Guidelines for conference organizers
providing camera-ready PDF articles
Please indicate clearly to your authors
The format of the articles (17 x 25 cm 1-column, or A4 2-columns, depending of your choice). We
recommend to use the same format and template for your entire volume.

They are welcome to use the Web of Conferences Microsoft Word or LaTeX2e templates toprepare their articles.

The type of files the authors must supply: camera-ready PDF – They must follow carefully the“Camera-ready file preparation” guideline available on the journal website.
Extra care should be paid to the names of authors and the list of references. References will belinked to their original source, via CrossRef, only if they are correctly presented. The given-name(or first name) must be written in ITALIC. If you make mistake there, authors may not be properlyindexed. A complete affiliation must be mentioned [Department, Institution, City, and Country]
Example to follow:
Manohar Gangikunta1 and Sonnati Venkateshwarlu2
1
Associate Professor, EEE Department, CVR College of Engineering, Hyderabad, India
2Professor, EEE Department, CVR College of Engineering, Hyderabad, India



Important WARNING!

Be careful, no extra corrections will be made by the publisher after publication!
Authors must carefully check their article, including authors’ names, initials, authors’ affiliations,references, which are the most common mistakes.

1) What the organizers need to supply to EDP Sciences

A camera-ready PDF for each article/contribution;

A Publication Right form signed by at least one author(s) for each article;

The Statement of Peer Review completed and signed by the editors of the proceedings;

The table of contents (see instructions below);A document with: the title of the conference
 date and place of the conference
 the names of the scientific/guest editor(s) An image (free of rights), which represents/illustrates the conference ex: poster of the event, logo…;
Before submitting camera-ready PDF files, please check the quality of the final PDF documents at [For printed proceedings only, a text of presentation of the conference (10-20 lines) for the back cover
http://pdf-analyser.edpsciences.org/.
of the book.]Remember that:Fonts must be embedded in all PDF files
The quality of the digital images should be at least 300 dpi for figures that will be published in apaper version and at least 150 dpi if it’s only an online version
Warning! NO correction will be made by the publisher once the material is in production (except
if you have chosen the checking PDF option).
The Preface will be considered as a full article (indexed + DOI number). Therefore, it will be
included in the total number of articles published.

2) The table of contents
First, you do have to decide the sequence in which the papers should appear in the proceedings. If thepapers should be arranged under some topic headings within the table of contents, please make sure thatthese headings are included in the table of contents supplied to us.
In the table of contents, for each contribution, we need to know the title of the paper, the list of all authornames, and the number of the articles. The articles numbers should contain 5-figure numbers XXYYY.
XX corresponds to the topic heading number:
00 = no topic heading or paper outside topic headings
01 = first topic heading
02 = second topic heading
YYY corresponds to the sequence of the paper in the topic heading.
Please include in the table of contents all the editorial material. Please see below one example of a welldone table of contents.

Contents
00001
00002

Preface
Opening address

Dense matter
01001 Thermal-statistical model
J. Cleymans and F. Gelis
01002 Color Glass Condensate and initial stages of heavy-ion collisions
J. Cleymans, F. Gelis and T. Hallman
01003 Effective Field Theories for Hot and Dense Matter Color
D.E. Blaschke, J. Cleymans, F. Gelis and T. Hallman
Heavy-Ion Collisions
02001 Results and Perspectives of RHIC experiments
T. Hallman
02002 Heavy-ion collisions at LHC: The Alice Experiment
A. Marin3) Preparing files
PDF files should be named according to the table of contents sequence:<short-form conference title>_<table of contents sequence>Examples for the conference DM2008:
Dense matter
dm2008_01001.pdf
dm2008_01002.pdf
dm2008_01003.pdf
Heavy-Ion Collisions
dm2008_02001.pdf
dm2008_02002.pdf

4) Getting the files to EDP Sciences
We need to receive all the electronic files (including all the papers, the Statement of Peer-Review, any
editorial material, the table of contents, all license agreements) in a single batch before production canstart. To avoid files handling errors, it is not allowed to send the material of your conference in severaltimes.
Please upload via FTP as a single compressed file the complete set:

Prepare and name all files in accordance with previous sections,
Combine all the files into a single archive using tar/gzip and name your archive as follow:
short-form conference title>. tar.gz (Ex: for DM2008 → DM2008.tar.gz),
Log on to Protocol = SFTP (SSH File Transfer Protocol) Host = sftp://sftp.edpsciences.org
 Port = 2222
 Login = colloques
 Password = Please ask the Production Office (isabelle.houlbert@edpsciences.org) toprovide you with a PASSWORD to connect
 Directory to upload files = to EDP
Upload your single compressed file,
Please send an e-mail to isabelle.houlbert@edpsciences.org to confirm that the file has been
uploaded, otherwise, your conference might be considerably delayed.
Should you encounter any problem using our FTP site, you can use another way, like "WeTransfer", andsend the production team the link where to download your material.

5) Publication
Your conference will be appointed a volume number only when the materiel is complete.
You will be informed by email when your conference is going to be published online. At this stage, youwill receive a final publishing agreement for signature. The invoice will be prepared and sent right after
receiving the signed document.
It is at the discretion of the indexing databases as to how quickly they process and upload new content.
Unfortunately, we have no control over how long it takes for each volume to be indexed. It can often
take some time for papers to appear. There is no need to contact us for this purpose as we can’t speed
up the procedure.

Reuse data: Conference papers may be updated, or enhanced, for further publication as a regular journal
article, including submission to journals not published by EDP Sciences. Journal articles derived from work
previously published in conference proceedings must contain a substantial amount of new or previously
unpublished results.
Articles published in Web of Conferences can be uploaded on repository sites (like arXiv) provided theauthors cite the source or, if not published yet, they add a note stating that the article is underconsideration with Web of Conferences.
Contact:
If you require further assistance about the production process, please send an e-mail toisabelle.houlbert@edpsciences.org
If you want to have general information about Web of Conferences, please send an email to:
Solange.guehot@edpsciences.org

Thank you for your cooperation!