Paper Preparation, Electronic Submission and Workshop Proceedings

HB2012 is one of several Workshop and Conference series adhering to the JACoW (Joint Accelerator Conferences Web Site) standard for electronic publication of proceedings.

Authors are required to abide to the specifications outlined in "Preparation of Papers for JACoW Conferences". This document not only provides precise instructions for preparing the manuscript, but it's source file (available in Word, Latex and Open Office) also serves as a template for authors.

Use of the template and careful attention to the specifications will help the Editors to quickly process papers and enable a speedy delivery of the Workshop Proceedings.

Instructions for downloading templates are given below.

Papers should be submitted (i.e. uploaded) by the agreeable deadline of Saturday, 15 September 2012, 06:00 GMT+8, i.e. before the the Workshop. This deadline will allow the Editors to make an early start on paper processing, enabling any outstanding problems to be resolved during the Workshop. Authors can be kept informed of the status of their papers through the electronic status board at the Workshop or via their HB2012 SPMS account.

Workshop Proceedings

The Proceedings will be published on the JACoW website. A maximum of 5 pages for all contribution types is permitted.

Contributions for publication only are not permitted, hence any paper accepted for presentation, but not subsequently presented at the Workshop, will be excluded from the Proceedings. Furthermore, the Programme Committee reserves the right to refuse for publication work not properly presented in the poster sessions.

Paper Preparation

The "Preparation of Papers for JACoW Conferences" template contain styles that, when applied, will automatically ensure correct typesetting and layout. To download a template, go to the JACoW Website and follow the "Template for Papers" link.

Authors are strongly advised to use the template that corresponds to the version of software they're using and to not transport the document across different platforms (e.g. MAC <-> PC) or across different versions of WORD on the same platform.

Finally, having prepared the paper according to the JACoW standard, we kindly request that authors check their paper for a number of "Common Oversights" listed below, before uploading their final version.

Electronic File Submission

Authors are required to create a PostScript file of the paper. Please consult the "Information and Help" pages of JACoW Website, for help in preparing PostScript files.

Check that the PostScript file prints correctly.

Name the files according to the paper's programme code. For HB2012, paper codes are based on the sequential order of presentations on a given day (MO, TU, WE, TH, FR), of a given type (I=Invited Plenary, O=Oral, P=Poster), and within a given location (1=Main Hall, 2=Meeting Room 2, 3=Meeting Room 3) and session (A, B, C or D). File extensions should have three or fewer characters. The programme codes for your paper(s) are linked to your HB2012 SPMS account, and the system will not accept files that do not conform to this naming convention. For example, for paper TUO1B01, file names should be as follows:

PostScript file

TUO1B01.doc or TUO2B01.tex      

Word file or LaTeX document


EPS file containing Fig. 1 (Latex)


TIFF file containing Fig. 2 (Word)

Once the files are ready for submission, authors should log in to their HB2012 SPMS account and click the "File Upload" button to upload the PostScript file and all source files (Word or Latex, text and figures) needed to create the paper.

Please refrain from submitting a PDF file as this is not required. The Workshop Editors will create the corresponding PDF files using specific settings to create the required searchable and archival proceedings.

Questions concerning paper preparation or electronic submission of files may be addressed to .

Common Oversights

Please check your paper against this list of common oversights before submitting your paper, giving particular attention to Figures, Tables and References.


The title should use 14 pt bold UPPERCASE letters (except for units, e.g. GeV) and centered on the page.


The names of authors, their organizations/affiliations, and mailing addresses should be in 12 pt uppercase and lowercase letters. When there is more than one author, the submitting author should be first, followed by the coauthors. Coauthors should be grouped by affiliation and then be listed alphabetically.

Primary authors are kindly reminded that it is their responsibility to check the accuracy of the title and coauthors entered in the SPMS database. These should be an exact match to that appearing in the paper. This is required to ensure the proper indexing of authors to papers in the published Proceedings.


SECTION HEADINGS should NOT be numbered, use 12pt bold UPPERCASE and be centred in the column

Subsection Headings

Subsection Headings use 12 pt italic lowercase and uppercase. The initial letters are capitalized, and the heading is left aligned in the column.


A space should always proceed a unit. Examples are: 
3 keV, 100 kW, 7 mm. 


Figure captions should be placed below the figure and centered if on one line, but justified if spanning two or more lines: 

Figure 1: A one line figure caption.

Figure 2: A figure caption that takes two lines is justified.

Note the colon ":" after the figure number and the period "." at the end of the caption.

When referring to a figure from within the text, the convention is to use the abbreviated form, i.e. Fig. 1, unless the reference to the figure is at the start of the sentence: 

Figure 1 shows a schematic view of... 

... as shown in Fig. 1.


The publishing standards of today dictate that tables are to be drawn without vertical lines. See Table 1 in the template.

Table Headings should be placed above the table and centered if on one line, but adjusted if spanning two or more lines:

Table 1: Table Heading

Table 1: A Particularly Long Table Heading Spanning Two Lines

Note the colon ":" after the table number, initial letters of the Table Heading are capitalized, and the absence of a period at the end of the caption. 

It is also acknowledged, however, that in some instances authors find it necessary to replace the Table Heading with an actual sentance. In such case, the formatting rules given for Figure captions is best followed. The Table caption should, however, always be placed above the table. 

When referring to a table from within the text, the convention here is NOT to abbreviate, i.e. Table 1.


If a displayed equation requires a number, it should be placed flush with the right margin of the column.


References are written in 10 pt and should be justified with 7 mm hanging indent (using Word terminology) 
i.e. neatly presented with reference numbers aligned.