Preparing IEEE Conference Publications

If you have a chance to prepare publications for one of the IEEE conferences, you will notice that there are many issues. The first and most issue is preparing the IEEE acceptable PDF files and distribution CDs. Here is the way I prepared for 2008 ICNP conference. I hope this short guide help you to save valuable time and lots of energy.

1. Creating IEEE acceptable PDF file

    Most of time, the papers from authors are already IEEE acceptable PDF file format. Although the submitted papers are not compatible to IEEE, we can turn them into right format. You must have a Adobe Acrobat package to follow this instruction. The recommend version is 8.0, but I believe that Acrobat 5.0 and above are Okay. Another required ingredient is the IEEE provided Acrobat Distiller Configuration file (PDF setting file). Please download it at IEEE Online Resource Center for Conference Publication Organizers.

1.1. Inserting copyright statements and page numbers

    The first step is inserting a copyright statement and page number in the PDF file.

a.    Select [Document]-[Header & Footer]-[Add...]

add header footer

b. As you can see, the insert dialog box has all the things we need. Choose a font and set the margin. You can see document the preview at the dialog, even though the captured pictured didn’t show this.

header footer dialog box

c.    Next step is put a copyright statement and page numbers. You should have a start page number before do this job. By using the buttons, put the page numbers and copyright statement on the document where you want.

d.    Save the current settings with save configuration box to use it later. Since you will do the same job for each papers, the saved configuration will save your time.

1.2. Exporting the PDF to PS

    One you have done so far, the modified PDF files may not be compatible to IEEE standards. Why? Since you have put the copyright statement and page number with specific fonts, the modified PDF file may not embed the the fonts you used. To make sure everything OK, including fonts, we will make new PDF file.

a.    Make a new folder below the folder that holds paper PDF file. For example, if your papers are in “C:\Papers”, make a folder like “C:\Papers\ps”.

b.    Select [File]-[Export]-[PS]-[PS]. You will see the file selection dialog. Please move into the folder that you have created in the earlier step and save it.

export PDF

1.3. Convert PS to PDF with IEEE provided configuration files

The reaming part is compile new PDF document with IEEE provided Adobe Distiller configuration files.

a. Load the configuration file. Select [Settings]-[Add Adobe PDF settings]. You have to choose the one have the same version of your Adobe Acrobat and tagged with “Suggested”.

Load setting file

b.    Load the PS file you made in the earlier stage. The Distiller will generates new PDF file that compatible to IEEE standards.

2. Creating a browse-able PDF file and distribution CD

    The conference CD contains many documents such as letters from chairs, credit for contributors, list of committees and papers. You may wish to make browseable CD for easy access to specific files and topics.

2.1    Creating the slide with MS Power Point
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2.2    Convert the slide into PDF
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2.3    Make a link at the PDF
<Will be updated>

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Last modified at 11-04-2008, Juhyun (Justin) Oh