General Instructions for Proceedings volumes

(If your volume has different requirements, contact Adrienne Gristci griscti@hq.acm.org)

ACM will be the publisher; you may arrange for local printing and distribution of the hard copy if you wish it.

The following information should help you produce both print and electronic files conforming to ACM standards.

1. Any commercial quality printing you want is fine. Unless ACM is putting print copies into inventory for post-conference sales, the number of copies and the particular quality of paper is your call. But, if you do print, you should send four (4) copies of the printed proceedings to Adrienne Griscti as well.

2. Completion of copyright forms is required. Copyright forms need to be reviewed and approved by ACM before you print. Contact Adrienne Griscti griscti@hq.acm.org if you have any questions.

3. To help you produce the print in a familiar ACM style while at the same time providing us the files we need for the Digital Library, you can have the authors use the ACM Word or LaTeX style templates to prepare their articles. See:

http://www.acm.org/sigs/publications/proceedings-templates

Your authors should apply ACM Computing Classification categories and terms. The templates provide space for this indexing and point authors to the Computing Classification Scheme at: http://www.acm.org/about/class/1998

You should examine the Classification Scheme yourself in some detail in order to give specific direction to your authors, suggesting which areas of the Scheme they should look at closely to find appropriate categories. (If you are having trouble finding appropriate categories and subject descriptors, contact Craig Rodkin rodkin@hq.acm.org  for suggestions)

4. ACM will have an ISBN generated for your proceedings volume. Here is the Standard Copyright Statement. Together with a bibliographic strip containing the specific ISBN for your volume, it should appear at the bottom first page left column of each article:

"Permission to make digital or hard copies of all or part of this work for personal or classroom use is granted without fee provided that copies are not made or distributed for profit or commercial advantage and that copies bear this notice and the full citation on the first page. To copy otherwise, to republish, to post on servers or to redistribute to lists, requires prior specific permission and/or a fee.

Conference acronym 'YY, date, city [state, country]

Copyright © 200X ACM ISBN[or ISSN]/YY/MM... $10.00"

Example:

CHINZ '05, July 6-8, 2005 Auckland, NZ

Copyright © 2005 ACM 1-59593-036-1/05/07... $10.00"

5. Title Page Information.

a. The Title Page holds the normal citation information, displayed as you wish, such as:

Proceedings of the 6^th ACM SIGCHI New Zealand Chapter annual

international conference on Computer-Human Interaction: Making CHI Natural

2005, Auckland, New Zealand

CHINZ ‘05

Conference Chair: Dr. Beryl Plimmer

Program Chair: Professor Mark Apperly

Sponsors: The University of Auckland & the New Zealand Chapter of ACM SIGCHI

ACM International Conference Proceedings Series

ACM Press

b. the verso of the Title Page should look something like chinz-05.doc

6. Once copyright forms are approved, an email will be sent to the conference organizers with the procedures for uploading the proceedings PDF files for Digital Library processing.

We want the material to appear in the Digital Library on the day your conference begins. To accomplish this, we must have the files no later than three weeks before the conference, and preferable sooner, as we will need to have the metadata generated.

a. The files should be PDF.

b. They should have thumbnails and they should be optimized for fast web viewing.

c. They should have the copyright statement and bibliographic strip on the bottom of the first page left column.

d. If you are paginating the volume, paginate sequentially throughout the volume. If you are using article numbering, please contact Adrienne Griscti for details.

e. They should have Type 1 fonts (scalable), not Type 3 (bit-mapped).
All fonts must be embedded within the PDF file

f. They should be named using the ACM convention: sequence-firstauthorlastname.pdf

For example, if you paginate the whole volume, use starting page number of each article. If not, then use the article number sequence of appearance in the Table of Contents.

Example: if John Smith were the first author of the second article and it began on page 14, the file name would be: p14-smith.pdf. If the volume is not paginated, the file name would be a2-smith.pdf.

If you cannot provide the PDFs this way, we can take care of b and d for you, and also c, provided the authors have left the proper blank space. And if you provide Postscript, we can generate the PDFs for you.

We cannot substitute font types, though. This really must be done in the source files before the Postscript or PDF is generated. If bit-mapped fonts are used, they will not necessarily display legibly in all PDF readers on all platforms, though they will print out fine.

Whatever additional post-processing work we have to do here on the files will add time.

We will also need a Table of Contents file with title, authors, and proper sequencing. If you are paginating the entire volume, we should have the page range for each article in the Table of Contents. If you are not paginating the entire volume, then we only need the proper sequence, Article 1, Article 2, ...Article N.

We will also need PDFs for any front matter or back matter you wish to appear in the Digital Library. If you print any Introduction or Preface or Acknowledgments, we can mount this in the Digital Library only if you supply a file containing this front matter. Back matter is usually less important. Occasionally there are indexes which cannot be readily duplicated with a Search. Supply a back matter file if you wish.

Finally, we will need the number of articles submitted and the number accepted. We would also appreciate it if you could describe the review process applied as we are planning on capturing this kind of qualifying information some time in the future.

If you have any technical questions regarding this process, please contact Craig Rodkin

(mailto:rodkin@acm.org).