Paper preparation guidelines

Use of the JACoW templates is mandatory for IPAC’26. The JACoW templates were updated in February 2026; do not use templates from previous conferences. For IPAC’26, customized templates will be available for each contribution with proper author information.

Always use the styles contained in the templates. These styles will automatically ensure correct typesetting and layout, so you won’t have to fix these problems again.

For authors who wish to participate in Light Peer Review, it is recommended to use the LaTeX template, as this will minimize the need to reformat the contribution for the publisher version of the paper.

Papers for oral presentations or invited posters may be up to 5 pages. Papers for poster presentations may be up to 3 pages long. If contributions contain numerous references, these may be carried over to extra pages. No other parts of the paper but references are allowed in these extra pages.

Page limits will be strictly respected; all papers exceeding their limit will be returned to the author for revision or, at last, rejected.

Checking references takes a significant amount of time for the editors. Please check that your references are correct and, when possible, include the DOI or ISBN of the document you are referring to. Papers with several incorrect or incomplete references will be returned to the author for revision or, at last, rejected.

JACoW conference proceedings are considered as preprints by most journals. However, to avoid any conflict with future journal publications, authors may request that their proceedings papers be explicitly marked as being a preprint by selecting the appropriate option on the page of their contribution in indico.

To do so, proceed as follow:

1. 1. Go to the indico page with all your contributions to this conference.
   2. Click on the contribution you would like to have marked as preprint.
   3. Click on the pen icon to the right of the contribution title.
      
   4. Scroll down to the bottom of your contribution.
   5. Answer to the question regarding the preprint marking of your paper.
      

Detailed instructions on how to write a good JACoW paper are included in the JACoW LaTeX style guide and the JACoW MSWord style guide. We suggest to also read through the following pages or use the linked tools to ensure an acceptable quality of your papers:

• JACoW Author guidance
• Reference Search  Tool
• CAT Scan Editor – docx & LaTeX validator

We have observed that fixing bad references in submitted papers is the most time consuming job for editors in the Proceedings Office.

Basic rules:

• All bibliographical and web references should be numbered and listed at the end of the paper in a section called “References.”
• When citing a reference in the text, place the corresponding reference number in square brackets, e.g. [3].
• A URL may be included as part of a reference, but the hyperlink must be removed (In Word use ctrl+k to remove).

We take the opportunity to repeat here the most frequent types of references.

To get citations of JACoW publications correctly formatted use the JACoW reference search tool.  Use this tool for all JACoW conference related citations, included those to papers presented to IPAC’26.

It is crucial that all bibliographical references are written clearly and consistently across all the conference proceedings. Always use the EXACT formatting of references and citations in the templates.

Presented at IPAC’26, “this conference”

[1] A. Author, et al., “Paper title”, presented at the 17th International Particle Accelerator Conf. (IPAC’26), Deauville, France, May 2026 paper XXXXXX, this conference.

Note: “et al.” should be used for 4 or more authors.

Unpublished proceedings papers (e.g. IPAC’25)

[1] A. Author, B. Author and C. Author, “Paper title”, presented at the 16th International Particle Accelerator Conf. (IPAC’25), Tapei, Taiwan, Jun. 2025, paper XXXXXX.

Published papers (e.g. IPAC’23)

[1] A. Author and B. Author, “Paper title”, in Proc. 13th Int. Particle Accelerator Conf. (IPAC’23), Venice, Italy, May 2023, pp. nnn-nnn. doi:10.18429/JACoW-IPAC2023-XXXXXX

Where XXXXXX denotes the paper ID, e.g. MOPWA999.

Only files named according to the paper’s programme code can be uploaded. Example for paper code MOPA999, the paper contains two figures, the file names should be:

• MOPA999.tex (or .docx, .odt, etc) corresponding to the source file
• MOPA999.pdf
• MOPA999_f1.eps (or .png, .tif, .jpg, …) corresponding to figure 1
• MOPA999_f2.eps (or .png, .tif, .jpg, …) corresponding to figure 2

When the files are ready for submission, please refer to the instructions about how to submit files to Indico.

Due to the ongoing conflict in Ukraine, IPAC’26 is unable to accept any registrations from any organisations based in Russia or Belarus. Individuals may check if they are eligible for participation with IUPAP affiliation at https://iupap.org/wp-content/uploads/2022/07/use_iupap_affiliation_at_conferences.pdf. Please note that in this case the IUPAP affiliation must appear both in the JACoW profile of the author and in the authors list written in the submitted paper.

Please contact the IPAC’26 scientific secretariat if you have questions about managing your papers.