How to Proceedings

The procedure heavily depends on whether the proceedings is in the ACM style or in the IEEE style. This document describes the important steps to prepare the proceedings in the IEEE style.

• (mid June) Choosing the publishing company:

  It has been http://conference-publishing.com/ since 2016. Ask the GC (General Chair) if it is still the case for this year.

• (late August) Confirming the submission instruction:

  Talk to the GC and PC (Program Chair) so that they can confirm the instruction. At least, you should know the maximum number of pages for each paper.

• (late June) Estimating the budget and confirming the schedule:

  For the budget, you can give (the maximum number of pages for each paper) and (the expected number of papers) to the publisher, and they will give you the invoice. For the schedule, you should make sure the GC and the PC's tentative schedule works for the publisher to prepare the proceedings in due time. Add the GC, the PC, and the Treasurer to the email discussion so that they can approve the expenditure and the schedule.

• (early August) Submitting forms to IEEE:

  The GC will give you several instructions from IEEE MCE. Ask the publisher to know what to do and just follow their instruction. Then the publisher takes care of many things, including copyright, plagiarism check, and so on; just let the publisher take care of them. Do what the publisher ask you to do, e.g., submitting the "Letter of Acquisition" (they will give you the instruction).

• (late November) Forwarding the authors' requests on the proceedings to the publisher:

  They will ask you to, e.g., fix typos. Forward those requests to the publisher. If the requests are about the policy, e.g., submitting the camera-ready version after the deadline or consuming more pages than allowed, you probably should contact the GC and the PC.

• (early January) Submitting additional information for the proceedings to the publisher:

  • The sponsors page: here is CGO 2022's one. https://docs.google.com/document/d/1UmM958qmxOmD3m-ZCOA6Kvx_Z6gjTiGHD63qek1TBL4/edit?usp=sharing

  • The proceeding's CCS: just ask the publisher to use the same information as the last year. Probably its as follows:

    #\ccsdesc[500]{Computer systems organization~Architectures}
    #\ccsdesc[500]{Software and its engineering~Software performance}
    #\ccsdesc[500]{Software and its engineering~Compilers}
    #\ccsdesc[300]{Software and its engineering~Software reliability}
    #\ccsdesc[300]{Software and its engineering~General programming languages}
    #\ccsdesc[300]{Security and privacy~Software and application security}
    #\ccsdesc[300]{Computing methodologies~Parallel computing methodologies};
    

  • Cover page photo: you should pick the cover page's photo. You may propose a few candidates from https://stock.adobe.com, and let the GC and the publisher to decide on it. You should also ask the GC and the Treasurer to approve the expenditure for the photo. You should buy "an extended license" from Adobe.

• (early February) Approving the final proceedings:

  Read the proceedings and see if everything is fine. Send thank you note for everyone involved in the procedure, especially the publisher.