you can present your contribution in a shorter time, please do so. Your presentation will be followed by a short 5-minute discussion. Allow sufficient time for slides and projections. Explain each figure and give the audience enough time to understand a figure before going on to other topics. When summarizing your presentation, talk about the practical benefits of the results of your work. Please respect your chairman's instructions during the presentation, particularly in keeping your time limit.

Poster Presentation Guidelines

According to the timetable of IDAACS'2009 Workshop program, the poster presentations are scheduled every day from 2:30pm to 3:00pm on Monday and Tuesday, and from 11:00am to 11:30am on Wednesday. You should locate your poster presentations on the boards before the poster session starts. The poster presentations are divided on sessions according to their subjects. Each poster presentation is placed on the special board with the working area approximately 120 x 80 cm (A0 format).

There will be provided pins and scotch for fixation of the poster presentation. Each poster presentation has to be started with title, printed by large font (typically 36-points). Then it is necessary to present name of authors, affiliations and contact information (phones, faxes, e-mails or post address). During preparation of poster presentation please provide its clearness. Short, informative sentences should be used. Pictures, graphs, diagrams should be used to highlight the main results of the presentation.

Hints for Preparation

What to illustrate?
  • Introduce your problem. What led to your work? What were your objectives?
  • Outline your solution. How did you do it? Bring out what is unique in your approach.
  • Emphasize your salient points using as much technical language as possible, to interest people not directly working in the area of your presentation.
  • Describe advantages and disadvantages of your methods and devices.
  • Avoid large equations. Clarify / justify your assumptions. Present test data, if available, to support your theory / assumptions.
How to illustrate?
  • Do not copy your paper as it appears in the conference proceedings. Nobody will read it.
  • For optimum legibility, use modern bold type. Ariel or Sans Serif type is twice as easy to read as Roman or Script type.
  • Test the legibility of the material you should be able to read your poster paper it from a standing position about 2 meters.
  • Use tables and diagrams and figures for, which require explanation.