EMC Europe 2018 Conference

Information for Authors

Submission Guidelines 

Prospective authors are invited to submit their contribution (full paper) for review not later than February 15, 2018 (23:59 CET), using the conference system (ConfTool). Only full-text papers of 4 to 6 pages length (including figures, tables, photos and references) are expected as contribution. Papers have to be written in English and comply with the conference technical areas.

Papers must be electronic in PDF (Portable Document Format) and must follow the two column A4 format of an IEEE Manuscript Template for Conference Proceedings. Any formats other than PDF, as well as hardcopies, abstracts and summaries will not be accepted and considered for review.

The IEEE Manuscript Template for Conference Proceedings, also for LaTeX users, are available at IEEE Manuscript Templates for Conference Proceedings.
Please note that templates and instructions are the same for both contribution and final paper submissions, except for the copyright clearance code. 

Please note that the appropriate copyright clearance code notice must appear on the bottom of the first page of the final version of your paper. 

  • For papers in which all authors are employed by the US government, the copyright notice is: U.S. Government work not protected by U.S. copyright 
  • For papers in which all authors are employed by a Crown government (UK, Canada, and Australia), the copyright notice is: 978-1-4673-9698-1/18/$31.00©2018 Crown 
  • For papers in which all authors are employed by the European Union, the copyright notice is: 978-1-4673-9698-1/18/$31.00©2018 European Union 
  • For all other papers, the copyright notice is: 978-1-4673-9698-1/18/$31.00©2018 IEEE 

LaTeX users can add the following lines just before \begin{document} (example given for the fourth case):

\IEEEoverridecommandlockouts
\IEEEpubid{\makebox[\columnwidth]{978-1-4673-9698-1/18/\$31.00~\copyright 2018 IEEE \hfill}
\hspace{\columnsep}\makebox[\columnwidth]{ }}

Before submission of your final paper (deadline 15 May 2018), convert your contribution to PDF through the IEEE PDF eXpress toolThe conference ID is 35803XP.

Once you are logged into the EMC Europe 2018 conference system (ConfTool), select ”Your Submissions” and click on “Full Paper” and fill in all requested information. Please make sure to enter information for all authors.

Advance registration (with the registration fee paid) of at least one of the authors is required before May 15, 2018. Papers without at least one accompanying author registration (regular or student if applicable) will not be processed. However, one (co-)author is allowed to register for multiple papers.

All accepted (final) papers will be submitted for publication in the IEEE Xplore database, one of the most comprehensive interdisciplinary engineering databases in the world. Since the papers will be archived in the IEEE Xplore® System, your PDF file must comply with the IEEE rules.

For every paper, the electronic IEEE Copyright Form needs to be signed when the final paper is submitted.

Please note that IEEE reserves the right to exclude a paper from distribution after the conference (e.g., removal from IEEE Xplore) if the paper is not presented either orally or as a poster at the conference.

Instructions for Presenters 

Instructions To Poster Presenters

Prepare your poster

  • Each presenter is provided with a A0 (1.2 meter high by 0.8 meter wide) poster board.
  • The presentation must cover the same material as the paper.
  • Place the title of your paper and your paper number prominently at the top of the poster to allow viewers to identify your paper easily. Indicate 1) the paper's identification number, 2) title, and 3) author's names.
  • Highlight the authors names, e-mail and address information in case the viewer is interested in contacting you for more information.
  • You have complete freedom in displaying your information in figures, tables, text, photographs, etc in the poster.
  • Include the background of your research followed by results and conclusions. A successful poster presentation depends on how well you convey information to an interested audience.

Poster sessions will be held in the Effectenbeurszaal

  • The Effectenbeurszaal is also used for regular sessions. YOU ARE NOT allowed to put your poster before 12:30
  • To locate your assigned poster board, look for the board marked with your Paper ID specified in the Final Program.

Set-up Your Poster

  • Posters should be posted from 12:30 to 14:00 for the respective Poster date
  • Please make sure that your paper number is clearly visible on your poster board.
  • Presenters are required to be at their posters during their scheduled Poster session.
  • Tapes and other materials are available at the Registration Desk, nearby the poster boards.

Remove Your Poster

  • Posters must be removed after the respective Poster session within half an hour.
  • Posters remaining after these times will be removed. The organizer will not be responsible for posters and materials left on poster boards after the stated hours.

Information Desk

  • Staff at the Registration Desk will be available to assist you with location and other on-site needs. Tapes and scissors will be available for your use. If you have special needs for your poster presentation, please bring those supplies with you to the meeting. 

A suitable template for poster presentations is available here. 

Instructions To Oral Presenters

 Oral Presentation

  • The presenting authors should be ready in the session room before the session starts, since the session chair will check all presenters at the beginning of each session.
  • Prepare Your Presentation; Each oral presentation is limited to 22 minutes including questions and answers. This usually means a maximum of 15 minutes for presentation, five minutes for questions and answers, and two minutes to get to and leave the podium.
  • Session Chairs are being asked to be very strict in keeping to the time schedule. Please time your presentation ahead of time, and make sure that it fits within the allotted time.
  • You are requested to load your Power Point or Adobe Acrobat presentation materials before the session starts.
  • When saving a PowerPoint presentation, please be sure to embed all fonts (for example, use File...Save As...click Tools...click Embed TrueType Fonts). When creating a PDF version of a presentation, please be sure to embed all fonts (for example, when printing to the Adobe PDF printer, this requires un-checking the “Rely on system fonts only; do not use document fonts box on the Adobe PDF Settings tab).

Determine Your Audio Visual Needs

  • All meeting rooms are equipped with the following audio-visual equipment:
  1. LCD Projector
  2. Windows-based PC
  3. Screen
  4. Laser Pointer
  • The computers in the meeting rooms are being provided to Windows-based PC users. The PC will be configured with Microsoft Windows operating system as well as with Microsoft Office.
  • The screen format is 16 x 9
  • Please bring your presentation on a USB memory stick and load it onto the presentation computer at least 10 minutes prior to the start of the session. Please also identify yourself to one of the session Chairs at this time.

Create a Backup Copy of Your Presentation

  • We recommend you bring at least 2 copies of your presentation to the meeting in case there is a problem with one of them.

Give Your Presentation

  • Be considerate of the other speakers and audience by staying within your allocated time. The allocated time for your presentation includes a discussion and changeover to the next speaker. Session Chairs will hold you to the allotted time. This is essential to ensure adequate time for questions and discussion as well as adherence to the schedule.

In preparing your presentation, remember that it may be viewed from the back of a room seating  200 people. Font sizes between 18 pt and 24 pt are strongly preferred. If you can't read a version of a slide printed on a standard sheet of paper from a distance of two meters, people are probably going to have trouble reading your projected slide.

  • Please discuss the same materials as reported in your paper submission. At the end of the meeting, all presentation files will be destroyed.
  • We do NOT provide a speakers ready room.

A suitable template for oral presentations is available here.