Procedure for Proceedings Processing

This guide-line for conference chairs explains the publishing process with Conference Publishing Consulting. Please also consider the information on Artifact Processing.

Our procedure starts around the date when the program chairs send out acceptance notifications.

There are three important deadlines that divide the process into two phases: the acceptance notification deadline (your action), the camera-ready paper deadline (authors' action), and the delivery of final proceedings to you (our action).

Your tasks (Program Chair):

  1. You send the author notifications. In your message text, please include:
  2. For ACM events: Right after the final notification, please ask the authors of all (conditionally) accepted papers to enter: in the review system (HotCRP, PCS, EasyChair) (perhaps give two days for this).
  3. You provide us (to a list of accepted papers in a certain format (extracted from conference system, see below for the format definition). Please use the method described below to extract the data from the conference system.
  4. You lock your conference system (after the previous two steps), such that no author can accidentally submit a final paper there. The submission site will be announced in the author kit that we send to the authors.
  5. Please do not submit any records via the conference system (e.g., HotCRP) to ACM. We will take care of this.
  6. You partition the papers into sessions and send that partition to us as well (optional).

Our tasks (Conference Publishing):

  1. We prepare a list of accepted papers (advance table of contents) for your web page. For integrating this into your web page, you need to put us in contact with the person who takes care of your conference web page. We will send you a web page from which you can copy the advance table of contents.
  2. We send author-kit e-mails to all authors of accepted papers. The author kit contains a link to more detailed formatting instructions, a link for the submission of the final paper (camera-ready version), and information about the electronic copyright transfer.
  3. We set up electronic copyright transfer with ACM or IEEE, and have copyright-transfer instructions sent to the authors.
  4. After the deadline for camera-ready submission has passed, we will process the papers, send problematic papers back to the authors and work with them on formatting issues etc. We manually check that the authors and titles of all papers match the data that we received from the conference, and report any inconsistencies to the chairs for clarification.
  5. We will, by the deadline for our submission to you, deliver the final version of the proceedings to you for approval. (You can get as many intermediate draft versions as you wish, if you wish to monitor progress and quality.)
  6. After your approval, the electronic version of the proceedings, the version for the digital library, and perhaps print masters are produced and sent to you. (If you order USB sticks or CDs, those are now produced as well.)
  7. If you want, we provide the meta data from our database to the conference-program apps, in order to support better conference experience (for example: Also, we can provide your program schedule as Google calendar or in iCal format for import. We also provide export in XML and JSON format.

Let us know if you have any questions about this process.

Page Limits

The page limits are completely up to the conference. There are no technical limitations from the publishing point of view.

From the academic point of view, you should consider:

We will try to enforce whatever page limit you specify. (Or tell us not to limit the number of pages.)

ACM Conferences — Early Publication

Please note that the below statement is a mandatory requirement to participate in ACM's OpenSurround program (proceedings available up to two weeks before the conference). The statement must be contained in the call for papers of all tracks, and ACM verifies this.
Publication Date

AUTHORS TAKE NOTE: The official publication date is the date the proceedings are made available in the ACM Digital Library.
This date may be up to two weeks prior to the first day of the conference.
The official publication date affects the deadline for any patent filings related to published work.

Definition of the Format for Lists of Accepted Papers (for Extraction from Conference System See Below)

(If using EasyChair, go directly to the next section, if using CyberChairPro, the CyberChair admin will send us the list.)

We need a table that represents each paper in one line, where the columns are separated by a single tab, according to the following format:

For non-ASCII characters, please use UTF-8 encoding.

This format is easy to generate from the various conference systems.

We also accept tables in the format of Excel or OpenOffice, if they follow this format, i.e., without tabs, because the tabs are replaced by the native delimiters, but the rest should follow the format above.


PaperID Paper Type Title All Authors E-mail addresses Affiliations
p013 Full paper Self-Adaptive Software Meets Control Theory: A Preliminary Approach Supporting Reliability Requirements Antonio Filieri; Carlo Ghezzi; Alberto Leva; Martina Maggio foo@bar; foo@bar; foo@bar; foo@bar Politecnico di Milano, Italy; Politecnico di Milano, Italy; Politecnico di Milano, Italy; Politecnico di Milano, Italy
p016 Short paper Detection of Feature Interactions using Feature-Aware Verification Sven Apel; Hendrik Speidel; Philipp Wendler; Alexander von Rhein; Dirk Beyer foo@bar; foo@bar; foo@bar; foo@bar; foo@bar University of Passau, Germany; University of Passau, Germany; University of Passau, Germany; University of Passau, Germany; University of Passau, Germany

HotCRP: Extraction of the Proceedings Info (List of Accepted Papers) from HotCRP

Please follow these three steps to export the data from which we can assemble all records that we need:

This produces an XML file that we can import.

EasyChair: Extraction of the Proceedings Info (List of Accepted Papers) from EasyChair

We need the following two tables from you, from which we can assemble all records that we need.

CyberChair: Extraction of the Proceedings Info (List of Accepted Papers) from CyberChair

Please ask the CyberChair admin (Richard) to send us the list in the usual format.

Web Page with Table of Contents / Import of Data into Conf.ResearchR

Listing from Our Server

You can always get the current version of our data as table of contents from our overview page

For example, if your conference has event id 'PLDI20', then you can access the table of contents via (If you provide a partitioning into sessions, this will be reflected there as well.)

An XML export is available by using module 'listXML.php' instead of 'list.php':

Import for Program Listing via Conf.ResearchR

If your conference web page is based on Conf.ResearchR, you can import our data into your conference web site using our interface with researchr. You need the event id, which consists of the acronym letters followed by two digits for the year. Example: PLDI20.

Instructions for Import: Edit the Tracks tab, and go to the “Import Data (HotCRP/EC/CPC)” section in the left column. Click on “Conference Publishing Consulting” under “Step 1”. You can enter the CPC event ID and click on “import”. Then below, you will see “Step 2: Pick an imported file to start conversion”. Click on the event ID that comes from CPC, and click on “start conversion/update wizard”. That will take you through every event in CPC’s database for your conference, and you have to approve every single event/talk using the wizard to scroll through each and click on “save” if you approve the changes/import for this event/talk. After approving all events/talks, you can exit the wizard.