Author Information

Abstract Submission

The abstract submission will be started Monday, 16. February 2009.
The deadline for abstract submission to ICALEPCS 2009 is:
Monday, 27 April 2009 Closed.
at midnight, Japan Standard Time (GMT +9:00).
Submitted abstract link. Login.

All contributions to ICALEPCS 2009 will be managed using the JACoW Scientific Program Management System (SPMS). All authors must have a profile and an associated account within the JACoW Repository before submitting an abstract. Only one account is needed for multiple entries. Using the links at the bottom of this page, please follow the instructions to check whether you already have a JACoW profile and associated account, create these if it is not already the case, and follow the instructions to log on to your account and submit your abstract(s).

  • To ensure that contributions are correctly placed within the conference Program they need a main classification and a sub-classification. Please read about main/sub classifications based on the Program tracks in this website.
  • When you have entered the title, presentation type, main and sub classification, abstract text, footnotes and funding agency, click on "submit". Once your abstract(s) have been submitted, you will be able to edit or modify as necessary.
  • After your abstract bas been submitted, a new window will open to input the names of co-authors and to indicate who would present the work should be selected for oral presentation, or who is the primary author, if the primary author is not the submitting author.

More guidelines for the preparation of abstracts are also provided at this website.(Now preparing).

Guidelines for Abstract Submission

Abstract Title

Enter the title of the abstract. Please use initial capital letters only.

For example: “This is a Paper Title in Initial Capital Letters”

Presentation Type

The default presentation type for all contributions that are not “Invited Oral” is "Poster." The Scientific Program Committee will select the contributed orals from the “posters”.

Main and Sub-Classification of Abstracts

Since all contributions are grouped by main and sub-classification, authors must select a classification based on the program tracks for the conference. Authors are responsible for properly classifying their abstracts to ensure that their papers are properly placed within the conference program. The Scientific Program Committee reserves the right to change the classification of your abstract if considered appropriate.

Abstract Text

Since an abstract is a concise summary of a paper, it should include a statement of the issue, research methods, and significant findings. Abstracts should be written as one continuous paragraph (carriage returns are not allowed). Abstract text should not exceed 1200 characters. Because electronic submission over the Web does not allow a simple, straightforward system to enter symbols, superscripts, or subscripts, authors are requested to avoid using them. Also, equations and footnotes are not acceptable within the body of abstracts. Please note that footnotes and references to funding agencies may be entered in their designated fields (see below).


Footnotes not exceeding 200 characters may be inserted in the footnote field for references to coauthors, institutions, etc.

Funding Agency

References to funding agencies may also be included and should not exceed 200 characters.

Following Abstract Submission

Entering Coauthor Information

After having "submitted" your abstract, a new window will open allowing you to enter coauthors and designate them as primary/submitting, speaker/presenter, etc. Note that when you enter coauthors, this information also goes into the SPMS, which will search to see whether a profile/account already exists for the coauthor. Once the abstract is submitted, primary/submitting authors may log on to their accounts at any time and edit their abstracts/coauthor data, etc. It is assumed that the submitting author would present a paper for oral presentation if selected. The names of submitting authors/persons who will make oral presentations will appear first in the list of coauthors in the conference program and abstracts booklet. If a person other than the submitting author would present the paper, this should be indicated on this page. Co-authorsm properly entered in the SPMS will thus appear in the list of co-authors which will be included in the Program booklet and in the author index of the proceedings. Note that failure to enter all co-authors means they will be excluded from the above.

Making Changes to Your Abstract

Once the author information is complete, clicking "Return to Abstract List," will allow you to print, edit, or withdraw the abstract. You can log in to SPMS and make changes to your abstract and author information at any time before the submission deadline of Monday, April 20 (24:00, Japanese Standard Time).

Notification of Acceptance

Notification of the acceptance of contributions for presentation at the conference will be made to all submitting authors in June, following the meeting of the Scientific Program Committee in June.


Please contact, if you have questions or difficulty submitting your abstract.

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