Instructions to Authors:
  The proceedings of this Workshop will be published by the AIP as part of their conference series. An FTP site has been set up for electronic submissions of manuscripts.
Mandalay Beach, California
Author instructions: Choose the 6x9 inch format.

 The deadline for submitting a paper is five weeks after the end of the Workshop (August 2, 2002) .

The manuscripts will be published in black/white/grayscale‡ in the bound Proceedings. There will also be a CD-ROM version in which color is welcome. To accommodate both forms of publication, please do not refer to color-properties of the figures either in the text or in the figure captions. Please use different symbols or line-types to distinguish data in plots. Also, for color graphics (such as schematics) choose colors that will remain distinct when printed in grayscale. Although we will only accept .pdf or .ps files, please consider that the printed version must be "camera ready". The "camera" will only capture a 6" wide by 9" tall region as described at the AIP web site (use the above link). Also consider that the "camera" will demagnify the manuscript by 15% so that text inside figures (legends, scales, labels, etc.) should initially be at large enough to appear as ~ 10 point size after scaling to fit in the column and after the 15% reduction.

‡ Authors may choose to use color figures for the bound Proceedings at their own cost. Contact Sabine Kessler at AIP.

For additional questions, contact the Editors. Detailed instructions :


How to handle figures

  1. AIP prefers that figures reside at the top and/or bottom of pages.
  2. Try to reduce the file size of included images. Consider changing the raw file format to something more compact. Graphic utilities such as Graphic Converter for the Mac platform or Grahpic Converter 2001 for Windows 95 /98 /ME /NT /2000 can reduce file sizes dramatically. Figures containing huge amounts of vector-data (within PICT or WMF formats, for example) such as scatter plots (with many thousands of points), plots with a multitude of contour lines, 3D-CAD renderings, mega-pixel images, etc. can be converted to high-resolution bitmaps and save many headaches.
  3. Do not rely exclusively on color to distinguish different data sets or lines. Use different symbols and/or line types so that the grayscale version in the Proceeding can be understood.

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Formatting tips

  1. Use the "Author Instructions For the Preparation of Camera Ready Manuscripts" that (should) have been in your registration package. This can be downloaded in .pdf format from Choose the 6x9 inch format. Follow the simple instructions.
  2. If you prefer MS Word macros, download the MS Word 97 Templates and the Users Guide, also at the /authors.jsp page. Choose the 6x9 inch format.
  3. For LaTeX users, check out the LaTeX Classes and Guides, again at the /authors.jsp page. Choose the 6x9 inch format.
  4. For ALL AUTHORS: PRINT your manuscript on a PostScript printer to check that everything fits completely inside (but not too much inside) the 148 x 219 mm box on the transparent overlay sheet included with the Author Instructions (and reproduced in the sample paper at the end of the downloadable .pdf version of the Author Instructions).
  5. DO NOT USE PAGE NUMBERS. AIP will supply these.

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Making a ".pdf" file

  1. Try to use the most recent version of the .pdf writer (Version 5).
  2. When producing a .pdf file, select the option for "Embedded Fonts".
  3. Do not allow PDF Maker or PDFWriter to expand or reduce the source file to fit the page size (8 1/2 x 11 or A4, for example). Force the .pdf to keep the 148 x 219 mm document area.
  4. Some common problems and links to solutions...
    1. Text Reflows into More or Fewer Pages in PDF File
    2. PDF Files Don't Retain Custom Page Sizes in Acrobat
    3. Troubleshooting Problems with Acrobat PDFMaker 5.0 (Convert to Adobe PDF)
    4. Recommendations for Creating PDF Files from Word with Acrobat 5.0


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Checklist prior to uploading

  1. Read this. Please proof-read your PostScript-printed manuscript. This will minimize the chance that your paper will need some major or minor adjustments prior to being accepted. Please be prepared for this possibility by organizing all the files that go into your .pdf or .ps manuscript for a rapid turnaround and re-submittal.
  2. Is your manuscript single-spaced?
  3. Is it in a single column?
  4. Does the manuscript follow these guidelines?
  5. Does each page fit inside the allowed dimensions (inside the frame of the transparent overlay sheet)?
  6. Are the figures and labels within the figures large enough to withstand a reduction of 15% in the printing process?
  7. Have you printed you paper in gray-scale to check that color figures keep the intended information?
  8. FAX the following items to the Editors:.
    1. Copyright form, signed. EVERYBODY.
    2. Permission Form: required if you have taken previously published material. The form must be signed by the copyright holder of that material, generally the other publisher (not AIP) or the original author. ONLY IF YOU USE OTHERS' COPYRIGHT MATERIALS.
    3. Offprint/Reprint Order form, if you wish to obtain reprints of your paper. OPTIONAL.
    4. A cover letter to the volume editor listing any items that need special attention. OPTIONAL.
    5. Please indicate when and how you can best be reached in the few months after submission. Include e-mail and FAX numbers. EVERYBODY.
    6. FAX these to:
      • Chris Clayton/Patrick Muggli
      • 310-206-8220

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Uploading through FTP

  1. Using a web browser, such as Netscape (Mac) or IE5.5 (Win):


  1. Using a stand-alone FTP tool, such as Fetch (Mac) or WS_FTP (Win):
  2. Make sure that the transfer mode is set to "binary".
  3. Put the .pdf or .ps file there.

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Additional contact information

Chris Clayton, Co-Editor Patrick Muggli, Coeditor Sabine Kessler, AIP Conference Proceedings Editorial Office Charles Doering, AIP Conference Proceedings Editorial Office
310-206-9139 (phone) 310-206-1913 (phone) 516-576-2477 (phone) 516-576-2475 (phone)
310-206-8220 (fax) 310-206-8220 (fax) 516-576-2474 (fax) 516-576-2474 (fax)

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