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How to submit an abstract

Login to the Indico event

See How to login to Indico for details on how to login to the Indico event.

Create a new abstract

From the event screen click Submit new abstract :

The abstract submission form will appear. Before continuing, please click on the submission instructions link and review any specific note for the given event. Every conference can have slightly different ways of organising abstracts, so please be aware of the specific directions available from that link.

All fields marked with a red star are mandatory. Below the image all needed fields are explained.

  • Title: enter the title of the abstract using Sentence case. For example: This is a paper title in SCL: sentence case letters.

  • Content: the description, or abstract text, is needed here. Please describe what you intend to present at this conference. A couple of notes:

    • with Indico you can enrich the abstract content by using Markdown of LaTeX. However, we ask you to refrain from using this feature. For JACoW abstracts please only use plain text

    • also refrain from copying and pasting from word processors like Microsoft Word or LibreOffice. Special characters like non-standard ticks (``, ยดยด, etc.) or the three-dots character (...) could get bad results when creating the final abstracts booklet. Be sure that these kind of special characters are avoided

  • Authors: enter the list of authors by clicking on the Search button:

    • search for the persons by providing Family name and/or Given (First) name and/or Email address and/or Affiliation.

    • any found person will appear to the right. Click on the plus sign

    • the plus will change to a green tick

    • now press the Confirm button. The user will be added to the list of authors:

    • then mark the person that will present this abstract at the conference as "Speaker" (for posters this will be "presenter"). To perform this action click on the "Speaker" icon to the right of the name

    • you can change the default affiliation by clicking on the "Edit affiliations" icon: which opens a new window where you can search for the affiliation you want:

    You can repeat the search and select as many affiliations you need for this author:

    After saving the multiple affiliations will be displayed for this author:

Note: Only the first (contributing) author should be put as "Author" (which also is referred to as "primary author" in Indico). This person will appear first in the authors list and be able to edit the contribution and submit the paper in Indico afterwards.

All other authors should be marked as "Co-author" - they will appear in the authors list but won't get submission privilege in Indico.

  • Contribution Type: choose among the types available here. This may vary from conference to conference, but it's normal to only being able to select Poster Presentations. The Scientific Programme Committee will eventually select Contributed Oral presentations from the submitted Poster presentations.

  • Comments: this space is for any notes to the Scientific Secretariat possibly needed for this contribution

  • Track: select the Main and Sub Classification for this contribution

Optional fields

The instructions above cover a generic JACoW conference. However, any specific edition can request to enter additional data by way of additional fields at the bottom of the submission form. Please refer to the particular instructions for the specific event.

Creating JACoW Indico profiles for new authors

Whenever you need to add a person (usually, co-author) to an abstract it is necessary to follow these easy steps:

  1. search for the person on the JACoW Indico by providing Family name and/or Given (First) name and/or Email address and/or Affiliation. Please double check for any misspelings. Proceed only if you are sure that the person is not listed on the JACoW Indico.

  2. after exhausting your search terms, if the person is not listed, click on the "add them manually" link on the message at the bottom of the search results:

  3. Enter all needed information in the form:

  4. When all the information is ready press the "Save" button. You should see the new person listed in the authors list:

  5. Now you can continue the search for authors in Indico instructions above, taking particular care to set their affiliation(s) correctly as well as their roles (author/co-author, speaker or not).