EDAS can produce USB flash (memory stick) drive proceedings, downloadable proceedings, as well as program brochures and the IEEE Xplore ("printed proceedings") content. There are several options:
EDAS produces just the USB flash drive or zip file image (content), i.e., a set of files that the conference copies to the physical USB flash drive or that attendees download from the EDAS web site. The content consists of a set of custom HTML files that generally use the content and often follow the basic style of the conference web site. The materials include the program listing, author index, copyright information, the PDF files for the papers, and other items of interest to the conference, such as tutorial and workshop information or welcome messages from the chair. The conference needs to provide the IEEE letter of acquisition, if applicable, as well as any content not already found on the conference web page, such as welcome messages.
PDF files for the the papers are stamped with the copyright information, page numbers and the conference name. There are two separate stamped paper sets, one for the attendee proceedings ("USB") and one for the permanent proceedings, e.g., submitted to a society digital library such as ACM Digital Library and IEEE Xplore, or printed. All accepted manuscripts are included in the attendee proceedings, while only selected tracks and categories are included in the digital library proceedings. The attendee proceedings consist of a set of HTML files, along with the PDF manuscripts, while the digital library proceedings are a set of PDF files. The two types of proceedings may have different page numbers, since some papers, such as poster or demo papers, may be included in the attendee proceedings, but be omitted from the digital library.
Generally, papers are page-numbered in chronological order, i.e., early sessions have lower page numbers than later sessions. However, by defining a program sequence number in the track configuration, papers in specific tracks can also be ordered in any arbitrary and conference-chosen sequence. Papers are always numbered in the same order they are shown in the program, so the program sort order has to be adjusted according to the track program order option if a non-chronological order is desired.
Information such as sponsors and welcome messages are defined through the conference configuration, in Conference:Sponsors & Patrons and Conference:Welcome messages, respectively. Do not just provide PDF files for the welcome messages!
Producing the USB or downloadable content for review by the conference takes ten working days, counted from the date all necessary materials have been provided to EDAS, including, if necessary, the IEEE Letter of Acquisition and compliant PDF files..
- EDAS can, if desired, also produce the physical USB flash drives. EDAS will design the artwork, if desired. Flash drives can be shipped anywhere in the world, using FedEx, with shipping charges billed to the conference.
- EDAS can also produce the IEEE Xplore disk. It contains the papers and introductory materials, such as TPC and committee listings. These materials are similar in content to the attendee flash drive, but contain no links and are formatted for printing, not viewing. EDAS will produce the Xplore disks and upload them to the IEEE submission ftp site, typically after the end of the conference.
- We also collaborate with an organization that produces a smartphone app for conference attendees. We will provide them with the necessary program content.
Producing the flash drives takes two weeks, starting from the confirmation of the final content to shipping.
EDAS can also make the proceedings and individual presentations and papers available to registered attendees. For each event registration option, the conference can designate whether that registration entitles the attendee to access to the proceedings. (For example, tutorial-only registration might not allow access.)
EDAS will produce the proceeding content draft, make it available to the conference organizers via a web link and make any changes necessary.
Unlike typical society publishers, changes in content, such as changes in messages from chairs, program and organising committees, author name changes or paper updates, are reflected in the flash drive content, until the master content is approved by the chairs. We encourage chairs to provide all information as soon as possible, even before all aspects of the content are finalized.
Progress on the proceedings is tracked by milestones, visible in Conference:Milestones to both the chair and publication chairs. Reminders about milestones are emailed periodically to the publication chairs. Milestones include items to be completed by the chairs or publication chair, such as adding the conference program or entering the shipping address. The publication and conference chairs should coordinate who is responsible for which milestones.
Summary of USB Flash Drive or Online Content
A flash drive or downloadable zip file consists of a number of HTML pages:
- a front page with the required IEEE copyright information and a brief introduction to the conference;
- welcome messages (from Conference:Welcome messages);
- listing of the technical program committee
- listing of the organizing committee
- keynotes, with bios and abstracts
- technical program, with a short summary at the top that links to the sessions; the paper title in each session links to the PDF, which appears in a separate window
- author index (all papers and their sessions sorted by author last name)
Summary of Materials Needed
To request EDAS to prepare the flash drive or IEEE Xplore content, go to Conference:Configure, under "Proceedings", and edit the relevant options, such as the number of flash drives. If you are having the flash drives made, please include a precise and complete shipping address suitable for FedEx, including telephone number.
You can track the progress of the USB flash drive production at Conference:Milestones.
The materials below should be provided to EDAS as soon as possible, but no later than immediately after the acceptance notifications have been made.
- Upload the IEEE letter of acquisition (LoA) or other copyright and publishing information to Conference:Files. For IEEE conferences, we cannot start the USB flash drive content creation until we have the LoA.
- Configure the proceedings ISBN and catalog number at Conference:Configure under "Proceedings ISBN and ISSN".
- Check all papers for PDF problems (Papers:Manuscript problems). It is the authors' responsibility to provide valid PDF, e.g., to satisfy IEEE and ACM requirements.
- Update the conference committee, such as general chair or publicity chair, under People:Committees; however, do not add the technical program committee members since they are already captured in the EDAS TPC listing.
- Check the completeness and accuracy of the technical program committee under People:TPC; all members will be listed on the flash drive based on this information.
- Add any conference technical and financial sponsors you want to be recognized on the flash drive via Conference:Sponsors.
- Create sessions and assign all accepted papers to sessions, via Conference:Sessions. Be sure to include breaks, keynotes and anything else you'd like to see in the conference program.
- Create chair welcome messages, via Conference:Welcome messages. Do not provide PDF files!
To avoid confusion as to which papers should be included in the attendee proceedings and IEEE Xplore, please mark papers as appropriate:
- Papers where authors did not register and pay, did not submit a copyright form or did not submit a final manuscript should be marked as withdrawn.
- Mark other papers that should not appear in the proceedings accordingly via the link on the paper page at "Appears in proceedings?". You can also exclude whole tracks.
- For IEEE conferences, mark papers as "no-show" when authors do not present the paper at the conference. As per IEEE process, PDF files for no-show papers marked as "don't publish" are included in the material EDAS sends to IEEE, but labeled as such. They are not page-numbered and do not appear online on the IEEE Xplore web site. Papers with no-show status empty (i.e., in evaluation), excused or error will be included just like other accepted papers.
Papers are page-numbered in the order they appear in the conference program. You can manually adjust the order of tracks in Conference:Tracks.
Using the IEEE Style
- Make sure that the HTML template and CSS are empty in Conference:Email, web and visa letter templates, "Proceedings".
- Inherit the page template and CSS.
- Be sure that each page has the "Use page template for format" checkbox set.
Hints for Custom Styles
HTML experts may want to create their own CSS and HTML templates.
- Use the CSS entry in the template definition for custom CSS. It should be referenced using css/style.css.
- By default, assets such as images are in the images/ directory.