Preparing Your Manuscript
AIP Conference Proceedings uses author-prepared PDFs for all published content and will not send out author proofs prior to publication. Therefore, it is important to ensure that all manuscripts are submitted in their final form and that all fonts are embedded. AIP author template packages contain comprehensive advice and guidelines for authors—including a DO’s and Don’ts checklist—all papers must be prepared abiding by these guidelines. Well-prepared manuscripts enable rapid publication and reduce unnecessary work for editors. When preparing your manuscript for AIP Conference Proceedings, please abide by the following requests:
- Download your template package for Word or LaTex.
- Do not add page numbers or headers/footers.
- Do not alter the margins of our templates.
- Paper size is 8.5 x 11.
- The paper must include the author name and full affiliation address including country.
- Use clear, legible graphics and diagrams contained within the margins.
- Do not use copyrighted material without permission and proper crediting.
- All pages are to be in portrait.
- References are prepared using our sample reference guidelines (available in the template package). References can only be linked if they are complete.
- Embed all fonts into your manuscript Word File.
What to send to your conference organizer
- A final Word File (.doc or .docx) file of your paper with fonts embedded.
- A signed License to Publish Agreement.
- Copies of permissions to re-use copyrighted material.
Download Templates
Notes on the AIP Conference Proceedings templates
The following downloadable packages contain the AIP Conference Proceedings templates, together with the License to Publish Agreement and other additional documents you may need. The packages also contain detailed advice on preparing your manuscript, including a wide range of examples showing how to prepare and style references.
Standard 8.5 x 11 templates
The following templates are AIP Publishing standard, and you must use them for all AIP Conference Proceedings volumes:
Re-use of Proceedings Articles
AIP Publishing understands that conference manuscripts published in AIP Conference Proceedings are frequently a summary of an ongoing work in progress. Additionally, we understand that some proceedings papers may be updated later, or enhanced, for publication as a regular journal article, including submission to journals not published by AIP Publishing. We do not object to authors who want to reasonably re-use material from their AIP Conference Proceedings manuscript, provided that such re-use is in full keeping with the standards and ethics of professional scientific publishing. Journal manuscripts derived from work previously published in AIP Conference Proceedings must contain a substantial amount of new or previously unpublished results. AIP Publishing does not publish articles that are nearly identical to their manuscript published in AIP Conference Proceedings; such dual publication, whether accidental or deliberate, can be detrimental to authors’ publication record or history. Individual journals will decide whether an author’s re-use of a proceeding manuscript is fair and reasonable, or whether there is sufficient additional material to warrant a new publication. To enable journal editors and referees to make informed decisions, authors who re-use content from their AIP Conference Proceedings manuscript should supply their chosen journal with a copy of their proceedings article. Do so when you first submit a manuscript and include a clear statement describing the material reproduced from the proceedings manuscript. Additionally, authors are responsible for informing all co-authors on the proceedings manuscript when you submit a manuscript that is based on the original proceedings article to any journal. Authors deriving a journal article from their proceedings manuscript must include a citation to their proceedings manuscript, whether that manuscript has been published or is due to be published in an AIP Conference Proceedings volume. The citation demonstrates compliance with this policy and promotes openness and disclosure.