Proceedings of the Seventh IVS General Meeting

Instructions for Preparation and Submission of Papers

Due Date    Who should submit    Citation    Submission Format    File Names

   Testing    Final Submission    View Papers    Problems

Due Date. Papers are due by April 30, 2012. We plan to have the publication distributed by the end of summer 2012. Please help us to achieve this goal by adhering to the deadline.

Who should submit? Papers are requested for the proceedings from all authors except from authors presenting reports on their IVS components. IVS component reports should be submitted as part of the call for the IVS 2011 Annual Report.

Citation. The proceedings will be published as a NASA Conference Publication. The reference should be cited as follows: IVS 2012 General Meeting Proceedings, edited by D. Behrend and K. D. Baver, NASA/CP-2012-xxxxxx. (Note: NASA's publication office will provide the running number 'xxxxxx', once the proceedings volume is finalized.)

Submission format. Please use the following guidelines in preparing your paper.

  • Paper Length. In order to keep the length of the published book to a reasonable size, page limits for papers are:
        Maximum 5 pages for contributed papers (oral and poster).
        Maximum 10 pages for invited papers.
  • Basic Format. The required format for papers is LaTeX. Processing will be done using the 'pdflatex' command. This choice determines which image files can be used in the Proceedings. See under Image Files for more details.
  • Class file and additional styles. Your tex file must reference the IVS class file (LaTeX2e). Please download the current version of the class file (LaTex2e), if you are unsure if it is up-to-date. Other available style files support floating figures, html code, bold math and wrapping text around floating objects. For handling image files, we support the usage of the graphics (or graphicx) package only, which should be part of your standard LaTeX distribution.
  • Font Size. Please do not change your paper's font size by adding [10pt] or [12pt] to \documentclass{ivs2e}. Non-standard fonts will be removed by the Coordinating Center to produce a consistent look in the published proceedings.
  • Image Files.
    • pdflatex natively supports the JPG, PNG, and PDF graphics formats. It, however, does not directly accept PostScript (PS) or Encapsulated PostScript (EPS) files. An easy workaround for the lack of PS/EPS support is to convert the PS or EPS file to PDF format using the pstopdf utility. PDF supports vector and raster formats; but the raster version produces significantly larger files than the equivalent PNG or JPG files. Hence, for bitmap representations PNG and JPG are the recommended formats. JPG is a raster format widely used for photos (with possible compression loss); PNG is a lossless raster format best used for diagrams, screenshots, and the like. Note that the support of the TIFF format was discontinued with newer versions of pdflatex; for lossless bitmaps the preferred format is PNG.
    • The Web version of the Proceedings will be in color, but the printed version will be in black and white. So color coded quantities on plots should also be represented by some other scheme (e.g., symbol shape or size, dotted vs. straight lines). Please also refer to both coding schemes in the plots' captions (e.g., "The red (dotted) line shows the sigmas.").
  • Example File. There is an example .tex file, ivs-gm-example.tex, whose content offers basic LaTeX examples and information and discusses caveats. Authors may download and view the PDF output to read the contents and to see how the example file would look in the printed publication. Authors may also read comments in the tex file to get more detailed information about the LaTeX commands used in the example file, and authors should use the tex file as a template for their papers. The General Meeting Proceedings example file is analogous to the Annual Report example file available from the Web page that calls for Annual Report submissions. Each example file, however, uses different keywords geared toward its specific report type and for the Proceedings a different handling of image files (see above) is introduced, so authors who want a Proceedings template file should only use the General Meeting Proceedings example file as a template.

File names. Please name your LaTeX source file and input image files according to the following conventions for compatibility with the proceedings processing scripts and procedures.

File type Name Examples
LaTeX source lastname.tex or lastnamei.tex
where i is a number indicating the order
of your multiple papers in the program.
baver1.tex, baver2.tex,
Image files (JGP, PNG, or PDF) lastnamenn.jpg or lastnameinn.jpg
where nn is a number identifying
each image in your paper.
baver101.jpg, baver102.png, baver103.pdf,

Testing. You can use the Coordinating Center's installation of LaTeX to test how your paper will look when it is published. To use this facility, put your tex and input image file(s) on the entry level of the IVS General Meeting Proceedings ftp site at with the user name gmincoming, then fill out the LaTeX test form and submit it. You will need the password to access the General Meeting Proceedings ftp site. For this year's password, please contact

You can also test your paper on your own local directory. To do this, ftp to the General Meetings Proceedings ftp site, then cd to the "auxiliary" sub-directory (type: cd auxiliary). Then download its files to the same local directory containing your tex and input image files. Then type pdflatex (e.g., pdflatex behrend.tex) to run LaTeX. Please run pdflatex twice to convert all figure and table numbers from ?? to their final values. Unconverted numbers can prevent you from seeing the final page count and the final arrangement of text and figures. Then view (or print) your output file (e.g., behrend.pdf) using Adobe Reader or any PDF file viewer.

Final Submission. When you are ready to submit the final version of your paper, please place your tex file and the image files you are inputting to LaTeX on the "final" sub-directory of the gmincoming ftp area. Submissions will not be processed until they are on the final sub-directory. Please be sure to use the file naming conventions so that your paper and image files will have the names needed for processing. Only the INPUT PDF image files (and other image files) should be placed in final. The OUTPUT PDF file generated by LaTeX should not be placed there.

To submit the final version, please ftp to the entry level of the IVS General Meeting Proceedings ftp site at with the user name gmincoming. If you did not already get the password during testing, it is available from

  • If your tex and input image files are already on the entry level area, please move them to the final sub-directory instead of submitting a second copy to final, so that space can be saved. To move the files, type:

         rename lastname.tex final/lastname.tex,
         rename final/lastname01.jpg

    and so on. If the move succeeds, ftp will report a confirmation that the input file exists (message: 350 File exists, ready for destination name), then confirm the move (message: 250 RNTO command successful). But beware of browser caching problems: if you get the above messages but the files appear to still be on the entry level area and not on final, you will need to refresh your browser to see the updates to the ftp area directories.
  • If your tex and input image files are not on the entry level area, please cd to the final sub-directory (type: cd final) and submit your files.

View papers. You can browse the submitted papers via the IVS General Meeting Proceedings Web site.

Problems? If you have problems or questions about the process, please contact

Please address questions or comments to the IVS Coordinating Center.